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Travel Advances

The University Travel Card is the preferred payment method while traveling for the University because they provide the most convenient and safest way to pay for travel expenses. For safety reasons, the traveler should carry as little cash as possible. However, travel advances are available by exception when the traveler is in an area of the world where the Travel Card is not accepted or for extended global travel.

Travel advances are rare and only used while traveling in countries that do not accept credit cards for payments. Travel advances are not to be used for airfare, hotels, taxis or items that can be charged on the Travel Card.

Travel Advances are subject to University Policy FN 27, Travel Advances. The traveler may not have any outstanding prior travel advances at the time of issue. Your options for requesting a cash payment while traveling are as follows:

Travel Card ATM Withdrawals

Travel Cards can be opened for ATM withdrawals by submitting a change request.

Requirements: You must submit a change request form and be travelling to an area with ATM availability.

Instructions: Complete and submit a Travel Card Change Request Form to request the ability to make ATM withdrawals. Write "ATM Withdrawals" on the line for part 5, "Other Change."

Processing Time: Allow three to four business days to process the change request.

Withdrawal Fees: ATM withdrawals are subject to 2% transaction fees; a foreign transaction fee of 2%, if applicable, will also be applied. Both types of fees are able to be expensed.

Direct Deposit

If you think that you will need to replenish cash in-travel and the area you are going to does not have Citizen's-partnered banks but does have a bank that partners with your personal bank, then you may request a transfer of departmental funds into your personal bank account so you may withdraw cash as needed. Travel advances are in US Dollar only. 

Requirements: You must have a bank account with a large global banking network.

Instructions: 1) Contact Purchase, Pay & Travel Customer Service to ensure that you have access in Concur to request a travel advance. 2) Complete the Cash Advance Request Form in Concur. 3) Once submitted, the form will automatically be routed through the normal workflow and the department's approver will need to approve the Cash Advance Request Form. 

Processing Time: Must be submitted using the above instructions to the Payment Processing department at least 20 days prior to the departure date. This will give Payment Processing the appropriate time to ensure that the travel advance can be processed in a timely manner, so that the employee will have the funds before the departure date. 

Withdrawal Fees: Fees are variable based on the traveler's individual bank.