8116.5 MORE STRINGENT GUIDELINES FOR TEMPORARY TRAVEL ADVANCES
(New 9/91)
Any departmental travel expense policies or procedures which are more stringent than the above guidelines are acceptable. The following are some examples:
- Reducing the requested travel advance amount by a pre-determined amount or percentage to ensure that there will be no excess advance amount to recover.
- Reducing the number of days prior to the trip to issue a travel advance to the employee.
- Sending the periodic statements on a monthly rather than a bi-monthly basis.
- Sending the periodic statements earlier than the first of the month.
- Reducing the number of days after the periodic statement date for employees to submit TECs and/or return any excess travel advance amounts.
- Making the payroll deduction a month earlier by decreasing the number of days after the periodic statement date for employee to submit TEC and/or return the excess travel advance amount.
- Issuing no additional travel advance to an employee who is 30 calendar days delinquent in submitting a TEC.
The provisions in Government Code Section 19838 and SAM Section 8776.7 concerning overpayment collection procedures must be considered when implementing more stringent guidelines. Also, employees' collective bargaining units contracts should be reviewed to determine if it contains special provisions concerning travel advances.
