Prepayment of Travel Expenses

The following guidelines are to be followed:

• Prepayment is not to be made directly to the traveler.


• No prepayment of expenses will be made from one fiscal year’s funds if the trip is to be made in a different fiscal year. Payment must be processed in the fiscal year the trip occurs.


• In the event the trip is not made due to personal, professional, or business reasons, any prepayment of travel expenses made on behalf of an employee should be reimbursed to the College.


• Authorization for prepaid travel expenses should be withheld from any compensation due the employee that has been paid and the trip not made because of termination of services.

A traveler may requests airfare and/or registration fees be prepaid by the College by including the request when completing the GSCC Travel Request form.

Once the traveler obtains an approved GSCC Travel Request form, a request for a purchase order can be started. A copy of the approved Travel Request Form is to be forwarded to the Purchasing Department at the time the requisition is entered.

For the Accounts Payable Office to prepay expenses, the PO, invoice, and approved request form are sent to the Accounts Payable Office.

As soon as the traveler returns from the trip, the traveler is to deliver to the Accounts Payable Office a receipt for the registration fee paid and/or a boarding pass (or other document) showing that the conference/flight took place.