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UC DAVIS: ACCOUNTING & FINANCIAL SERVICES April 26, 2006 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS RE: Pre-payments for Travel & Entertainment Expenditures In preparing for implementation of the new online Travel & Entertainment Management System and recognizing that travel advances have been a large workload issue for department administrators, Accounting & Financial Services (A&FS) has redesigned the processes for handling pre-payments for travel & entertainment expenditures. EFFECTIVE MAY 1, 2006: NEW NON-CASH PRE-PAYMENTS going forward (e.g., registration fees, airfare) will be expensed to the department when incurred; they will no longer be treated as advances. EFFECTIVE JUNE 1, 2006: NEW CASH ADVANCES going forward will be recorded in a central balance sheet account managed by Accounts Payable. In accordance with UC policy and tax regulations, cash advances not accounted for by the traveler in a timely manner (IRS regulations specify 120 days) will be reported as taxable income to the recipient. Departments may enter encumbrances if they wish to track advances. NEW AIRFARE TRANSACTIONS (both CTS and YCAL) will require a traveler identification number on the record at the time of booking with the travel agent. A new web-based application will enable instant lookup of the UCD employee identification number to be used for employee travelers and creation of a unique traveler identification number to be used for non-employee travelers. Detailed information about this new application will be released in May. BETWEEN NOW AND JUNE 30, 2006: EXISTING NON-CASH ADVANCES will be expensed to the department as of June 30, 2006. Departments will be expected to carefully review their ledgers for these charges to ensure they are valid and recorded in the appropriate accounts. EXISTING CASH ADVANCES will not be moved to the central account; they will need to be reconciled and cleared by the departments. To facilitate the reconciliation and clearing of existing cash and non- cash advances, A&FS will offer assistance as needed. Campus forum dates will be announced in May. If you have any questions, please contact travel@ucdavis.edu. J. Michael Allred Associate Vice Chancellor-Finance/Controller 06-054
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