• Cash Advance
• Prepaid Airfare Tickets & Conference Fees
• Voucher Forms

Travelers are expected to utilize the University corporate VISA card for all travel charges. If cash is necessary, it may be obtained via Automatic Teller Machines (ATMs) using the corporate VISA card and PIN number.

• Travelers who are planning extended trips may obtain a University advance from the Bursar's Office, but only in exceptional cases where the University corporate VISA card is not accepted or where the ATM limits would be exceeded. In these cases, a travel authorization/advance request form, signed by the approving authority and approved by the Controller's Office, may be completed to receive an advance from the Bursar's Office.

• Travelers should contact Travel Management at (413)545-1748 about the possibility of extending corporate card cash advance limits.

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Travelers who prepay airfare on the University's corporate VISA card or who prepay conference fees may use one of the following reimbursement methods:

AIRFARE REIMBURSEMENT TO THE TRAVELER

A traveler may request reimbursement for airline tickets purchased prior to the trip date, provided the airfare was charged to the University's corporate VISA card. For reimbursement, a travel expense voucher must be submitted to the Controller's Office with the corporate card billing statement attached showing the airfare transaction and a copy of the written authorization.

CONFERENCE FEE REIMBURSEMENT TO THE TRAVELER

A traveler may request reimbursement for conference registration fees paid prior to the trip date. For reimbursement, a travel expense voucher must be submitted to the Controller's Office showing the conference fee paid with an original receipt from the conference, indicating the dollar amount paid, attached to the travel expense voucher and a copy of the written authorization.

DIRECT PAY TO THE CORPORATE VISA CARD
(Anticipated implementation Spring 1998)

• Travelers may opt to have the University directly pay all or a portion of their travel reimbursement to their University corporate VISA card account by filling in the desired amount in the appropriate box on the Travel Expense Voucher.

• The University will make payments to U.S. BANK VISA once a week to individual corporate card accounts provided the traveler submits a Travel Expense Voucher to the Travel Section of the Controller's Office by Tuesday of the prior week. Note the billing cycle for corporate card accounts closes on the 21st of the month.
• Corporate card payments are made by the University once per week.

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See Appendix G for an example of the Expense Voucher form.

For assistance with billing issues, please first contact your departmental travel area then if necessary, the Controller’s Office Travel Section.

Travel Policy and Procedures Manual (MAIN INDEX)

Travel Management, (MAIN PAGE)

Controllers Office (MAIN PAGE)

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For questions or comments regarding this site please contact A. Tan

Last Updated: 06/23/09