It is Macalester\u2019s preference that a Macalester Pcard used for travel expenses, including pre-travel arrangements and expenses during travel. As with all forms of debit\/credit cards, however, it is possible for declines to occur during travel. Extenuating circumstances may arise where a purchase needs to be made quickly before the issue is resolved, resulting in the employee paying for an expense out of pocket. Out of pocket expenses can be submitted for reimbursement. Please review the detailed Pcard Travel Information webpage<\/a>.<\/p>\n\n\n\n A travel advance may be requested as an alternative if the employee does not have a Pcard. Employees with Pcards can still request a travel advance if they have concerns about relying on their Pcard and do not have the means to cover out of pocket expenses and wait for reimbursement.<\/p>\n\n\n\n Students are generally NOT eligible to request a travel advance, but exceptions may arise.<\/p>\n\n\n\n Requests for travel advances are submitted to the Accounts Payable office through the Travel Advance Request and Reconciliation.<\/a> Requests must be submitted at least three (3) weeks in advance to allow for proper processing procedures. Faculty and staff are strongly encouraged to sign up for direct deposit<\/a> to ensure the funds are expedited into their bank account before travel starts. Within two (2) weeks of returning an Expense Report<\/a> must be completed. Travel advances are reportable in the same fiscal year the travel occurred (Fiscal Year end is May 31st.). Refer to Reimbursable Travel Expenses<\/a> and Business Purpose Description<\/a> for guidelines on reporting travel expenses. All expenses must be added to the report, and original receipts must be included upon submission.<\/p>\n\n\n\n If the travel expenses exceed the advance amount, the employee will be reimbursed through Accounts Payable within two weeks.<\/p>\n\n\n\n If the full amount of the advance is not used for travel-related expenses, the unused funds must be returned along with the expense report via a personal check (payable to ÈÕº«¾«Æ·) or exact cash.<\/p>\n\n\n\nRequest<\/h2>\n\n\n\n
<\/p>\n\n\n\nReconciliation<\/h2>\n\n\n\n
In the event expense reporting is not submitted within two weeks after the trip, the following steps will be taken:<\/strong><\/h3>\n\n\n\n
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