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Travel Advance Reconciliation

PLEASE NOTE

 If this request is for the return of funds after a CASH Advance for a Macalester group or team, please visit the webpage about

Cash Advance Request and Reconciliation

Grant Related?

The reconciliation / return process is the same for Grant related travel. Follow the instructions below.

Travel Advance Reconciliation

If you have funds left over after College-related travel, you will need to return the funds to the College and complete an Expense report in order to reconcile the travel advance that was provided to you with the College.

Please review the Travel Advance Policy Guidelines for any questions you may have about the Travel Advance Reconciliation.

Within two weeks of the completion of the travel/event:

  • Complete the Expense Report, and gather related receipts.
    • If all of the ADVANCE has been spend, email the Expense report and receipts to [email protected]
    • If part of the ADVANCE is REMAINING, select a Travel Advance RETURN form to complete. You will be able to attach the Expense Report and receipts to the Travel Advance Return form for one unified submission.

Travel Advance Return

Travel Advance Return UNDER $1,000

Select link below to a start Travel Advance RETURN for Cash UNDER $1,000 or CHECKS of ANY amount.
Initiate the form and enter your name.

Travel Advance Return UNDER $1,000 (eform)

Travel Advance Return OVER $1,000

Select link below to a start Travel Advance RETURN for Cash OVER $1,000 or CHECKS of ANY amount.
Initiate the form and enter your name (Depositor) and the name and email of Cash Counter #2. The Cash Counter #2 should verify the cash amount and sign the Travel Advance Return (eform) that is routed to them.

Travel Advance Return OVER $1,000 (eform)

Please note:

  • Complete the Expense Report and gather receipts to attach to the Travel Advance Return form.
  • To open the Travel Advance Return eform in a new tab, right click the link and select “Open Link in New Tab”.
  • Complete the Travel Advance Return eform, attaching the completed Expense Report and receipts.
    • If returning via a check, bring a check made out to “Macalester College” for the amount to return to the ADVANCE.
    • Once the Initiator has received the PDF of the completed form, go to the Cashier / Student Accounts Office in 77 Macalester Street with your Macalester ID.  No need to print the PDF, the Cashier will scan and email the completed Travel Advance Return form as your receipt for depositing the returned amount.
  • Once the Cashier has reviewed the Travel Advance Return, the receipt (completed form) will be emailed to the Depositor and Accounting.
  • If you would like to cancel a request, access the Department Deposit from the notification email, click on Other actions and then click Decline.

Contact  if you have questions.