BPM-506 Cash Advances
Revised September 20, 2016
Cash Advance in Travel & Expenses module
Employees traveling on University business may be authorized to obtain a cash advance for minor travel expenses. The traveler or their delegate must complete a Cash Advance request in the Travel & Expenses module in advance of the trip. This request must be approved by the traveler’s HR Supervisor and the Cash Advance Coordinator before the cash advance is paid by ACH to the traveler’s designated bank account. .
Funds will not be advanced in support of travel expenses that can be charged to the University's One Card or by direct billing.
Cash advances for travel are generally made to University employees only; advances for University students are permissible, if the following conditions are met:
- the student is currently enrolled;
- the travel is for University business and will be reimbursed from University funds;
- the advance is to pay for minor travel expenses; and
- the expenses could not be paid with the University's One Card or by direct billing.
Cash advances for the support of travel of other individuals, who are neither University employees nor University students, must be made to the department chairman, dean or other authorized employee who is responsible for repayment of the advance.
Cash Advance using One Card
If a traveler has a business need to obtain cash while in travel status, a special request form must be completed prior to the travel. Approval by the responsible person for the College/School/Division (as defined by the FIN Finance Structure) of the traveler and the designated Supply Chain representative must be obtained before the traveler’s One Card will be activated for ATM transactions. Departments will be responsible for the ATM fees associated with the transactions.
REPAYMENT OF CASH ADVANCES
All cash advances must be repaid in full or applied to an Expense Report reimbursement within 21 calendar days following completion of the trip. Failure to repay a cash advance within this period may result in the amount being deducted from payroll earnings and may further result in loss of this courtesy. In accordance with IRS regulations, the University has an “accountable” plan that allows it to reimburse employees for authorized business expenses with no effect on taxable compensation. Payments made to employees that are not adequately accounted for are considered to be made under a non-accountable plan, and have to be added to the employee’s taxable compensation, and are subject to withholding. (BPM - 219)
Failure by a student to repay a cash advance within this period may result in an assessment to the student's account and/or a charge to the student organization's University account code. Submission of an Expense Report does not constitute repayment of a cash advance for travel.