Travel advances can be requested for student and team travel. To request an advance, submit a Request for Payment payable to the Coach or Instructor, a few days prior to your expected departure. Upon return from travel, the coach or instructor will complete either a Student Travel Meal Advance Report (if the advance was for 'per diem' meals only) or a Student Travel Advance Expense Report. The Student Travel Advance Expense Report must be accompanied with original itemized receipts. Any cash in excess of detailed expenses and the applicable report are due in the Business Office the day following your return.

• Use account code 521105 for all student related expenses (will use only if it's student specific)
• Use account code 521103 for all team travel expenses (including coaches).

Coaches and Instructors will need to claim their 'per diem' meals on an Employee Travel Report.

When making purchases for student/team travel on the VCSU Purchasing Card

• Make purchases as necessary for travel
  • Retain charge slip and original itemized receipts for documentation. (The charge slip from the credit card system is not acceptable alone.)
• Code Purchasing Card transactions with appropriate accounting chart fields on the purchasing card envelope.
  • Use account code 521105 for all student related expenses (will use only if it's student specific)
  • Use account code 521103 for all team travel expenses (including coaches).