Travel Advance and Reimbursement

Summary

The CALS Finance FBSC will answer your travel related questions and will process your travel reimbursement. This includes answering questions about travel advances, air travel requisitions, registration for conferences, travel reimbursement questions, and submission of vouchers to the Division of Financial Accounting for final processing.

How to Access Services:
Email or phone all of your travel related questions to your FBSC Finance Transaction Specialist (FTS).

Department Responsibility

Prior to Travel:

Read and understand University Policy 3.2, Travel.

Travel Reservations:

1. Reservations for all rental or fleet vehicles and air travel are the Department's responsibility.
2. If using Cornell Travel Office (http://www.cbs.cornell.edu/travel/), traveler or assistant forwards completed Air Travel Requisition to department for approval. Department forwards copy of Air Travel Requisition to FBSC.
3. If traveler is using other vendor, charge to corporate card or personal credit card.

Travel Cash Advance (Note: Takes 5-7 Business Days to process an advance, please plan accordingly) :

1. Via Cash Advance:
2. • Work with departmental representative to fill out a Cornell University Cash Advance Request which will be used to obtain a travel advance.
   • The travel signs the Cash Advance Request which states that the advance account must be repaid.
   • Send completed forms to the FBSC via courier mail or hand carry to Center for processing.
   • Advance check will be mailed to campus address unless otherwise indicated on the request.
3. Via Corporate Card:
4. • Obtain cash for travel using your corporate card (Diners Club only) at an ATM. When obtaining an advance using the Diners Club card the ATM will determine how much cash can be dispensed. There can be no more than five withdrawals per day; total daily withdrawal dollar limit is $500; and withdrawal limit in any seven day period is $1,000.
   • A PIN Number is required. Call Diners Club Customer Service at 1-800-234-63 77 to select your PIN.
   • Cornell's American Express program does not include access to cash. American Express cardholders may request a Diners Club card for use in ATM machines.
5. Via Traveler's Checks:
6. • The Tompkins Trust Company maintains a bank at The Cornell Store and will issue traveler's checks to non-bank customers. You can make the purchase with cash (obtained through cash advance), Visa or MasterCard. The Trust Company will not accept another bank's check, a Diners Club card, or an American Express card.
   • Cornell will reimburse you for fees for traveler's checks related to Cornell business travel.

Post Travel

Travel Reimbursement:

• Traveler or assistant gathers and organizes original receipts and fills out Travel Reimbursement Check List to support reimbursement request within 30 days of completion of travel.
• The web link to information about Corporate Cards, Direct Deposit of Non-Payroll Payments, Current Mileage Rates, and Current Per Diem Rates is http://www.payments.cornell.edu
• Traveler or assistant forwards original receipts to CALS FBSC.
• If traveler keeps a separate detailed list of expenses which were incurred, there is no need to rewrite information on the worksheet. Simply write "see attached sheet" and have traveler sign the worksheet. The worksheet must have the traveler's signature.
• Steps to follow after the on-line travel reimbursement is sent to you electronically.
  • Click on the weblink in our email notification.
  • Review the expenses.
  • If you agree, Click on the "submit trip" button.
  • If you disagree, please contact your Transaction Specialist and do not proceed further.
  • On the next screen choose the option "Someone else will perform the Account Distribution for me".
  • "Search" for the net id of your Transaction Specialist.
  • Hit the "Submit" button.
  • Log in your net id and password.
  • Select your payment address.
  • Hit the "Submit" button.
  • Your travel has been completed.

FBSC Responsibility

Cash Advance:

The Cash Advance Request is processed after department account approval has been received. FBSC processes the advance by approving and forwarding to DFA. FBSC is responsible for clearing receivables account after trip is completed. 

Travel Reimbursement:

1. CALS FBSC reviews original receipts and documentation.
2. CALS FBSC checks with traveler/assistant/department if there is need for clarification, missing information or documentation, or problems with the reimbursement paperwork.
3. CALS FBSC prepares on-line payment travel payment and queues to traveler for approval. The traveler will be able to view the information to confirm that the travel is prepared correctly.
4. The traveler approves on-line travel and it is returned to FBSC representative.
5. FBSC assigns account distribution, approves payment and forwards to accounting where advance accounts will be cleared, if necessary, and checks or direct deposits generated to the traveler in 7 to 10 days.

Forms

• Travel Authorization
• Cornell University Cash Advance Request
• Mileage Reimbursement Form
• Direct Deposit
• Travel Reimbursement Checklist
• Non-Cornell Travel Attestation
• Travel Expense Worksheet (Optional)

Related Links

• University Travel Policy
• Travel Reimbursement Information
• Cornell Travel Office