We prepay as many expenses as possible, but often there are foreseeable expenses that must be paid in person (for example, tips and museum entrances). In order to avoid placing the burden on the trip leader to pay up front and wait for reimbursement for these expenses, we can request a cash advance in the trip leader’s name.
Group leaders for international trips may be eligible for a cash advance. Cash advances are not available for domestic trips.
If you are eligible to receive a cash advance, the student services program coordinator will contact you about one month before your trip to confirm a cash advance budget that lists amounts and descriptions for all items you plan to pay for in cash.
These requests must be specific, and you will be responsible for providing documentation of all spending and reimbursing any unspent amount. It takes approximately three weeks for the request to be approved and a check to be produced. The check will be in the name of the trip leader.
Travel credit card
The travel credit card (i.e., group meeting card) is to be used for group travel expenses.
The travel card may only be used for transportation, lodging, excursions and meal expenses. If other emergency items are needed, such as batteries, SD cards, etc., the group leader should pay for these with personal funds and then submit an original, itemized receipt for reimbursement for these out-of- pocket expenses.
On long trips (particularly during summer), the group leader must keep good records and monitor transactions online with US Bank, since we only have 60 days to dispute a fraudulent charge.