Accounts Payable
West Vandenberg Hall, Room 121
502 Meadow Brook Road
Rochester, MI 48309-4452
(map)
payables@oakland.edu

Travel Advances

Employees may request a Travel Advance for athletic team, student group, or foreign travel to cover situations where there are expenses that are eligible for reimbursement, but cannot be reasonably charged to the University P-Card or paid through Accounts Payable.

General Rules

  • Travel Advances for domestic travel, including prepayment of per diem and mileage, will not be allowed.
  • The advance cannot be issued more than 7 days in advance of travel and may not exceed the amount of reimbursable expenses expected to be incurred during the travel.
  • Details of the anticipated expenses will be required with the request for advance email to be sent by the Department toAdvance@oakland.edu   as further outlined below.
  • All advances must be approved by Accounts payable.  Advances in excess of $1,000 will require approval from the Accounts Payable Manager.

Obtaining an Advance

At least 4 (four) business days prior to departure, the employee's supervisor or designee must send an email authorizing the advance to advance@oakland.edu and cashiers@oakland.edu.  The subject of the email must include the Travelers name and the email must contain the following information: 

  • Names of Travelers 
  • Travel destination and purpose 
  • Dates of travel 
  • Fund(s) to be charged  
  • Amount of advance  
  • Budget breakdown of advance  
  • Explanation of why expenses cannot be paid through alternative University approved methods