FMPM 240 Travel Advances (Students)

Intent

To set out the requirements relating to the approval, acquittal and management of travel advances to students.

Scope

Definitions

Accountable-Advance/Acquittal

Policy

Requirements

• This policy must be applied in conjunction with FMPM 740: Policy - Travel, FMPM 741: Procedure – Travel and FMPM 742: Authorised Limits - Travel.

• The travel must not have occurred at the time of requesting an advance.

• A travel advance must not be used for substantial costs (e.g. airfares, accommodation, car hire etc) that can be prepaid by other means.

• A travel advance will be issued within the 14 day period prior to travel.

• If the travel, for which an advance has been received, is postponed for a period greater than 28 days, or is cancelled, the travel advance must be repaid in full, through the Cashier.

• A travel advance must be fully acquitted within 21 days of completion of travel for which the advance was approved. Unless approved by the Manager, Procure to Pay, no new or additional advances are to be made where a travel advance has not been acquitted.

• It is the responsibility of the recipient of the travel advance to:

  • provide documentation for the advance to be acquitted within 21 days from completion of travel;

  • ensure the safe custody of the funds advanced and any related documentation; and

  • at the time of acquittal, to repay through the Cashier, any unspent money advanced. Any unspent money advanced not repaid is considered a debt to the University and will be recovered in accordance with FMPM 270-1: Policy – Accounts Receivable.

• It is the responsibility of the Manager, Procure to Pay to manage the acquittal of travel advances.

For enquiries in relation to this FMPM Policy please contact PurchasingTravel@jcu.edu.au.

Administration

Approval Details

Revision History