Action |
Day of Action / Description |
WITHOUT an Advance |
WITH an Advance |
Travel Request |
Must be approved prior to departure |
Must be approved and submitted to Disbursing at least 10 days prior to departure |
Travel Advance Paid |
N/A |
Within 10 days prior to departure |
Traveler's Proposed Return Date |
Day 0 |
Day 0 |
Travel Completion Due to the traveler's Business Office |
Must be submitted within 21 calendar days from the completion of the trip |
Must be submitted within 21 calendar days from the completion of the trip |
Travel Request (or Request+Advance) Approval Notification |
Travel request (or request+advance) approved by the business office |
Travel request (or request+advance) approved by the business office |
Pending Advance Notification |
N/A |
Sent when the travel advance has been released for payment by Disbursing |
10 day Reminder Notice |
Day 10 after proposed return date |
Day 10 after proposed return date |
21 day Reminder Notice |
Day 21 after proposed return date |
Day 21 after proposed return date |
1st Reminder Notice sent to the Traveler * |
Day 22 after proposed return date |
Day 22 after proposed return date |
30 day Reminder Notice |
Day 30 after the completion create date and the traveler has not been reimbursed |
Day 30 after the completion create date and the traveler has not been reimbursed |
30 day Overdue Notice |
Day 30 after proposed return date and the travel completion has not been approved by the business office |
Day 30 after proposed return date and the travel completion has not been approved by the business office |
2nd Reminder Notice sent to the Traveler and Fiscal Administrator * |
N/A |
Day 45 after proposed return date |
3rd Reminder Notice sent to the Lead Fiscal Administrator with a cc: to the Traveler * |
N/A |
Day 55 after proposed return date |
Gross Income Reporting initiated by Disbursing (required by the IRS) |
N/A |
Day 60 after proposed return date |
Submittal to Payroll |
N/A |
Day 61 after proposed return date. The University will report the Advance amount
as income to the Traveler in the next pay period. Additionally, the Traveler will be tagged as delinquent
and will be unable to receive future travel advances. |
* All reminder notices are sent via email and are automated in eTravel. |