Cash Advances for Staff Travel Procedure

Purpose

These procedures relate to the application and reconciliation of staff advances.

Organisational Scope

These procedures apply to all staff travelling at the expense of the University.

Definitions

MTA

University appointed Mandatory Travel Agent

Content

1. Advance conditions and criteria

1. An advance can be provided for staff traveling on University business, either in New Zealand or overseas.
2. Advances can be paid no earlier than one week before travel.
3. Application for an advance can be made by completing a Staff Cash Advance Application Form. The claim will be processed through the Accounts Payable Office as a Staff Reimbursement.
   1. Advances are not to be used for personal or unauthorised expenditure.
   2. Overseas currency must not be purchased by individuals through travel agents or banks and billed to the University.
   3. All air travel, both domestic and international, must be booked through an MTA as per the Travel Planning Procedure.
   4. If frequent travel is undertaken by a staff member on university business, we recommend that a University of Otago Purchasing Card is applied for and used as an alternative to the advance system.

2. Types of Advances

There two types of advance:

1. Direct Credit of advance to staff member's personal bank account (using details held by payroll).
2. University Purchasing Card.

3. Claiming an Advance

Advances are claimed through the Accounts Payable Office on an Advance Claim Form advising:

1. Details of travel e.g. conference details, destination, start and end date of travel or, alternatively, attach an approved Conference Leave Travel form.
2. Date the advance is required (paid no earlier than one week before travel).
3. Amount of advance required.
4. Your title, full name, department and employee number.
5. The advance claim form must be signed by the claimant and authorised in terms of the Financial Delegations Policy.

4. Advance obligations

1. Advance recipients will be obligated to follow all University of Otago policies and procedures.
2. Advance recipients must obtain a GST receipt for all purchases and these must be provided to the University to support all purchases via the cash advance.

5. When you return from travel

1. Within ten days of returning from travel, please return supporting documentation (receipts) to the department to reconcile.
2. Any funds not spent must be paid into the University's bank account as soon as possible after the travel expiry date. Unspent funds are not to be passed to other departmental staff or students for travel use. The University's bank account can be found online:
   • University of Otago banking information
3. The reconciliation should be signed by the claimant and authorised in terms of the Financial Delegations Policy.
   • Financial Delegations Policy

6.Other

1. Only certain currencies are negotiable in New Zealand and it is the claimant's responsibility to convert any foreign currency before or after returning.
2. No foreign coins are accepted for banking in New Zealand.
3. Failure to provide all itemised receipts for the full cash advance will result in the claimant being required to reimburse the University.

Related policies, procedures and forms

• Staff Advance Application Form
• Financial Delegations Policy
• Staff and Non Staff Reimbursement Procedure
• Travel Planning Procedure
• Travel and Travel Related Costs Policy
• Procurement Policy
• Procurement Procedure
• Sensitive Expenditure Policy
• Sensitive Expenditure Procedure and Guidelines
• Purchase Card Policy
• Purchase Card Procedure

Contact for further information

For further information, contact:

Accounts Payable
Tel +64 3 479 8730
Email accounts@otago.ac.nz