• Submit Travel Advance requests at least 2 weeks prior to check date requested to allow proper time for processing.



• Travel advance requests are issued for meal per diem only. The airline itinerary will determine the eligible amount.



• Travel Document, Travel Itinerary, and Airline itinerary (or Rental reservation) are required in order to receive a travel advance.



• Employees Eligibility - Faculty, Professional Staff, Classified Staff, and Graduate Assistants are eligible for 100% of meal per diem allowed.
• Employees with a Diners Club Card are not eligible travel advance.


• Student Eligibility - Students are eligible for 75% of the meal per diem allowed.



• Volunteers- Volunteers and any other type of travelers such as ISP’s or Candidates are not eligible for travel advances.



• Team Travel (2 or more people):
• One person will be responsible for the claim.
• Provide a list of all travelers and the airline itineraries for each traveler.
• The traveler claiming responsibility must keep a per diem roster sheet and obtain a signature from each person receiving the meal per diem each day.


• Accounts Payable will call the department for pick up of the check when available.
• A memorandum describing the traveler’s responsibilities after receiving the funds will be attached to the travel advance check.
• It must be signed by the traveler and returned to MS: 1053 –Travel Team within 2 business days.


• After the trip is complete the traveler must submit the reconciliation with in 15 business days.
• The Travel Document with Section III should be completed; with all authorizing signatures and proper back up as required by UNLV travel policies.


• Only one Travel Advance may be outstanding at a time (Travel Advance must be reconciled before another Travel Advance may be issued).

Before Trip:
Submit a Travel Document with Section I and II complete, including the amount requested for the advance, the date you need the advance by, and signature authority. Submit the document at least 2 weeks prior to requested date.

TD should include the following:

• Completed Travel Itinerary with the breakdown of estimated meal per diem advanced, according to the GSA rates.



• Airline itinerary that includes passenger name, date, and time for round trip ticket to destination.
• If traveling by car, provide Accounts Payable with a copy of the rental reservation.


• A memorandum describing the traveler’s responsibilities after receiving the funds will be attached to the travel advance check and must be signed and returned to MS: 1053 – Travel Team within 2 business days.



• Keep a copy of the signed travel document to use when upon return.

After Trip:
Once the trip is complete, the traveler is required to submit the reconciled travel document (using the copied travel document) which should include the following:

• Completed Travel Itinerary with the breakdown of the claimed meal per diem.
• If the traveler was hosted for any meals, the meal per diem should not be claimed.
• If the traveler was hosted for a claimed meal the meal per diem will be reduced.


• Attach all receipts as required by UNLV travel policies (Airfare, Lodging, registration etc.).



• Enter the amount of the advance issued in the “Deduct advance issued by UNLV” and verify correct math on the Travel Document.



• The reconciled Travel Document is due in Accounts Payable 15 business days after the trip end date.