6.15 Travel Advances

Updated 08/02/06

Institute Travel Advances

Travel advances using Institute (State or sponsored) funds are not permitted. Airfare can be charged directly to an Institute account by using the Travel Inc. (see Procedure 6.6 - Air Transportation ). Employees may also apply for a Corporate Travel Card (Procedure 12.0) and charge travel-related expenses.

Georgia Tech Research Corporation (GTRC) Travel Advances

Limited travel advances are available to support personnel in the performance of their professional responsibilities. It is suggested that credit cards and the Travel Inc. service be used to minimize requests when feasible. Because of the large amount of funds required for travel advances, the following procedures must be observed:

  1. Requests for travel advances are made on the "Request for Travel Advance Form" at http://www.gtrc.gatech.edu/forms/travel.shtml (contact GTRC at 894-7043). The request form must be approved prior to preparation and release of travel advance checks by GTRC. A Georgia Tech "Travel Authority" form must accompany the "Request for Travel Advance Form".
  2. Requests for travel advances should be submitted to GTRC at least three days before departure. Please avoid special "last minute" requests.
  3. Travel advance checks will be available after 12:00 Noon on the last working day before departure and are to be picked up in the GTRC office located in the Research Administration Building at 505 10 th Street. Travel advance checks must be picked up prior to departure or will be considered null and void-unless prior arrangements are made for pick up.
  4. Repayment of travel advance funds must be made in full no later than fifteen working days after the researcher's return to campus or upon reimbursement of travel expenses-which ever comes FIRST. Repayment may be made in cash or personal check payable to Georgia Tech Research Corporation.
  5. Reimbursement will be made to the traveler for the full amount of the travel expense submitted on the TES. The traveler is responsible for repaying the travel advance, in-full, to GTRC .
  6. Only one travel advance may be outstanding from any individual at any time unless there is a sound, mitigating circumstance (for example, trips spaced less than fifteen working days apart).
  7. Each month, GTRC will provide each School/Laboratory Director with a list of accounts that are significantly past due. If these accounts are not cleared within ten working days, no advances will be issued to personnel of that School/Laboratory until the delinquent account is cleared. The individual involved will be issued no further advances for the next twelve months.

 

For additional information, contact Nick Perez in GTRC at 894-1657.