How do I get a travel advance for an international trip?
To obtain an advance through the UCLA Travel Center, forward an original, completed Travel Advance Request form to the UCLA Travel Accounting Office. The Travel Center will accept the official Travel Advance Request form only. For details on travel advance, see Related Information.
You may also request a copy of the Travel Advance Request form from UCLA Travel by calling (310) 206-2639 or (800) 235-UCLA (8252,) or by emailing firstname.lastname@example.org.
How many travel advances may I use at a time?
You may only have one travel advance at a time. Contact Travel Accounting Manager Frank Mark or the Director of Travel Programs, Belinda Borden for further information.
How are funds sent to researchers who have requested single or multiple advances?
If you are set up for auto deposit, your advance will be deposited directly to your personal bank account (similarly to how your paycheck is deposited). Otherwise, a check will be delivered to you though your department. In rush situations, you may request that your check be held for pickup at Murphy Hall, Main Cashier.
In most situations, you may access your funds through a local ATM in the foreign country. Transaction fees, if any, are reimbursable. You may also obtain traveler’s checks directly from your bank before you leave. These fees, if any, are also reimbursable.
In special situations where the options mentioned above are not available, money can also be wired. Have your department contact Travel Accounting for assistance.
Note: It is the investigator’s responsibility to verify how much money may be brought into the country to which you are traveling. This information can be obtained from each country's U.S. embassy. See the U.S. State Department’s website for a list of U.S. embassies.
How do per diems relate to travel advances?
See the UCLA Travel Services website for information on per diem expenses.
When you are traveling abroad and are issued a per diem advance, you do not need to retain receipts for meals or lodging. Per diem rates vary by country, but are generally sufficient to cover reasonable daily meals and lodging.
However, if you anticipate spending in excess of the per diem amount and want reimbursement, you will be required to obtain receipts to document all meal and lodging expenditures, and provide justification for the business purpose of any excess costs. Your maximum reimbursement will be limited to 300% of the country’s per diem rate.