Travel Advances

(1) Travelling advances must only be approved by officers who are specified in the Finance Manual as having such authority.

(2) Travelling advances shall only be approved for an amount up to the estimated value of the official entitlement.

(3) Travelling advances shall be recouped within 7 days of the completion of travel by submission of a voucher with documents to support the claim.

(4) Where a travelling advance has not been fully expended, it must be repaid to the agency within 7 days of the completion of travel.

(Financial Instructions 2005 s(51))

Travel Advances to Staff

Applying for an Advance

• Officers travelling to outer stations or overseas for official purposes (travelling officers) may apply for a travel advance.
• The CEO or Deputy CEO shall approve all overseas travel advances.
• The Accounting Head shall approve all local travel advances.
• When applying for a travel advance, the travelling officer must provide the following information:
• travel itinerary;
• estimated costs of travel including accommodation and meals;
• purpose of travel & officer who approved the travel.
• The travelling officer shall attach supporting documents (for example, airfare quotes, hotel rates, etc.) to the application.
• A travel advance for an officer will not be approved if he/she had taken an earlier advance and it has not yet been cleared.

Accounting for Advance

• Once approval has been obtained, the application shall be sent to the accounts officer for processing of the advance payment in accordance with payment procedures in Part 2 of the Manual.
• The payment voucher shall include a signed statement from the Accounting Head requesting the travelling officer to submit an acquittal together with supporting documents within seven days after returning from travel.
• The travel advance shall be charged to the advances account until cleared through submission of the acquittals.
• The accounts officer must also record the travel advance in the debtors register in accordance with Part 9 of the Manual.

Recouping Advance

• A travelling officer shall recoup the travel advance within seven days of completing travel by submission of an acquittal report with supporting documents.
• If an advance has not been fully expended, the travelling officer must repay the balance within seven days of completing travel.
• If actual expenses incurred were more than the advance, the travelling officer may be refunded the additional amount. The refund shall only be paid after supporting documents substantiating the additional expenses have been provided.

• Where an advance has not been acquitted within seven days of travel, the Accounting Head shall effect recovery through a salary deduction after having obtained the approval of the Deputy CEO.
• Upon clearance of the advance, the accounts officer shall update the debtors register, offset the advance account and debit the appropriate expenditure account.

(Proforma Finance Manual)