Advance Policy

Only faculty, staff, and students are eligible for a meal per diem travel advance. All other expenses may be prepaid with a PCard or .

To obtain a travel advance for individual travel, you must meet the following qualifications:

  1. Be a current full-time, part-time, or student employee:
    1. FT/PT/LOA employees receive 100% of the meal per diem rate.
  2. Be a UNLV Student
    1. Student travelers receive 75% of the meal per diem rate when not traveling as part of a supervised group.
  3. If traveling by rental car, provide accounts payable with a copy of the rental reservation
    1. If traveling by personal car, you must provide travel dates and times.

Team travel requires:

  1. One employee to be designated as responsible for the group’s claims
  2. A team roster
    1. All travelers’ names
    2. Travel affiliation with the university
  3. Round trip airline or transportation itineraries that include:
    1. Traveler’s name
    2. Dates
    3. Arrival and departure times
  4. The responsible employee traveler for the group must maintain a per diem roster sheet and obtain signatures from each person receiving the meal per diem each day.

Submitting a Request for a Travel Advance

All travel advance requests must be submitted through a  at least two weeks prior to travel date to allow proper time for processing. Travel advances are issued to employees via direct deposit (EFT). Group travel advances are issued to the designated employee traveler.

  1. Submit a  at least two weeks prior to travel date.
  • Check the Cash Advance Requested box. The total of all advance(s) requested will appear in the header section.
  • If the conference will provide hosted meals, you must deduct that portion of the day from your estimate.
  • Attach the conference and airline itineraries

Travel advance funds are issued to travelers via direct deposit EFT weekly on the Wednesday three days prior to departure.

  1. Submit an  created from the original Spend Authorization within 15 business days of the trip's end date.
  2. Attach all eligible travel expense documents to Expense Report
    • Team Travel Advance Reimbursement - Attach signed Team Roster to Expense Report to verify fund disbursement.
      • Team Roster must include:
        • Recipient name
        • UNLV affiliation
        • Amount received
        • Date received
        • Recipient signature

A travel advance constitutes a lien upon the accrued wages of the requesting employee and that such lien may be enforced by NSHE in the event that travel expenses are not substantiated by the employee as required.

3. When a traveler needs to repay the cash advance because not all of the advance was needed, the create cash advance repayment process  is used to complete the repayment.