The University’s travel policy states that "the University does not issue accountable advances for normal business travel" and although this is a true statement, Travel Services recognizes that there are a number of instances where advances are appropriate. Accountable advances will be issued for a number of reasons, some of which do not involve travel, and are outlined below, together with other pertinent information.
Click any of the links below for more information on Accountable Advances:
|Accountable Advance Eligibility|
|Reasons to Issue|
|How Payments are Issued|
|Duration of an Accountable Advance|
|Responsibilities of the Recipient|
|Accounting for/Returning an Accountable Advances|
|Foreign Accountable Advance Information|
|Advances for Exceptional Circumstances|
|Questions and Inquiries|
Staff, students and in some cases, visitors.
Our current practice is to have the one-over-one and FOP signing authority (or alternate signing authority) authorize the accountable advance. Thus, an advance may be made directly to a staff member who does not have a full-time appointment if that person has signing authority (on a grant account, for example) or to a student.
Financial Services will issue accountable advances for:
The comment section in the Cash Advance Request within CONCUR should provide:
For University of Manitoba employees, advances are deposited directly into the employee's bank account on Friday.
For non-employees, advances are issued by Canadian cheque.
NOTE: Travel advance requests received in Financial Services by noon each Tuesday, are processed and paid by Friday of the following week.
An end date is established at the time the advance is issued.
Accountable advances may be short term (1-4 weeks in duration) or longer term (greater than 1-month duration).
Advances will not normally extend past fiscal year-end as it is critical that expenses are recorded in the correct year for financial reporting purposes and that all billings to granting agencies are made in the correct year. For advances that do extend past the fiscal year end (March 31) recipients are required to submit a partial accounting as of March 31st to ensure expenses are charged to the correct period.
If the recipient is a non-staff member (e.g.student or visitor), the signing authority is responsible for the advance.
If the recipient is a staff member, he/she is responsible.
They must ensure:
On major research projects which are undertaken in other countries or in northern regions of Canada, an administrative assistant located on campus normally has assumed responsibility as the local contact, however, the recipient of the advance is still expected to provide the accounting and sign for the appropriateness of the expenditures made.
By travel and business expense claim. Accountable advances must be accounted for by the end date which was agreed upon at the time of issuance; unless there are exceptional circumstances, new advances will not be issued before old advances are cleared.
NOTE: Timely accounting for advances is critical as the advance triggers only a commitment against the account to which it is charged. Accounting for the advance triggers the actual expenses to be charged against the account, which, in the case of grant expenditures may give rise to billing for the funding from the granting agency.
Advances may be issued to receipients due to financial hardship. For instance, for students travelling or for new staff members who must travel but have not yet received a University Travel card and cannot use a personal credit card to pay their expenses.
NOTE: University Travel cards can be obtained within a very short period of time at no charge to staff. The University Travel card application form can be found on the forms website.
Paperwork can be sent to Travel Services (405 Administration Building, University of Manitoba, Winnipeg, MB R3T 2N2)
Inquiries can be made by contacting Travel Services @ (204) 272-1659