Advance Payments

Recovery of Advances

The traveler must account for the total amount of all expenses and advances by submitting a travel expense report within 21 days of completion of the trip.

If the amount advanced is less than the expenses entered on the report, the traveler will be paid the difference.
If the advance exceeds the reimbursable expenses, the traveler must write a check payable to UC Regents for the excess.
The traveler must submit a travel expense report even if he or she is not owed any additional reimbursement.

For help on clearing advances, click here.

Delinquent travel advances
After 60 days have elapsed from the date the expense report was due, Accounting & Financial Services will initiate action to recover the advanced amount. If the employee fails to substantiate expenses and to return any unused cash advance amounts within 120 days after the completion of a trip, the university is obligated under IRS regulations to consider such amounts as income to the employee.

For more on this policy, see the UCD Policy and Procedure Manual, Section 300-10 - Travel Policies and Regulations.