Working With Cash Advances

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February 2014 1

Objectives

After completing this lesson, you should be able to:

• Request a cash advance • Assign a cash advance to an expense report • Return an unused portion of a cash advance 2

To create a new Cash Advance, click the “Cash Advance” tab from your “Active Work” pane 3

Click the “New Cash Advance” button 4

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Enter your “Return Date – City of Destination” in Name field. For ex, 013114 – Orlando. Enter requested amount in Cash Advance Amount field.

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Select “Save” or “Submit”. The Cash Advance is issued within 30 days of when an expense is to be paid or incurred. This is to comply with IRS regulations and to meet the University’s cash management objectives.

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If you wish to submit to an Alternate Approver, you need to update your profile default approver prior to creating a cash advance request. The system does not allow for you to submit the request to an alternate approver on a request level.

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You have submitted your cash advance request. The status is now Pending Approval. Once the request has been approved, you will receive the cash advance payment normally within 4 business days. When you return from your trip, you will assign the cash advance to your expense report.

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To create the expense report after your trip: Click New Expense Report 8

Please be reminded to select “Yes” when asked if a cash advance was issued for this trip 9

Available Cash Advances can be found in the “Details” drop-down 10

The system will list all your available cash advances that are outstanding 11

Select the Cash Advance you would like to assign to your report and click “Assign Cash Advance to Report” button 12

You can now proceed to enter all your expenses related to your trip. When finished, click the “Submit Report” button.

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Attach any receipts at this point if you haven’t done so already. Using the “Print” button will allow you to upload your receipts via fax. When finished, click the “Accept & Submit” button.

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If you have a cash advance amount higher than the expenses you submitted, the above message will display. For example, the cash advance was for $200 and you created an expense report for $150. You will need to return the unused portion of the cash advance.

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To return the unused portion of the cash advance: Select Cash Advance Return expense type 16

Enter the amount to be returned and click “Save” 17

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Click “Submit Report”

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To return the unused portion of the advance please submit a copy of this page along with a check made payable to UC REGENTS. The check should be sent to Controller’s Office box 0812.

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Once you are finished with your final review, click “Accept & Submit” 19

Questions

CO Solution Center

: Tel: (415) 476-2126 Email: [email protected]

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Congratulations!

You have successfully completed the training for

Working With Cash Advances

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