University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Contents

• 1.0 Overview and Purpose
• 2.0 Applicability
• 3.0 Requirements
  • 3.1 Eligibility
  • 3.2 Amount of Advance
  • 3.3 Issuing an Advance
  • 3.4 Guarantee for Advance of Funds to Nonemployee Student
  • 3.5 Advance Default

1.0     Overview and Purpose

WSU may provide a travel advance to a traveler to help defray some reimbursable travel expenses that may be incurred while on official business.

In accordance with state policy, reimbursement for expenses incurred prior to the trip is not allowed, as such payment is considered an advance. Any traveler using personal resources while making travel arrangements must either meet the eligibility requirements for an advance or wait until after the trip to be reimbursed.

Tips to avoid financial hardship when making travel arrangements:

• Book directly with supplier for lodging and rental cars to reduce the amount paid prior to the trip (see also UPPM 95.06 and 95.12);
• Use the following University charge card accounts for conference registration and airfare purchases to eliminate the need to use personal resources:
  • For conference registration, use the department purchasing card (see UPPM 70.08 and 95.01).
  • For business airfare, use either the department’s Central Travel Account (CTA) (see UPPM 95.03) or a University travel card account issued to an individual (see UPPM 95.04).

Note: University travelers are to charge WSU business airfare to the department’s CTA, whenever possible.

2.0    Applicability

This policy applies to all WSU employees and authorized travelers.

3.0    Requirements

3.1      Eligibility

In order to be eligible for an advance the traveler must:

• Be a WSU employee;
• Be in travel status for no less than 15 days; and
• Have no outstanding advances in accounting.

3.1.a   Limitations

A travel advance may not be considered as a loan to an employee. Also, a travel advance must not be:

• Issued for periods of more than 90 days;
• Issued more than 30 days prior to the trip start date;
• Used for expenses related to privately-owned vehicles (see UPPM 95.11); and/or
• Used for the purchase of commercial airfare (see UPPM 95.03 and 95.04).

3.2     Amount of Advance

Best practice is to avoid advancing the traveler more than they will spend. It is recommended that the advance amount be no more than the total per diem allowance for the number of days in travel status.

3.2.a  Example

Travel to Phoenix, AZ from 3/1/18 through 3/17/18

Figure 1

• Daily per diem allowance: $174 (lodging) + $59 (meals and incidentals) = $233 
• Number of days in travel status: 16
• Total advance: ($233 x 16) = $3,728

3.3     Issuing an Advance

The department is responsible for:

• Determining the allowable amount to advance (see Section 3.2);
• Contacting Travel Services to inquire about any exceptions to the travel advance policies (see UPPM 95.01);
  • Travel Services has the authority to deny any exception requests.
  • If the exception is approved, the department must use FN057/Gift funds for the advance;
• Preparing and routing a Spend Authorization in Workday with the Cash Advance box checked (see Workday Create Spend Authorization for instructions). The department must attach documentation regarding any approved exceptions to the Spend Authorization;

• Gathering approval in Workday of the:
  • Employee;
  • Employee’s manager; and
  • Financial manager authorized to approve travel for the applicable worktags (e.g., cost center, project, program, gift, grant).
  • Note: Any other required approvals must be obtained outside of Workday, on printed copies of the Spend Authorization, which are then attached to the Spend Authorization in Workday; and
• Submitting the Spend Authorization in Workday to Travel Services at least 10 business days prior to the trip start date to allow for processing time.

3.4     Guarantee for Advance of Funds to Nonemployee Student

University policy limits cash or travel advances to faculty and staff employees only. The responsible dean or director may request an exception to the Travel Advance policy in order to advance funds to a nonemployee student.

To ensure payment to the University in the event the recipient defaults in accounting for and/or returning the funds, the dean or director completes and signs a Guarantee for Advance of Funds to Nonemployee Student certification form. The dean or director enters the applicable worktags of the gift account that is to support any outstanding balance of funds.

The dean or director must attach the certification form to the Spend Authorization in Workday.

3.5      Advance Default

3.5.a  Employee Advances

The State of Washington and IRS define the reasonable period of advance repayment to be 120 days after travel has concluded (see SAAM 10.80.70.b, IRS regulation 463).

If repayment conditions are not met, the applicable amounts will be reported as additional taxable income in box 1 of the employees W-2.

If the employee has separated from the University and repayment conditions are not met, the unpaid amount shall become immediately due and payable with interest of ten (10) percent per annum from date of default until paid (see SAAM 10.80.60.e).

3.5.b     Non-Employee Advances

120 days post travel, if the repayment conditions are not met for a nonemployee advance, Central Travel reserves the right to charge the remaining balance against the gift account specified by the department in the completed Guarantee for Advance of Funds to Nonemployee Student certification form.