Travel Advances in Concur
PLEASE NOTE: If you need a cash advance contact Travel Services before submitting your Travel Authorization Request.
Only employees are eligible for advances. The amount is based on the estimated reimbursable per diem expenses.
- Travel Advances are strictly regulated by IRS, State, and university policies. Travel Services endeavors to prevent any violation of these policies which may result in repayment of expenses and/or unnecessary taxes.
- Advances may be requested for up to 80% of expected out of pocket per diem meals and lodging for individual travelers (up to 100% for group leaders).
- Requests must be made at least 10-14 days before the trip start date.
- Advances are paid out within 30 days before the trip by direct deposit or mailed check based on your reimbursement settings. Direct Deposit is set up under Web4U with the “AP” check box. See directions for adding direct deposit option for Accounts Payable.
All travelers must reconcile their advance by the 10th of the month following their trip.
Individual Travel. Traveler is not responsible for anyone else’s expenses.
You may request up to 80% of per diem meals and lodging.
For use with Chart 2 Funds only. May request up to 80% of per diem for individuals and 100% for group travel.
For use by Athletics team travel only. You may request up to 100% of per diem meals and lodging.
The trip leader is responsible for the meal and/or lodging expenses of other travelers. You may request up to 100% of certain travel expenses.
Group trips: a travel leader can purchase groceries and/or restaurant meals for the group and submit the itemized receipts for reimbursement. Alternatively the leader can provide per diem to other travelers by handing them cash from an advance or out of pocket funds to be reimbursed. The other travelers must sign stating they received the cash from the travel leader. This signed sheet must include accurate dates and amounts. The signed sheet serves as the receipt and must be submitted with the expense report. Documentation should clearly indicate which meal(s) (breakfast, lunch, dinner) were used to calculate the cash payment. Group Advance Distribution Log
See the Per Diem Page for more information, including how to calculate meal amounts.
Repaying Your Travel Advance
Travelers who need to repay an unused advance may pay for free via electronic check or by credit card online with a bank fee at WWU Travel Advance CashNet.
Please contact us if you have questions regarding your advance before making your payment.