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Procedures for advancing money through Greenphire for travel expenses

For out-of-state travel, the following guidelines were determined:

• Financial Operations can set up a 鈥榮tudy鈥� in Greenphire specifically for this trip.
• This study will be disconnected from the federal grant.  You will need to provide a university fund/org that will be charged for the advance.
• A Greenphire card will be issued to the traveling student and/or student employee to pay for pure student expenses.
• The TR in TEM should include non-reimbursable expenses charged to the Greenphire card (and receipts).

You will create the IOTD for Research to bill the grant once you collect Greenphire receipts for the trip.  Copies of receipts and reference to TA number must be included as back-up documentation for the IOTD.

For the in-state travel, the following guidelines were determined:

• Financial Operations can set up a "study" in Greenphire specifically for the one-day, in-state trips.
• This "study" will be disconnected from the federal grant. You will need to provide a university fund/org that will be charged for the advance.
• Greenphire cards will be issued to temporary employees only.  Full-time (non-temporary) staff members must have their travel expenses processed in TEM.
• Any TA for rental cars must include information about the expenses that will be charged to the Greenphire card (i.e. gas, tolls, and meals for students)
• You will create the IOTD for Research to bill the grant once you collect Greenphire receipts for the trip. Receipts must be included as back-up documentation for the IOTD