Tips and Tricks

LAS Study Abroad programs work with Project Assist, a service of the Study Abroad Center that provides support and assistance with program development. For more information, contact Mercedes Serracin.

The Cash Advance/Payroll Authorization form states that travel reimbursements should be submitted within 10 working days after the completion of travel. The amount of your cash advance will be submitted to your U-bill and late fees will be assessed if a reimbursement is not submitted on a timely basis. Late fee charges are the responsibility of the traveler.

Event card charges are considered past due when they have been on the Purchasing Card System for 30 days.

U-bill charges are posted and can be paid via personal AccessPlus+ accounts; consequently, LAS Study Abroad cannot process personal checks to reimburse unspent cash advance funds.

Cash advances obtained using an Event Card via an ATM machine need to be fully accounted for using receipts documenting how the cash was spent. If sufficient receipts cannot be provided, it is the traveler’s responsibility to reimburse ISU for the undocumented amount. The ATM receipt should be obtained to document fees incurred to obtain cash.

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, a rate will be used utilizing OandA. 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 may be filled out and signed by the vendor.

In the event that a receipt is lost or unavailable, a Certificate of Missing Receipt 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 an Event 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 (see example) of all trip expenses in chronological order including a detailed description of the expense, name of payee, purpose of expense, and what type of payment was used (cash, event 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 study abroad program.

Note: Every international travel reimbursement is audited by ISU Accounting. LAS Study Abroad will respond to questions to the best of our ability; however, it may be necessary for ISU Accounting to contact program directors for further clarification.

Adapted from the College of Agriculture and Life Sciences Study Abroad website