Accounts Payable

West Vandenberg Hall, Room 121
502 Meadow Brook Road
Rochester, MI 48309-4452
(location map)

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   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 and  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