Obtaining a Cash Advance for Business Travel (Non-UCSD Employee)

• If the traveler is a U.S. citizen, proceed to step 2. If the traveler is from a foreign country, determine the traveler's visa status.
• Review the reimbursement requirements for foreign visitors to see if the traveler is eligible for travel expense reimbursement.
• If the traveler has a B-2 visa or a WT classification, have the traveler complete the Certification of Academic Activity form (PDF).

• Review background information on Travel Preauthorization.
• If you have access to TravelLink, complete the Going on a Trip feature to generate an event number. Proceed to step 3.
• If you do not have access to TravelLink, contact your department business office or administrator.

Complete the Request Advance section in TravelLink.

You can review the status of your cash advance request at any time on the Event Summary in TravelLink.

• Cash advances are not issued to the traveler more than 2 weeks before a travel event commences.
• If an advance is issued as a direct deposit into the traveler's personal bank account, the bank may take up to 72 hours to process the deposit.

• Use the preferred method, MyTravel, to reconcile a cash advance.
  • It automatically deducts the cash that was advanced when you report expenses.
• Only if the travel situation is outside the scope of MyTravel, complete a Travel Expense Voucher (TEV) to reconcile a cash advance.
  • List, in the appropriate columns, all of the expenses purchased with the cash advance.
  • List any other travel expenses.
  • List the total of the advance in the Advances and Prepaid Expenses section (box 14).