Travel Advances

A traveler may obtain cash through the GE Corporate Card, by using an ATM machine. An administrative fee of 2.5% (with a minimum charge of $2) is charged for each cash advance obtained through an ATM. This fee appears on the cardholder's monthly statement and is a reimbursable expense. To minimize fees associated with cash advances, we recommend that only the anticipated cash needed for incidental expenses be withdrawn. The Corporate Card should be used to charge expenses whenever possible.

Exceptions

Travel advances other than those obtained by using the Corporate Card at an ATM are available on an exception basis only. An exception will be granted by the UCLA Travel Center only if the traveler will be on travel status in excess of 30 days or if the travel requires special handling (e.g., group travel for athletics, student groups). The latter will be reviewed on a case-by-case basis.

Exceptional advances will be issued no more than 7 days prior to a trip and may be obtained in travelers' checks or University checks.

Recovery of Exceptional Advances

1- Completed trip(s)

Within ten days after completion of a trip, a traveler must account for the travel advance. Any excess of advances over expenses must be refunded immediately by check from the traveler made payable to the Regents of the University of California. The University will refund any excess of expenses over advances to the traveler.

2- Canceled and Postponed trip(s)

Advances must be refunded immediately when an authorized trip is canceled or indefinitely postponed.

3- Delinquent Recovery

An accounting for the outstanding travel advances must be made and received by the UCLA Travel Center within 45 days after the completion of the trip. After 45 days, the full amount of the advance will be charged to the department, and the traveler will be taxed on that amount.

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