"Employees traveling out-of-state on official university system related business and/or in-state for a period in excess of one business day may receive a cash advance to cover reasonable business expenses to be incurred in the course of their travel. Advances will not normally be granted for airline tickets, lodging, or conference fees - items that should be secured through standard acquisition procedures. Advances are to be used for incidental business expenses that cannot be readily or most economically assumed by university system issued cards. Examples of these types of expenses include transportation from an airport to a conference, parking (but not parking at Manchester Airport which offers free parking), and some meals. All advance requests should be documented by estimates of anticipated expenses and submitted on standardized institutional forms". 

Advances must be limited to reasonable job related expenses expected to be incurred by the employee. Advances must be based on a reasonable estimate of the anticipated expenses, and must be drawn within a reasonable period of time before the expenses are likely to be incurred. All travel expenses must be substantiated with appropriate supporting documentation (original receipts) on an itemized PSU Travel Expense Voucher according to USNH and campus policy and procedures. In the case of business meals, the date, place, amount, applicable receipts, names of persons accompanying employee, and business purpose must be documented. Employees are required to return to the employer (campus travel manager/coordinator), within 10 days, any amount advanced that is in excess of the substantiated expenses. Employees failing to return unused USNH cash advances and/or proper substantiation within 10 business days will be subject to payroll deduction after adequate written reminders have been given to the employee. Employees with outstanding advances are not eligible to receive additional advances for other business purposes. 

Travelers are strongly encouraged to use their USNH American Express card or other personal bank charge card to reduce the need for a cash advance. Generally hotel bills and deposits necessary to hold reservations should be paid by USNH American Express or other personal charge card. Conference registration fees should be  prepaid by a Banner Direct Pay document or p-card. If it is not possible to use a charge card, a USNH check should be issued to the vendor to avoid the need for a cash advance. Requests for advances must be approved by the responsible dean/director/department head using standard institutional forms. Advances are processed through the campus travel manager/coordinator at least four business days before the check is needed. However, cash advances (including checks) are not generally released earlier than two business days prior to the date needed. Advances are not intended to pay pre-departure expenses and will not be available for that purpose.