Travel Advances

Travel Advances - Concur

Western is in the process of transitioning from TEM to Concur for Employee Travel and Expense Management. Please see our Concur Updates page for more information.

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 can only be requested for up to 80% of expected out of pocket per diem meals and lodging for individual travelers.
  • Requests must be made at least 10 days before the itinerary start date.
  • Advances are paid out 7-10 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. Please contact Human Resources if you experience difficulties with this.

All travelers must reconcile their advance by the 10th of the month following their trip. Travelers may request an extension by emailing Travel Services and cc’ing their supervisor with the reason for the delay and their action plan to complete the reconciliation by the 25th.

Types of Travel Cash Advances

Faculty/Staff

Individual Travel. Traveler is not responsible for anyone else’s expenses.

You may request up to 80% of per diem meals and lodging.

Athletics

For use by Athletics team travel only. You may request up to 100% of per diem meals and lodging.

Foundation = For use with Chart 2 funds only. Will be subject to percentage of per diem depending on group (100%) or individual travel (80%).

Group

The trip leader is responsible for the meal and/or lodging expenses of other travelers. You may request up to 100% of per diem meals and lodging.

Group Meals may be reconciled two ways:

  1. Meals - Actual
  2. Meals - Per Diem

See the Per Diem Page for a breakdown of these rates.

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.