8116.2 SUBSTANTIATION OF TRAVEL EXPENSES FOR TEMPORARY TRAVEL ADVANCES
(New 9/91)
- A properly prepared travel expense claim (TEC) to substantiate the travel expenses must be submitted as soon as possible after the trip(s) or at least once a month.
- If the travel advance exceeds the substantiated expenses, the employee must submit a check or money order with the TEC to return the excess travel advance amount.
- If the substantiated expenses exceed the travel advance, the employee will be paid the difference with a revolving fund check.
- A periodic statement must be sent no less frequently than bi-monthly (e.g. on February 1, April 1, June 1, August 1, October 1, and December 1) to notify employees who have travel advances but have not submitted a TEC to substantiate the travel expenses and/or have not returned any excess travel advance amount, as required in Items (1) and (2) above. An example of a periodic statement is shown in 8116.2 Illustration.
- The periodic statement will request that the employee submit TECs to substantiate the travel expenses and/or return any excess travel advance amounts for the two months preceding the month prior to the periodic statement date. For example, the December 1 periodic statement will be for travel advances issued in September and October.
- The periodic statement will specify that the employee must submit TECs and return any excess travel advance amounts within 30 calendar days of the periodic statement date.
- If an employee has already submitted a TEC and returned any excess travel advance amounts for the applicable months of the periodic statement, a statement to this employee will not be necessary for those particular months.
