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Travel Advances
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| Corporate Charge Card | a charge card issued to employees to provide a means to pay for most business related travel expenses |
| Standing Travel Advance |
an amount of money advanced to employees based on anticipated cash expenditures while traveling on government business
a standing travel advance is usually paid to those employees who travel on a frequent and regular basis and may be approved where the corporate charge card cannot be used (remote locations) or is not appropriate for the type of service required (fast food, taxis) |
| Travel Expenses | actual and necessary expenses incurred by employees traveling on government business |
| Trip Advance |
an amount of money advanced to employees based on anticipated cash expenditures while traveling on
government business
a trip advance is usually paid to those employees who are making a single trip |
Responsibilities
Department
It is the responsibility of individual departments to:
- determine when a standing travel advance or a trip advance is an appropriate method of paying for the type of travel required;
- ensure that employees who travel on a frequent and regular basis are aware that they may apply for and use the corporate credit card;
- ensure that any standing travel advances held by employees who terminate employment or who transfer to another department are promptly refunded.
Employees
It is the responsibility of employees to:
- anticipate the need for a standing travel advance or trip advance and submit a request in a timely manner;
- ensure that all advances are accurately accounted for and repaid in a timely manner;
- safeguard travel funds and corporate charge cards.
Standing Travel Advance
An Official Journey Authorization/Payment Voucher must be completed for all standing travel advances. The amount of the standing travel advance must be approved by the Deputy Minister and should not exceed anticipated cash expenses required for a 6 week period.
Employees who do not use their standing travel advances for a 3 month period will be required to repay the advance, unless in the opinion of the Deputy Minister, exceptional circumstances prevented employees from using the advances during that period.
Where repayment is required, the Deputy Minister may authorize the recovery of the advance from employees' subsequent pay cheques.
Employees may not hold standing travel advances simultaneously from more than one department.
Where circumstances require, employees holding a standing travel advance may, with the approval of the Deputy Minister, be provided with a trip advance.
Trip Advance
An Official Journey Authorization/Payment Voucher must be completed for all trip advances. The amount of a trip advance must be approved by the Deputy Minister and should be based on a reasonable estimate of the total anticipated reimbursable expenses and the availability of the corporate charge card or a standing travel advance.
Trip advances must be accounted for within 30 days of the completion of the trip for which the advance was authorized. Where trip advances are not accounted for in the specified period of time, the Deputy Minister may authorize the recovery of the amount of the trip advance from employees' subsequent pay cheques.
Where trip advances exceed $100, employees may claim the cost of converting excess cash into traveler’s cheques.
Last Updated: March 15, 2000
Reference: TBM 2000-073
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