What is the purpose of Travel Advances?
Travel advances serve to assist GIT employees and grad students cover the out-of-pocket cost for travel associated with their professional responsibilities prior to reimbursement by GIT. GIT can only provide reimbursements for actual travel expenses after a trip has concluded. If an individual cannot float these costs until they are reimbursed, they can request a travel advance from GTRC before their trip based on their estimated expenses.
Who can request a travel advance?
Any permanent employee of GT. Travel advances cannot be requested for temporary employees or undergraduate students.
What costs can be included in the request for a Travel Advance?
GTRC can fund any approved estimated expenses per the Spend Authorization except for airfare which must be direct billed through Travel Inc.
How do I submit a request for travel advance?
Email the following information to GTRC.Travel@gtrc.gatech.edu
- Approved Spend Authorization from Workday which shows the breakdown of estimated expenses for the business trip
- GTRC Request for Travel Advance Form
- GTRC ACH Form (please ensure GTRC has the most up to date banking information for completion of the travel advance)
When should I submit a travel advance?
All forms listed above should be provided to GTRC at least 10 business days prior to the individual’s departure date. GTRC cannot guarantee rush payments for advances requested after this deadline unless the individual can provide support that they were not aware of the upcoming trip before that 10-day deadline.
When are these funds due back to GTRC?
Upon completion of the trip, the individual will have 20 business days to refund GTRC for the full travel advance. This allows the individual enough time to submit their actual expense reports to GIT and to then use those reimbursement funds to refund GTRC the Travel Advance
How do I return the travel advance funds to GTRC?
Funds can be sent to GTRC via check or ACH/wire. Instructions for sending a wire/ACH will be provided when the travel advance is initiated. Checks must be sent to the secure bank lockbox at the following address:
GTRC
PO BOX 100117
Atlanta, GA 30384
What is the penalty for past due Travel Advance refunds?
Each month, GTRC will provide each School/Laboratory Director with a list of accounts that are significantly past due. If these accounts are not cleared within 10 working days, no advances will be issued to personnel of that School/Laboratory until the delinquent account is cleared. The individual involved will not be issued travel advances for the next 12 months.