DOCUMENT PREPARATION
PREPARATION OF REQUEST FOR OFFICIAL TRAVEL CASH ADVANCE (STARS FORM 61)
A Request for Official Travel Cash Advance Form (STARS Form 61) illustrated in the Request for Official Travel Cash Advance (STARS Form 61) Section of this manual must be prepared in conjunction with a Disbursement Voucher, when a State employee requests advance cash in anticipation of travel expenditures. The primary purpose for providing cash advances to employees traveling on official business of a State agency is to reduce the amount of personal funds required to finance official travel, thereby relieving the financial burden of the traveler. The following policy shall be observed in regard to requests for travel advances:
Travel advances must be requested through the regular Disbursement Voucher procedure. The Disbursement Voucher (STARS Form 60) must be filled out as an advance transaction using transaction code 600. Request for a travel advance must be processed separately - i.e., it is not possible to process travel reimbursement or per diem payments on a voucher requesting a travel advance. The Travel Advance Form must be filled out completely. Although the Travel Advance Form is not a STARS input form, specific instructions regarding its preparation are outlined in the Request for Official Travel Cash Advance Preparation Instructions Section of this manual to assist agency personnel in preparing this common support form. For illustrative purposes, a completed Travel Advance Form is shown in the Request for Official Travel Cash Advance (STARS Form 61) Completed Section of this manual.
When the employee returns from his trip for which an advance was issued, a Disbursement Voucher and Travel Support Document must be prepared to request reimbursement. Note that, a repayment of the travel advance is a separate transaction. See the Disbursement Voucher - Reimbursement for Travel and Repayment of Travel Advance Section of this manual for exhibit of disbursement voucher for repayment of travel advance with balance due traveler and Disbursement Voucher - Repayment of Travel Advance - Balance Due State and Disbursement Voucher - Repayment of Travel Advance with Non-Travel Expense - Balance Due State for exhibit of repayment of travel advances with balance due State.
REQUEST FOR OFFICIAL TRAVEL CASH ADVANCE (STARS FORM 61)
For Request for Official Travel Cash Advance Preparation Instructions See Below
REQUEST FOR OFFICIAL TRAVEL CASH ADVANCE PREPARATION INSTRUCTIONS
NO. |
ITEM |
INSTRUCTIONS |
1 |
Agency Number | Enter the agency number of the agency where the person works. | ||
2 |
Name | Enter the name of the person who is requesting the advance. | ||
3 |
Social Security Number | Enter the Social Security Number of the person requesting the advance. | ||
4 |
Official Headquarters | Enter the location of the official headquarters of person making request. | ||
5 |
Destination - From | Enter the city of departure, date, and time. | ||
6 |
Destination - To | Enter the city of arrival, date and time. Note that if more than one city is to be visited during a trip, enter the name, date, and time of the first city, where expenses for lodging and meals will occur. | ||
7 |
Return - From | Enter the city of departure, date and time for return trip. | ||
8 |
Return - To | Enter the city to which the traveler will return to, the date of return, and the time. Normally, the return city shall be the same as the departure city. | ||
9 |
Purpose of Trip | Enter reason for making trip. | ||
10 |
Meals _____ Days | Enter the number of days for which meals will be reimbursed to the person requesting the advance. Do not enter days which will not be reimbursed at the maximum allowable rate. | ||
11 |
@ _____ Per Day | Enter the rate of reimbursement for meals. | ||
12 |
Total Meals | Enter the amount of meals. The amount is computed by multiplying the number of days times the reimbursement rate. | ||
13 |
Lodging _____ Days | Enter the number of nights for which lodging expenses will be reimbursed to the person requesting the advance. | ||
14 |
@ _____ Per Day | Enter the anticipated rate for a single night's lodging. | ||
15 |
Total Lodging | Enter the amount for lodging. The amount is computed by multiplying the number of nights of lodging times the anticipated rate. | ||
16 |
Subtotal | Add the amounts for meals (Item No. 13) and lodging (Item No. 15) and enter the sum. | ||
17 |
Total | Multiply the SUBTOTAL amount (Item No. 16) by 80% and enter the results. | ||
18 |
Signature
of Department Head |
The Request for Official Travel Cash Advance must be signed by the department/organization Director and dated. | ||
19 |
Signature of Traveler | The Request for Official Travel Cash Advance must be signed by the person requesting the advance and dated. |
REQUEST FOR OFFICIAL TRAVEL CASH ADVANCE (STARS FORM 61) COMPLETED
REQUEST FOR OFFICIAL TRAVEL CASH ADVANCE (STARS FORM 61)
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