Travel advances can be requested where an individual may otherwise be significantly disadvantaged by using the expenses process. Wherever possible, direct payments by the University should be made (e.g. via a purchase order and/or invoice) before considering an advance request.
Circumstances where advance requests are allowed are:
- the recipient will be travelling on business away from their normal place of work for at least one night; and
- the recipient would otherwise be required to submit an expenses claim in excess of £300; and
- it has not been possible for the University to pay directly.
Advance requests that do not satisfy all these conditions may not be authorised and the recipient would then be required to use the expenses claim process.
All advance payments are limited to 75% of anticipated expenditure and departments must not inflate estimates to cover full anticipated costs.
Spend in a foreign currency is not a valid reason for requesting an advance. Standard procedures for Expense Claims, Supplier Payments, etc., should be used together with the specific guidance provided on foreign currency payments.
Cash is not insured when overseas
Making considerable cash withdrawals in the UK before travelling is NOT permitted. Cash should only be withdrawn locally, in small, manageable amounts, to mitigate any risks.