How do I request an advance?
Download the form (below) and fill in the requested information and attach your approval (agency representative and AAAS) including your budget. Be sure to sign the form (the agency rep does not have to sign the form as they are approving the travel and that approval is attached to the request).
How much may I request?
The limit is $5000.
How long does it take to receive an advance?
If you have no prior balances, your request will be processed immediately and delivered within 15 business days. Deposits are made on Friday only.
May I request an advance for multiple trips?
You may, but the request should be made on one form in order to receive one lump sum payment. You may only have one advance at any given time. You will not be able to receive another advance until your outstanding advance is cleared. For audit purposes, we must be able provide the proper back-up documentation, so the amounts, locations, and dates of travel should match between the advance request and the TER.
Why does it take so long?
Requests for less than $2000 require one approval; $2001-5000 two approvals; and over $5001 three approvals and justification for the amount. It may take up to 15 working days as long as there is not an outstanding advance or any other financial issue.
What is processing?
Processing entails verification that a fellow has no outstanding balances for a previous advance, checking to ensure that the trip is approved, checking the remaining travel/training budget, and acquiring internal sign-offs. Once internal sign-offs are received, the grants department reviews requests and delivers them to accounts payable.
If I deliver my advance request and the travel expense report (TER) for a previous advance on the same day, will that clear me and allow for the next advance?
No, TERs take from three to ten days to process and approve, if the TER is perfect. So, if you make a request for a new advance on the same day you turn in a TER, it will delay your request significantly.
What is the deadline to clear an advance?
A TER must be submitted within 10 business days of return from travel.