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Using a Cash Advance request in the Travel & Expense Module

Prepare and Approve a Cash Advance

1. Either the university employee or their travel delegate creates a cash advance using T&E.
   
   1. Description must indicate Destination
   2. Notes Section must indicate Departure and Return Dates, Detailed Purpose of Trip.
   3. Source must be "ACH"
   4. Detail Lines should be created for each budgeted item (ie Per Diem, Transportation, Admission Fees, etc)
2. Select the Attachments hyperlink to attach necessary documents to the cash advance.
   
   1. Athletics must attach the Per Diem Cash Advance form, which is obtained from and pre-approved by the Campus Athletics Compliance Office and Campus Athletics Business Office.  
3. The cash advance traveler/delegate submits the cash advance for approval.
4. The cash advance will automatically route to the HR Supervisor based on the first line of funding on the PAF for the employee receiving the cash advance.
5. The HR Supervisor will either return the cash advance to traveler/delegate for further clarification or approve for payment.
6. The cash advance will automatically route to the Cash Advance Coordinator in APSS for review.
7. The Cash Advance Coordinator will either return the cash advance to the traveler/delegate for further clarification or approve for payment.
8. Once the HR Supervisor and Cash Advance Coordinator approves, the cash advance is paid.
9. All cash advances are disbursed to employees by ACH, their payment will be wired on the night the cash advance has been approved by the Cash Advance Coordinator.  The bank account they have selected to receive their university paycheck is set up as the default for this; however, the employee can change this information if they desire in their T&E profile under “user preferences" and it must be the same bank used for expense report reimbursement. 

Repay a Cash Advance – Reporting Expenses

1. Travel occurs; expenses are incurred, and expenses are paid for using the cash advance received, by university employee.    
2. Either the university employee or their travel delegate creates an expense report using T&E.
   
   1. An ER must only be used to report expenses incurred (ie money used).
   2. If there is excess cash from a cash advance that was not spent, the employee must return those funds to the University via cash or check (payable to Curators of the ¾ÅÉ«ÊÓƵ) and the department will prepare a CRR.
3. Within the expense report, after entering expenses and saving the ER, select the Apply Cash Advance(s) from the Actions box on the top right screen and enter the cash advance ID and amount to be applied to the expense report.  Note that more than one expense report can be applied to a cash advance ID. 
   Caution: Before applying the cash advance, be sure to complete the necessary expense lines in the expense report to get the correct total due and also click the Check for Errors button to validate the data. If the expense report amount changes after applying the cash advance, an error will occur and the cash advance will need to be reset.
4. Select the Attachments hyperlink to attach any necessary receipts and documents to attach all receipts and necessary documents to the expense report in accordance with Business Policies.
   
   1. Athletics must attach the Per Diem Cash Advance form, which is a form of a receipt used when distributing per diem amounts to student athletes and sports staff.
   2. Foreign Travel can utilize the  form to assist with detail reporting of the trip and currency conversion.
5. The expense report creator/traveler/delegate submits the expense report for approval.
6. If the expenses are related to a grant (as identified by the chartfield selected during expense report creation) the expense report will route to the grant’s Project Manager/Principal Investigator.  The PI will either return the expense report to the traveler/delegate for further clarification, or approve for payment.  If the expense report is not grant related this step will be skipped (Go to Step 7).
7. The expense report will route to the fiscal approver assigned by the DeptID being charged on the expense report.
8. The Fiscal Approver will either return the expense report to the traveler/delegate for further clarification or approve for payment.
9. Once the Principal Investigator (if grant) and/or Fiscal Approver approves, the expense report goes into an automatic electronic prepay audit process where random expense reports are selected for review by a prepay auditor.
10. If the expense report is selected for review by prepay audit, the auditor will review the expense report and either approve, or send back to the traveler/delegate for further clarification.
11. If the expense report has not been selected for prepay audit and has been approved by all required approvers, the expense report is paid.
    
    1. If expenses are EQUAL TO the amount of the advance, the expense report will process, the cash advance will be reconciled, and no money will be exchanged.
    2. If expenses are GREATER THAN the amount of the advance, the expense report will process, the cash advance will be reconciled, and the employee will receive reimbursement for the difference on the expense report.
    3. If expenses are LESS THAN the amount of the advance, the employee must return the difference to the department via cash or check (payable to Curators of the ¾ÅÉ«ÊÓƵ) and the department will prepare a CRR.  DO NOT use wire transfers or credit card transactions to repay excess funds.

Note: Failure to repay an expense advance by the due date will result in the amount being deducted from payroll earnings or student charge and the loss of the privilege of expense advances.

Repay a Cash Advance – Preparing a CRR to Return Unused Cash

1. When there are unused cash advance funds, the department will prepare a CRR to deposit the monies within the ¾ÅÉ«ÊÓƵ.
2. Within MIS WebApps select FIN CRR/ARR, then .
   
   1. PS Account must be 132801-Employee Cash Advance Reconcile
   2. Chartfield must be the same as when the cash advance was issued and not contain a class code.
      
      1. Use CEX_CASH_ADV_DETAILS query in PS Production (FSPRD90) or
      2. Request this information from the Cash Advance Coordinator
3. CRR comments must indicate the original cash advance number.
4. Cash Advance Coordinator must be notified of the CRR# to complete the reconciliation of the cash advance within Travel & Expense.