7.5.4.1 Lodging – Hotel Advance
General Guidelines
Lodging expenses should generally be paid by the employee and reimbursement sought at the completion of the trip. For employees with extenuating circumstances, a cash advance can be remitted to the traveler.
To request a cash advance for lodging, the employee must enter a request in the Travel and Expenses module. Per OPB(Office of Planning and Budget):
The purpose of travel advances is to minimize the financial burden on employees while traveling on behalf of the State. This objective can be accomplished by providing cash advances to traveling employees. State agencies should carefully consider the need to issue cash advances. Travel advances are limited and available only to an employee whose current annual salary is $50,000.00 or less when traveling within the United States. Travel advances are available to an employee, regardless of salary level, for international travel.
After the travel is completed, the traveler will need to create an Expense Report in PeopleSoft Travel and attach an itemized hotel receipt.
Coaches/Group Sponsors will need to submit a Group/Team Travel Expense Report and attach an itemized hotel receipt for each room.