TRAVEL ADVANCES AND TRAVEL EXPENSES FOR ADVISORY BOARD OR COMMITTEE MEMBERS - 8116.2

Agencies/Departments may issue a revolving fund check as an advance for anticipated travel expenses to advisory board or committee members. This policy enables members to pay their travel expenses necessary to perform their official duties. The agency/department director will determine qualifying advisory boards and committees and the scope of travel involved in the members' official duties.

Agencies/Departments issuing temporary travel advances to advisory board or committee members will follow the procedures for travel advances and revolving funds outlined in SAM Sections 8100 to 8150.2. In addition, the following procedures are required:

• A strict accountability method will be established to ensure that travel advances are for official state business only.

• The member must submit a properly prepared Travel Expense Claim (TEC) to substantiate the travel expenses within ten calendar days after the official function or activity.
• If the travel advance exceeds the substantiated expenses, the member must submit a check or money order with the TEC to return the excess travel advance amount.
• If the substantiated expenses exceed the travel advance, agencies/departments will pay the member the difference with a revolving fund check.

• Only one travel advance per member will be approved per function or activity.

• Each member will be allowed only one outstanding travel advance at any given time.

• Maintain a special subsidiary record of these travel advances in sufficient detail to ensure compliance with the above provisions. This record should include:

• Name of the member receiving the travel advance
• Nature and date of the scheduled official function or activity
• Amount of the travel advance
• Date the TEC is due
• Date and amount of substantiated travel expenses claimed
• Any balance due
• Date balance due is repaid and/or collection effort undertaken