Cash Advances

• Guideline #: BFCNAS-01
• Issue Date: 6.11.2008
• SME:  Controller

Background

The University of West Georgia, in accordance with the State of Georgia Statewide Travel Regulations and OCGA 45-7-25 and 45-7-26, authorizes the payment of travel advances to employees of the institution.  The purpose of travel advances is to minimize the financial burden on employees when traveling on behalf of the State.  Employees requesting a cash advance for travel expenses for a University team or group traveling for an official University activity should consult the Cash Advance for Team and Group Travel Policy.

Guidelines

The University President, or designee, is authorized to advance funds to employees traveling on behalf of the State.  Funds may be advanced for anticipated subsistence (meals and lodging), as well as for mileage and other transportation costs which are reimbursable under the State of Georgia, University System of Georgia and University of West Georgia travel regulations.

Employees traveling for the following purposes are eligible to request a travel advance:

• Employees who generally do not travel and are making a one time trip
• Students traveling to/for a University sanctioned event.
• Other special exceptions approved by the University President.

The amount of the cash advance will be determined based on the estimated cost of travel and the duration of the trip.  The federal meal and lodging per diem rate will be used as an estimate for determining the amount of the cash advance for these expenses. 

Upon receipt of the cash advance, the employee must sign and date the travel advance authorization form acknowledging receipt of the funds.  All employees are fully responsible for funds advance to them and shall account for the funds in accordance with the Statewide Travel Regulations.  Employees are liable for any advanced funds that are lost or stolen.

Employees must reconcile (submit receipts) or return unused travel advance funds within 10 days from the final date of travel.

Restrictions

Failure to return or reconcile a travel advance within the designated time period will result in the employee losing eligibility to receive future advances.

Multiple advance requests will only be considered upon the individual merits of the request and no more than two advances may be outstanding at any given point in time.

Employees may request an advance for their expenses only and the cash advance must be in the employee’s name.  An employee may not request an advance on behalf of another employee.  If multiple employees are traveling, each employee should request their own travel advance.

Procedure

The employee requesting a cash advance should complete the UWG Travel Cash Advance Authorization Form.  The authorization form must be approved by the employee’s immediate supervisor and/or by the individual with fiscal authority for the account.  The Travel Cash Advance Authorization Form will also serve as the travel authorization. The employee should also submit an itinerary for the trip.

The Travel Cash Advance Authorization Form will be submitted to the Office of the Controller five(5) business days prior to the first day of travel for processing.  The Office of the Controller will review the request for appropriateness of the cash advance and validate the requested amount.  Upon review by the Office of the Controller, the form will be submitted to the University President or designee for final approval.

Upon issuance of the check, the employee will be able to pick up the check from the Office of the Controller.  The Travel Cash Advance Authorization Form must be signed by the employee acknowledging receipt of the funds.

Upon return from the trip, the employee must reconcile the cash advance using the Travel Expense Statement.  The employee must report all expenditures and turn in all receipts.  Any unused cash advance funds must be returned at the time the Travel Expense Statement is submitted.  Any funds expended in excess of the cash advance will be reimbursed to the employee once the Travel Expense Statement is processed.

Applicable Forms

UWG Travel Cash Advance Authorization http://www.bf.westga.edu/Travel/Forms/Travel_Cash_Advance.pdf

UWG Travel Expense Statement
http://www.bf.westga.edu/Travel/Forms/Travel_Expense_Form.pdf