| Employees |
Use UC Davis Travel Visa Card:
- Cash advances are only issued within 30 days of the trip start date.
- Advance can be reconciled before the trip, to ensure the card is paid off on time.
- If an employee needs an advance and does not have a Travel card, they should apply for one.
- Unused cash withdrawals should be paid to US Bank by the cardholder.
- Cash advances are not permitted for the reimbursement of airfare purchased outside of AggieTravel. Such payments may be reimbursed after the trip is completed.
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| Non-Employees |
- Cash advances for non-employee and students can be processed using the AggieTravel Request document within 30 days of the trip start date.
- Cash advances are not permitted for the reimbursement of airfare purchased outside of AggieTravel. Such payments may be reimbursed after the trip is completed.
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| Rationale for Advance |
Cash advances require an explanation of the need. Typical reasons include:
- Guest paid their conference registration in advance of the trip.
- Guest paid hotel lodging deposit.
- Cash required for daily meals/lodging for visiting scholars or students.
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| Reconciling an Advance |
Cash advances must be reconciled through AggieTravel within 45 days of the trip’s end date.
- Any funds remaining after the trip must be returned immediately to the UC, by issuing a check to the UC Regents and processing a Cash Receipt document.
- Cash should be returned to the following account: 3-1121500, using the traveler ID as the Project Code.
- Cash advances not reconciled within 120 days of the trip’s end date will be reported as taxable income to the traveler.
- Outstanding cash advances can be reviewed by the department using Decision Support, DS417.
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