Tips

Cash Advances may appear as a charge on your U-bill.  Currently, late fee charges will not be accrued.  However, this policy may change in the future. If late fee charges occur, they are the responsibility of the traveler.


U-bill charges that have posted and can be paid via personal Access+ accounts; consequently, Global Programs cannot process personal checks to reimburse unspent cash advance funds.


Cash advances obtained using a T&H card via an ATM machine need to be fully accounted for using receipts documenting how the cash was spent. The ATM receipt should be obtained to document the ATM activity and any fees incurred to obtain cash.


Keep a digital copy of all receipts (pdf or jpg)


ISU Accounting requires an accurate description of all expenditures in English.  A handwritten notation in English on the actual receipt is acceptable.


If a currency exchange rate is not provided, an on-line conversion site (i.e., OandA) will be used. All receipts submitted to ISU Accounting must reflect the expense amount in U.S. Dollars.  A handwritten notation in English on the actual receipt is acceptable.


If a vendor cannot provide a receipt, a generic receipt receipt form may be filled out and signed by the vendor.


In the event that a receipt is lost or unavailable, a Certificate of Missing Receipt form can be completed and submitted.


ISU Accounting strongly discourages faculty/staff from reimbursing each other for travel expenses from personal funds, travel advance funds or cash obtained via an ATM using a T&H card.  The majority of program directors are ISU employees and all program directors should submit their expenses individually.


It is extremely helpful to have an accounting summary (example1, example2) of all trip expenses in chronological order including digital receipts, a detailed description of the expense, name of payee, purpose of expense, and what type of payment was used (cash, T&H card, etc.)  If individuals other than program directors and students were included in the expense, ISU Accounting requires those names and their official involvement with the travel course. 


Note:  Every international travel reimbursement is audited by ISU Accounting.  If there are questions regarding your reimbursement, ISU Accounting will contact program directors directly.