Creating a Travel Advance

On a limited basis, Duke provides travel advances to employees traveling on Duke-related business for an extended period to locations where the Corporate Card is not readily accepted.

Kristin Coombs
25 steps
3 minutes

Creating a Travel Advance - Employee

Click "Home — Mozilla Firefox"

The second way is to access the Create New Requests: From the Concur home page, select the home drop down and select **Requests**.

From the **Manage Requests** page, select **Create New Request**.

Press [[Escape]]

**J. Funding Information** – The default travel cost object is displayed. The\ funding information should reflect the cost object where the trip will be\ funded, so make changes as necessary.\ ▪ Either the default cost center on the position or the default travel cost\ object set through the Personal Data Change iForm.\ ▪ Use the drop down menu to change the company code or the cost object type.\ ▪ Travel advances route for department and funding source approval\ based upon current workflow assignments.\ ▪ Requests for travel advances cannot be split-funded at the request/trip level. Individual travel advance amounts can be allocated to different cost objects at the expense level.\ ▪ The funding information should reflect the cost object where the trip will be funded.\ ▪ The funding source will not be charged until after the trip has been\ completed and the expense report is created to clear the advance. The\ Travel Advance Receivable account 141202 will be charged when the\ advance is issued.\ **K. Comments To/From Approvers/Processors** – Notes to send to approvers or place where notes display if the request is returned. Include the Duke business purpose for travel and the reason an advance is needed.

On the **Manage Requests** page under **Expected Expenses**, select **Add.**

In the **Add expected expenses and/or travel plans** window, select the appropriate expense type from the list or use the search feature.

Enter the information supporting the travel advance being requested for the specific expense selected. Once information is entered, select **Save.** The **Transaction Amount** will automatically calculate after you select **Save**.

The **Transaction Amount** will automatically calculated after you select Save.

If you need to allocate the requested expense, review the How to Allocate an Expense Quick Reference Guide located on the Concur website at[ concur.duke.edu](https://finance.duke.edu/systems/dukework/concur-travel-expense-management/).

Repeat **Step 7** to enter all expenses comprising the travel advance request. Audit rules may be triggered until attachments are added and request submitted.

Select **Attachments** and **Attach Documents** to attach a budget or break down of expenses supporting the travel advance request.

From the **Document Upload and Attach** window, select **Upload and Attach** and choose the appropriate document.

Please notice the valid file types message indicating the appropriate file types for upload.

Notice the icon indicating the file is attached and a message at the bottom of the screen stating your attachment has been added.

From the **Manage Requests** page, select **Request Details**. From the drop-down menu, select **Add Cash Advance**. Please note: If **Add Cash Advance** is not selected, a cash advance box will not appear and a cash advance will not be issued.

Be sure to select **Add Cash Advance**. Without this selected, a cash advance will not be issued.

When the page reloads, notice the cash advance box has been added and a warning message displays. This is the cash advance box that is imperative to have for the cash advance to be processed. Select the white box to open the advance.

In the advance screen, review the **Travel Advance Amount** and make changes if necessary. Enter the **Requested Disbursement Date**. Select **Save.**

If requested more than two weeks prior to the departure/event date, include the reason for doing so in the **Travel Advance Comments** field.

Review the audit message that appears (see **Step 14** for details). Select **Submit Request** to submit for approval. All travel advances must be approved before being issued.

Creating a Travel Advance - Expense Delegate

From the **Concur Home Page**, select the blue circle in the upper right corner to open the employee's profile.

Select the drop-down next to **Act as Another User** to open options.

From the **Act as Another User** drop-down menu, select the radio button beside **A Delegate for another user who has granted you this permission** indicating that you will be working as someone else.

Once the employee is selected, select **Switch**.

When the Concur Home Page refreshes, a green box in the upper right-hand corner displays, indicating you are now Acting As the Duke employee selected. Select the **Home** drop-down, and select **Requests** to begin creating the advance.

Follow **Steps 3-15** in the **Creating a Travel Advance - Employee** section of this guide to create the request. Once you have created the request, return to **Step 23** below to complete the request.

Review the audit message that appears. Select **Notify Employee** to notify the employee the advance is ready for submission. All travel advances must be approved before being issued.

The employee will receive an email notification informing them the request is ready to be reviewed and submitted. The employee can select the link in the email to access the request.

In Concur, in **Manage Requests**, find the request in the **Not Submitted** status that is ready to submit.

Helpful Hints

Keep the following in mind when working with Travel Advances: - To review the status of a travel advance once it is submitted, open the request and select the Approval Flow tab. - Refer to [GAP 200.023](https://finance.duke.edu/accounting/gap/m200-023/)for specific guidance on working with student Travel Advances.