UCD Directives

UC DAVIS: Accounting Office 

August 1, 1997

DEANS, DIRECTORS, DEPARTMENT CHAIRPERSONS,
AND CAMPUS/ UCDMC ADMINISTRATIVE OFFICERS

Re: Travel Advance Policy and Procedure

UC Business and Finance Bulletin, G-28, Policy and Regulations Governing Travel, was recently updated. It now states that "Travelers are required to use their corporate travel card to obtain travel advances, if the card includes such a feature. Reasonable fees charged for obtaining a cash advance using a corporate travel card are eligible for reimbursement". Locally, the UC Davis First Bank VISA Travel Program and the implementation of DaFIS have made adherence to this policy much more practicable. UC Davis Policy and Procedure Manual, Section 300-10, Travel Policies and Regulations soon will be revised to reflect the revised G-28 policy.

To comply with the revised UC policy, travel and cash advances normally should be handled either via the First Bank Central Travel System (CTS) account for advance airfare purchases and/or the First Bank VISA corporate cards for travel and cash advances.

However, exceptional circumstances present the need to exercise a measure of flexibility in these matters. Therefore, requests for cash travel advances via UC check will be approved on an exception basis in the following situations:

· the traveler is not eligible to participate in the corporate travel card program

· the traveler is a brand new employee and has not applied for the corporate card

· the traveler will travel only infrequently

· the travel requires special handling, such as group leader designations or foreign long-term travel

· the traveler has other unique requirements-the traveler must forward a written exception request, in advance of travel, to Anthony Flores, Associate Vice Chancellor-Finance, Accounting and Financial Services

Also, at times, the pre-established cash advance limits may not be adequate for certain travelers. The VISA travel card program facilitates larger advance limits on a case by case basis. Therefore, if regular, large cash advances (exceeding $1,000 per monthly billing period) will be required for an individual traveler, please forward a request for additional cash advance capability for that traveler's First Bank VISA Corporate Card to: Mary Herman, Accounts Payable, and outline the traveler's needs. This office will work with First Bank to provide the flexibility travelers may need.

See the Accounting and Financial Services website, under What's New for detailed information in the First Bank Travel Program (http://accounting.ucdavis.edu). Please review the instructions on how to use the First Bank Travel Program in conjunction with DaFIS at this website also.

Please forward any questions to Mary Herman, Accounts Payable Manager, mzherman@ucdavis.edu, 757-8536.

Sincerely,

Anthony B. Flores
Associate Vice Chancellor-Finance

97-094

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