Type of expense for each individual (e.g., transportation, meals, lodging, auto rental, miscellaneous, etc.).Dates and location of travel for participant.Individual's relationship to the project (instructor, student, etc.).Name of each individual involved in the project.Generally, a final accounting should include the following: It also reduces the risk of duplicate pay for projects that include multiple individuals, numerous sources of support, etc. This accounting certifies that all project payments are complete. Upon completion of the project, the responsible unit must provide documentation accounting for all project expenses.The procedures for clearing a site project advance are the same as those for clearing travel advances (see above), with one exception: Travel advances are processed and recovered through Concur. Units should charge operating accounts directly for visitor-related expenses.Generally, advances are limited to Cornell faculty, staff, and students.Cornell may advance funds in special circumstances, namely for travel, site projects, and participant fees.On this page: Clearing Advances | Administering Advances Clearing Advances

For more information about advances, see University Policy 3.21, Advances, Petty Cash, and Accounts Receivable.

For accounting purposes, these funds are recorded as assets on the university’s balance sheet until they are depleted. Prepaid travel represents money already spent (e.g., flights, hotel expenses, etc.) in advance of expected travel. Travel advances are funds occasionally issued to those eligible to receive them – in order to cover travel costs. Travel costs are routinely incurred by staff members, faculty, and students on behalf of the university.

Prepaid expenses