Travel Card and Cash Advance Request Form
This form is essential for individuals traveling on behalf of UCO to request either a Travel Card or a Cash Advance. Proper completion ensures timely processing and adherence to university policies. Follow detailed instructions to avoid any issues during your travel.
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How do I fill this out?
To fill out the Travel Card/Cash Advance Request Form, start by gathering all necessary information including the trip details and signatures. Next, ensure all required fields are accurately completed before submission. Finally, submit the completed form to the UCO Travel Office well in advance of your travel date.
How to fill out the Travel Card and Cash Advance Request Form?
1
Gather all necessary travel trip details.
2
Complete the Travel Card/Cash Advance Request Form.
3
Obtain the required signatures from your Financial Manager and VP.
4
Submit the form to the UCO Travel Office at least three weeks prior to travel.
5
Ensure to follow up for confirmation and any additional requirements.
Who needs the Travel Card and Cash Advance Request Form?
1
University faculty planning group travel trips.
2
Administrative staff managing travel budgets.
3
Students participating in study tours requiring funding.
4
Event organizers needing travel arrangements for conferences.
5
Finance personnel needing to process advances for travel-related expenditures.
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1
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Use the editing tools to fill in the required information.
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What are the instructions for submitting this form?
Submit the completed Travel Card/Cash Advance Request Form in person to the UCO Travel Office located at Administration Building, Room 109. For email submissions, contact the Travel Office at traveloffice@uco.edu. Remember to submit at least three weeks prior to your travel date to ensure timely processing of your request.
What are the important dates for this form in 2024 and 2025?
Important dates for submitting the Travel Card and Cash Advance Request Form include planning for annual conferences or events that require early travel arrangements. Ensure forms are submitted at least three weeks prior to such events. For 2024 and 2025, align your submissions with your travel itinerary to avoid delays.
What is the purpose of this form?
The purpose of the Travel Card/Cash Advance Request Form is to facilitate financial management for UCO employees traveling on official business. This form serves to standardize the process of requesting funds required for travel expenses. By ensuring proper usage of the form, UCO can maintain accountability and compliance with university policies.
Tell me about this form and its components and fields line-by-line.
- 1. Traveler's Name: The full name of the individual traveling.
- 2. Travel Dates: The planned start and end dates of travel.
- 3. Destination: The location to which the individual will be traveling.
- 4. Purpose of Travel: A brief description of why the travel is necessary.
- 5. Financial Manager Signature: Required approval from the financial manager overseeing the travel budget.
- 6. VP Signature: Final approval needed from the Vice President.
What happens if I fail to submit this form?
Failing to submit the Travel Card/Cash Advance Request Form on time can lead to inability to access funds for travel, resulting in potential personal financial burdens for travelers. Delays in funding may disrupt travel plans and compliance with university regulations. Hence, it is crucial to adhere to submission timelines.
- Inability to Acquire Funds: Without timely submission, travelers may not receive the necessary funds for expenses.
- Disciplinary Action: Late submissions can lead to disciplinary measures against the individual.
- Travel Disruptions: Funding delays may cause changes or cancellations in scheduled travel.
How do I know when to use this form?
- 1. Group Travel Arrangements: When multiple employees are traveling together and require collective funding.
- 2. Conference Attendance: For securing funds needed to attend professional conferences off-campus.
- 3. Student Travel Programming: Utilized by faculty leading study tours or student group travels.
- 4. Event Planning Needs: To facilitate financial requests for special university events that involve travel.
- 5. Budget Approval Processes: As part of the administrative procedures to manage travel budgets effectively.
Frequently Asked Question
How do I access the Travel Card Request Form?
You can download the Travel Card Request Form directly from the UCO website or obtain it from the UCO Travel Office.
What is the deadline for submitting the form?
The form should be submitted at least three weeks before your planned travel date.
Can I edit the PDF form online?
Yes, you can easily edit the PDF on PrintFriendly before submitting it.
Is the Travel Card available for all UCO employees?
The Travel Card is available for employees who are approved for group travel requests only.
What should I do if I lose my Travel Card?
Immediately contact JPMorgan Chase Bank and the UCO PCard office to report the loss.
Are there any fees associated with the Travel Card?
Yes, fees may include cash advance fees and foreign conversion fees, typically charged by Chase Bank.
Can I use the Travel Card for personal expenses?
No, the Travel Card should only be used for approved travel-related expenses.
How do I obtain a Cash Advance Check?
Request a UCO issued Cash Advance Check through the Travel Card request form for eligible organizations.
What happens if I fail to submit receipts on time?
Failure to submit receipts within the required timeframe may result in disciplinary actions.
Who should I contact for more information?
For more information, contact the UCO Travel Office at (405) 974-2493.
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