Obtain a Travel Advance in Cash
Cash advances are generally for ground transportation and meals and should be an amount that is appropriate for the duration and nature of the travel event.
Cash Advances for UC Berkeley Employees
UC Berkeley employees can obtain cash advances for business travel by using their corporate US Bank Visa card at most automatic teller machines (ATMs). Cash advances are limited to amounts appropriate for meals, incidentals, ground transportation, and other expenses directly related to the travel event.
Under exceptional circumstances (see section below), employees can obtain a cash advance from the UC Berkeley Disbursements Office, 2195 Hearst Ave, Room 120, MC 1101. Otherwise, employees traveling on business can obtain a cash advance by using their corporate US Bank Visa card.
Where to obtain the cash advance
Use your US Bank Visa card at any automatic teller machine (ATM) bearing the "PLUS" symbol. See the contact information for US Bank Visa ATM locations to find an ATM near you.
Note: A personal identification number (PIN) is required for this ATM transaction. PINs are automatically mailed to the cardholder upon issuance of the US Bank Visa card.
Daily and weekly limits
Travelers are generally limited to a $1000 maximum per 24-hour period or three (3) withdrawals. If travel circumstances warrant an increase in the cash advance maximum, provide a brief explanation to the Disbursements Office at (510) 643-2199 or disburse@berkeley.edu.
Cash in a foreign currency
If you are traveling to a foreign destination, you can use your card in any ATM with the "PLUS" symbol. You can also go to any bank and charge the local currency to your card. You can contact US Bank Visa customer service at (800) 285-8585 regarding foreign locations.
Cash advance fees
US Bank Visa charges a 2.5% fee for ATM cash advance transactions with a minimum of $2 and a maximum of $10. These fees and any fees charged by an ATM are reimbursable and can be claimed on the Travel Expense Report submitted to the UC Berkeley Disbursements Office after trip completion.
Cash Advances for Non-employees
- Complete a Travel Advance Request Form and a Travel Advance Exception Request .
- Travel must comply with UCOP Policy G-28, Regulations Governing Travel.
- Submit a Payment Request Form in BearBuy, selecting “Travel Advance” as the Payment Type, with electronic copies of the completed travel advance forms attached.
The following guidelines apply:
Foreign travelers
Immigration and Naturalization Service (INS) guidelines can restrict payments to foreign visitors, depending on the traveler's visa type. Review the reimbursement guidelines for foreign visitors to see if the traveler is eligible for a cash advance, or contact the UC Berkeley Disbursements Office prior to hosting the visitor.
Appropriate amounts
Cash advances are generally for meals, incidental expenses, and ground transportation. Requested amounts must be appropriate for the nature and duration of the travel.
Reconciliation
Cash advances must be cleared within 21 days of trip completion by submitting a completed Travel Expense Report via the online Travel and Entertainment Reimbursement System.
Exceptional Circumstances
- Complete a Travel Advance Request Form and a Travel Advance Exception Request .
- Travel must comply with UCOP Policy G-28, Regulations Governing Travel.
- Submit a Payment Request Form in BearBuy, selecting “Travel Advance” as the Payment Type, with electronic copies of the completed travel advance forms attached.
The following exceptional circumstances apply:
Extended travel of 30 days or more
Employees should not acquire cash advances on the UC Berkeley US Bank Visa card if they will not be able to reconcile their US Bank Visa account in a timely manner due to the duration of travel. Employees whose travel extends beyond 30 days can obtain a cash advance, when necessary.
Travel to remote locations
Employees can request a cash advance when traveling to remote locations where an ATM may not be available.
New employees
New employees who have not yet applied for a UC Berkeley US Bank Visa card can request a one-time cash advance for business travel if the travel commences before a US Bank Visa application can be processed.
Note: Cash advances must be cleared within 21 days after the travel event concludes by submitting a completed Travel Expense Report via the online Travel and Entertainment Reimbursement System. A traveler may have only one outstanding cash advance at a time – each advance must be cleared and accounted for prior to being granted additional advances.