Travel Advance

FAQs

What is a travel advance?

A travel advance is funds provided to a faculty/staff member or advisor to assist with meal expenses.

Who is eligible for a travel advance?

• Full-time faculty, staff, or an advisor who does not have a balance owed to the Working Fund.
• Full-time faculty or staff member who has an approved travel authorization received by the travel office 30 days before the trip departure date.

What is an advisor?

A student/group who is traveling may request an advance. However, the advance cannot be cut in the name of the student(s). The student/group must have an advisor. An advisor is a full-time faculty or staff member who:

• Does not have a balance owed to the Working Fund.
• Is willing to receive the advance in their name on behalf of the student(s).
• Accepts responsibility for the submission of the student/group State of Maryland Expense Account (GAD form X-5).
• Accepts responsibility for the repayment of the travel advance.

How do I request a travel advance?

The traveler may request a travel advance by checking the “Requesting Advance” box at the top right-hand corner of the travel authorization form. If the request is for “group travel,” an attendee list must accompany the travel authorization at the time of processing.

When will I receive the travel advance?

Travel advances are issued before the traveler's departure date. The travel department processes checks weekly on Mondays. Travelers must pick up their checks on or before the departure date. If not, the checks are returned to the Comptroller's Office as null and void, and the traveler must follow the reimbursement process.

Do you have to pay back a travel advance?

If the travel advance exceeds the substantiated expenses, the faculty/staff member must submit a check, cashier’s check, or money order to return the excess travel advance amount. The payment should be made payable to the MSU Working Fund and submitted to the cashier’s window located in Tyler Hall on the 2^nd floor.

If the traveler has an approved travel authorization that was received by the travel department 30 days before the trip departure date, and the traveler does not have a balance owed to the Working Fund, they will receive an email notification regarding the check the week before travel.

When the email is received, visit the Bursar’s website to check availability. Enter your Banner ID number to view your travel advance status. If your travel advance check is listed as “available,” print the release form and visit the cashier's window in Tyler Hall on the 2^nd floor.

Who can pick up the travel advance?

The travel advance can be picked up by the payee on the check. The payee is required to present a picture ID at the time of pick-up.