Travel Advance

Processing of Travel Advances

Travel Advances are available to UTSA traveler's who do not have an Individual Corporate Travel (IBA) card and have been approved to travel. An approved VE5/RTA must be processed prior to requesting a travel advance. Prospective employees are not eligible for a travel advance.

To obtain a travel advance, a Local Funds Vouchers (paper document) - - must be completed, signed by the traveler and an authorized signer on the account. Please be sure and submit this to the Travel Management Office at least three days prior to travel. We understand the occasional exception and are here to assist the traveler. Here is a copy of the LFV.

1. Please include the name of the traveler, campus address, and social security number (VID#) at the top left corner -Pay To:


2. 2. In the description indicate that it is a TRAVEL ADVANCE. Also include the destination, conference title, dates of travel, and TV# or attach a completed paper RTA. Indicate the telephone number of whom to call when the check is available for pickup. The only person authorized to pickup the check is the traveler.


3. 3. Travel advances are issued for meals and lodging using the State of Texas guidelines for per Diem rates. For assistance in determining out-of-state per diem rates, use the GG1 screen in DEFINE. Remember, if meals are included as part of the conference registration fee, do not include them to be advanced and/or reimbursed after the trip.


4. Please include the account title.


5. Please include the account number.


6. Must be signed by a authorized signer on the account.


7. Must be signed by the traveler.

The Travel Office will notify the traveler when the check is available to be picked up (JPL 4.04.26). The only person authorized to pickup the check is the traveler. Prior to the check being released to the traveler, they will be asked to sign a promissory note. Here is a sample of this note.

As of October 2005 travel funds are being encumbered when processing the electronic VE5. In order not to duplicate encumbering the funds, the Travel Office has set-up a "clearing" account and will issue the travel advance check from the clearing account. The creator of the LFV would still list their department account number when filling out the voucher.

When the traveler returns from their trip, a Travel Local
Funds Voucher must be completed to clear this liability (out of the "clearing" account) and expense the department account (indicated on the Local Fund Voucher).

It is helpful to keep all travel related receipts while traveling. Lodging and miscellaneous receipts will be submitted with the Travel Local Funds Travel Voucher to the Travel Office. The amount for meals reimbursed is at the discretion of each department - per diem or actual receipts. The traveler has 30 days to complete the Travel Local Funds Voucher or the outstanding travel advance becomes taxable income and may be deducted from their paycheck.

Lodging is advanced, however, it is preferred that arrangements be made to pre-pay or pay the hotel directly using a VP2. The check may be mailed to the hotel or hand carried by the traveler. When requesting a lodging advance greater than the allowable rate on DEFINE, a hotel confirmation must be attached to the Local Funds Voucher.

Updated March 2006