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If a travel advance is necessary you must submit a paper Iowa State University - Voucher with a Cash Advance/Payroll Authorization form attached. Please click here for more information.
To clear an advance, the traveler must enter expenses in the Employee Reimbursement System in AccessPlus. No special entry is needed to clear the advance. When the reimbursement procedure is run on Wednesday and Friday nights, our system checks the Accounts Receivable balances of all employees for any outstanding advances. The amount of any outstanding advance will be deducted from the reimbursement before the net amount is deposited. The e-mail sent to the employee will reflect the net amount of the reimbursement and will mention that an amount has been deducted for the travel advance.
If the expenses submitted are not enough to clear the advance the employee should send a personal check to the Treasurer's Office, 1220 Beardshear, to pay the difference. Please make it clear that this is to be applied to the employee's Accounts Receivable account. The payments should not be made via Deposits Online. Do not send cash through Campus Mail, and do not send any payments to the Accounting Office.
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