What is it?
As outlined in the Travel and Related Expenses Policy:
- Travelers may receive an advance as a reimbursement for prepaid elements of a trip (e.g. airfare, in-person conference fees).
- Advances are allowed for meal per diems when one or more of the following circumstances apply:
- the traveler will be away from Ottawa for more than 14 consecutive days
- the travel destination is outside of Canada/or the United States
- the travel destination is in a rural or northern region of Canada where it is unlikely that credit card payments can be made
- Important notes:
- Advances must be requested more than five business days before departure.
- Advances for other anticipated out-of-pocket travel costs are permitted when these costs are
documented and it is reasonable to assume that the University Travel Card or other credit card
cannot be used. - Retain paper receipts until you have returned from your travel/event, submitted an expense
report and received final payment. A travel expense report must be submitted within ten
working days following the return date of the trip. Future advances and reimbursement may
be withheld pending the clearing of older advances. - Advances for faculty, staff and Canadian residents will be paid in Canadian dollars.
- By signing a request for a travel advance, the recipient acknowledges that the funds are
repayable to Carleton University. Travelers may receive a T4A (Statement of Other Income) for
the value of outstanding travel advances, if these are not cleared between the end of the
University fiscal year and December 31st of the same calendar year.
How do I request a Travel Advance?
Step by step instructions can be found in the ‘Requesting a Cash Advance Request’ how-to sheet.
Where do I find more information?
To request an advance, log into the SAP Concur Travel and Expense Reimbursement System.