Travel Advances

• Advances only cover:
  • Per diem costs for meals and/or lodging
  • Airfare
• A travel advance should be limited to what can be reasonably estimated to be the traveler’s expected business travel expenses.

• Maximum limit is $400 (not to exceed any funding limitations set by the traveler's department)  for overnight trips.
  • Per OSC Rules and Regulations  (see Chapter XIII, Section 4.B "Travel Advance" from OSC's Guide to Financial Operations)
• Minimum limit is $75

Exceptions: Advances exceeding $400 may be approved in unusual circumstances, such as for international travel, but require specific justification and additional processing time.

• The funds must be encumbered against an account in the SUNY Financial Management System to ensure there is sufficient funding available to cover the estimated cost of the advance.

• Required documentation to be included with your Travel Authorization Request:
  • Conference/meeting agenda (if asking for meals)
  • Hotel confirmation (if asking for lodging)
  • Airfare receipt (if asking for airfare)

• Review any notes from the Travel Administrator on your approved Travel Authorization Request Form.  A Travel Authorization may be approved, but if any of the required documentation is missing, the advance will not be given.
• Advances will be issued by the Travel Office approximately three (3) days before the departure date unless otherwise communicated.
• Travel Authorizations requesting an advance must be received at the Travel Office level (be sure your travel authorization is not stuck with one of your approvers) for approval at least two (2) weeks prior to travel for meal & lodging advance requests and  at least four (4) weeks for advances that include airfare.

*If you have not received your final approved travel authorization prior to your trip, please check with the Travel Office at [email protected].

• Preferably within two (2) weeks of returning from their trip, but no later than 30 calendar days upon return, the traveler must submit a Travel Voucher (including any supporting documentation) to the Travel Office. 
  • The Travel Voucher must include the amount of your travel advance to be deducted from your total to be reimbursed. 

• Option 1: Scan & email everything to [email protected] (highly preferred).
• Option 2: Send via interoffice mail to: Attn: Travel Office, Miller Bldg, Room 310.

IMPORTANT: Electronic/digital signatures are not acceptable on State forms (i.e., Travel Voucher).  (See Signature Types)

• Failure to account for the advance within the 30-day period upon your return will result in the outstanding amount being considered delinquent, which can lead to the sum being deducted from the employee's wages or other reimbursements and the denial of future travel advances.

Repayment of Excess Funds

The traveler is fully liable for repayment of any and all advance amounts that exceed the actual cost of your requested funding. 

• If the advance received was more than the actual approved expenses, the traveler must submit a check for the difference along with the completed Travel Voucher within 30 days of returning from their trip.
  • Checks must be made payable to: SUNY Cortland.