Travel Advances

Corresponding Policy: See ‘Travel-Intro’ policy.
Corresponding Forms: Travel Advance, Travel Reimbursement, Travel Authorization, Miscellaneous Deposit Form
Process: Finding Out What the Process is to Obtain and Reconcile a Travel Advance

Complete Travel Advance Form located on University Financial Service’s website. Form should be completed 2 weeks prior to date needed. Use fillable form. Travel Advance Form is provided as both a PDF and a Word document.
Submit completed form with a completed copy of Travel Authorization Form, to the UFS Director’s Office in the Market Center Building, Suite 260, for approval.
Once approved by the Director’s Office, a payment is processed. If you have direct deposit, then you will receive the travel advance through a bank transfer (ACH). ACH transactions are processed daily and take approximately 2-3 business days to be deposited to your bank account. If you are not set up with direct deposit, then you will be contacted to go to Campus Accounting Services (CAS) in the Market Center Building, Suite 260, to pick-up your check with a valid photo ID. Checks are cut once a week on Wednesdays and are available after 4:00 pm.
Once travel has been completed, submit a Travel Reimbursement Form within 60 days to CAS. Complete the Travel Reimbursement Form and attach back-up documentation and a copy of the travel advance request. Check the “yes” box for Travel Advance. Additional reimbursement due to the traveler above the amount of the travel advance will be reviewed and processed for payment. Unused funds must be returned by check or cash to the Cashier’s Office in Fariborz Maseeh Hall Lobby at the Departmental Services Window using a Miscellaneous Deposit Form found on the UFS website. Use TRA001 for the index and A3110 for the account code.

If you should need any assistance, check the UFS website for additional resources or e-mail us at travel@pdx.edu

Travel reimbursements for travel prior to January 1, 2016, should be completed using the 2015 reimbursement form.