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Cash Advances

Cash advances are travel related payments made before a trip begins.

Process Conditions/Instructions
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.
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.
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.
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.