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Cash Advance Request

Module:   Expense

Business Process #: EX - 4

Purpose of Process: To process employee requests for travel cash advances.

Step	Individual	Activity
1	Traveler	Determines that a cash advance is required for approved travel.
2	Traveler	Prepares travel authorization utilizing the business process for travel authorizations.
3	Traveler	Submits paper cash advance request form, copy of approved travel authorization and copy of itinerary to the Office of the Controller.  Cash Advance request can only be for the amount that will cover the expenses of the employee.  Each employee on the trip should request a separate cash advance for their expenses.  The exception to this would be an employee requesting an amount for non-employee (team or group) expenses.
4	Cash Advance Administrator	Once cash advance has been approved, administrator will enter cash advance into PeopleSoft Financials.
5	Electronic Process	Electronically submits cash advance request to the Department Manager 1 for approval.
6	Department Mgr 1	Reviews and approves cash advance through workflow and electronically submits to Department Mgr 2, if required, for approval.
7	Department Mgr 2 (if required)	Reviews and approves expense report and electronically submits to AP Auditor for approval.
8	AP Auditor	Reviews and approves cash advance and processes voucher for check to be written.
9	Traveler	Employee signs for and receives cash advance check.
10	Traveler/Delegate	At completion of trip, electronically prepares expense report in PeopleSoft Financials from the associated travel authorization and applies the applicable cash advance.  If funds are due to the institution, employee deposits unused funds at Cashier Window.  Cash Advances are only valid for the travel that was approved.  Unused cash advance funds cannot be applied to additional travel.  All cash advances must be reconciled* within 10 days after the last day of travel.
11	Traveler/Delegate	Prints final copy of Expense Report and staples all required receipts (no paper clips) and the approved travel authorization.
12	Traveler	Employee signs final copy of Expense Report.
13	Traveler/Delegate	Sends via campus mail the final, signed copy of Expense Report, receipts and documentation to the appropriate approval authority.
14	Department Mgr 1	Ensures a valid budget check, reviews and approves expense report and electronically submits to Dept Mgr 2, if required, for final approval.
15	Department Mgr 2 (if required)	Reviews and approves expense report and electronically submits to AP Auditor for approval.
16	AP Auditor	Matches electronic expense report to signed, hard copy of expense report with supporting documentation.  Audits and processes expense report for payment.

*Reconciled is defined as identifying all expenses whereby the cash advance funds were used.  If the cash advance funds were used to pay a team or group members expenses, those individuals must be identified by name, including the amount of type of each expense paid.