Travel Advances
Receive advance reimbursement for allowable travel expenses incurred prior to travel such as airfare, conference registration, and prepaid lodgings.
If your business travel was approved and you’ve incurred allowable travel expenses, you can be reimbursed prior to your business trip.
Prepaid reimbursements to the employee may be requested only for costs that will be incurred prior to travel. Other costs that will be incurred during travel will be reimbursed upon return with a Travel Expense Report.
Travel advance requests must be submitted to District Accounts Payable at least fifteen (15) business days in advance to allow time for processing.
How to Submit an Travel Advance Request
- Confirm that a requisition (RQ) for your trip has already been submitted and approved.
- Confirm that a purchase order (PO) number has already been assigned.
- Submit the following documentation to the Accounts Payable Department at travel@nocccd.edu. This should include:
- Itemized receipts including proof of payment (i.e. the last 4 digits of your personal card being charged) or vendor invoice
- Reference to the travel PO number
- Conference agenda showing conference dates and location
- Check information
- Payee name
- Corresponding district/campus mailing address or vendor mailing address for check
- Check amount
- Due date for check
Frequently Asked Questions
You can receive advance reimbursement for allowable travel expenses that you have already paid out-of-pocket and that have already been charged to your personal credit card, such as:
- Airfare
- Conference registration
- Prepaid lodging
Expenses that are not incurred prior to travel (e.g. mileage, meals per diem, and rideshare services) are not eligible for advance reimbursement and should be reimbursed after travel.
Travel advances will not be authorized for any employee whose expenses will be reimbursed directly to the employee by an external sponsor, or for any employee who has not settled prior travel advances with the District.
Travel advances for conferences paid with a grant or categorical funds are not allowable when the payment and conference dates are after the performance period unless specifically approved in writing by the sponsoring agency.
One (1) RQ can be submitted for the group’s conference registration.
The vendor can be sent one (1) check for the group’s conference registration. The request to prepay a vendor for conference registration should be submitted to Accounts Payable (travel@nocccd.edu) at least 15 business days prior to the trip.
However, each traveler will need a separate RQ to be reimbursed for mileage, meals per diem, and any other authorized business travel expenses that will be paid by the traveler. When the traveler submits the Travel Expense Report (TER), the TER should include the conference registration in the total cost of the trip as well as the prepayment so the total amount due to the traveler is accurate.
Yes. A TER needs to be submitted in order to reconcile and close-out your advance. Advances are considered outstanding until the TER is submitted. If you have an advance outstanding, this may prevent you from being issued another advance until outstanding advances are reconciled and closed-out.
Please reach out to your campus Bursar’s Office for questions related to student travel and field trips.