Requesting, Reconciling, Withdrawing and Returning Unused Funds from a Cash Advance

This guide will cover:

Step One

Travel Policy and Procedures

An employee may request a cash advance to support anticipated expenses while on University business (typically used when traveling).  Requests should be processed a minimum of one week prior to the date listed as the Trip Start Date.  There are specific requirements to determine whether a cash advance is suitable for certain circumstances.  Please review the Official University Travel and Reimbursement Policy under UW Standard Administrative Policies and Procedures prior to submitting a cash advance request.

Two methods of distribution are available for cash advances:

  1. Direct Deposit (Preferred Method) - Must have bank account information added in the WyoCloud Travel and Expenses section.  For steps on how to add your bank account information, please see Direct Deposit Setup.
    1. Even if you have direct deposit set up for your paycheck, you also need to set it up for reimbursements and cash advances
  2. Cash Advance Check - Checks will be mailed to the address listed as Home within your Personal Information in WyoCloud.  To navigate to the Personal Information section in WyoCloud, follow the instructions found in the Quick Reference Guide.

Step Two

Navigating to Expenses to Create a Cash Advance

  • Upon signing in, click on the Navigator button (three horizontal lines) in the top left corner of the page. The Navigator Bar is where you can find links directing you to all of the modules and pages you have security access for. 

  • First click on My Profile to expand, then click on Expenses.

  • Following the selection of the Expenses link, the following page will appear.

  • To begin the process of creating a Cash Advance request, select the Actions drop down, then Request Cash Advance.

  • After selecting Request Cash Advance, the following screen will appear:

In order to complete a request, you must enter information as is required. Explanations as to what each of the fields mean can be found below.

Field

Description

Advance Amount

This is a required field. It will default as a blank field where you can enter the amount of the advance that you are requesting.

Purpose

This is a required field. You should describe the business purpose or reason for requesting a cash advance here. Please make this informative for the auditors in Payment Services.

Advance Type

This is drop down selection in which you will select whether the cash advance request is Travel or Other (used for research expenses).

Trip Start Date

This is a required field that defaults as blank. The date that you should input is the start date of your trip. You may enter this by either:

  • Manually typing in the trip start date, OR
  • Clicking on the Calendar icon for a Calendar to pop up for you to select a date.

Trip End Date

This is a required field that defaults as blank. The date that you should input is the end date of your trip. This date will be the EARLIEST an expense report may be submitted to reconcile this cash advance. You may enter this by either:

  • Manually typing in the trip start date, OR
  • Clicking on the Calendar icon for a Calendar to pop up for you to select a date.

Attachment

This is not a required field and does not need to be used, unless stipulated otherwise. Note: attachments do not process through to the invoice that is created for payment.

  • Once all the appropriate information is entered, select Save then Submit.

  • A confirmation box will appear confirming the submission was successful, click OK:

  • Once submitted, the status of your request will update to In Approval. This means the Cash Advance has been routed to the appropriate approver for confirmation.
  • You can view the status of a Cash Advance Request by clicking on the In Approval hyperlink:

  • By selecting this hyperlink, you may view the status of your recently submitted request and any others that may be pending approval:

  • Once the Cash Advance has been approved, you will receive a notification and will describe how you will receive the funds based on your method of distribution.

Step Three

Reconciling a Cash Advance

Pursuant to the Travel and Reimbursement Policy mentioned in Step One, you must reconcile the entire cash advance within 10 business days after the Trip End date of the travel period authorized by the cash advance request.  In order to reconcile the cash advance, you must obtain and retain appropriate documentation (i.e. receipts) to identify how funds were used. 

On the Trip End Date, the Cash Advance will display as overdue.  Once it’s overdue, you can reconcile funds used or return any unused funds.  You cannot reconcile funds prior to the trip end date.  If an expense report for the cash advance is submitted PRIOR to the trip end date, the expense report will NOT be applied against the cash advance, but will instead reimburse the individual. In this case, the individual would need to return this cash to the Cashier’s office following the same instructions for returning unused funds from a cash advance.

Please see below steps for both reconciling used funds and returning unused funds:

Reconciling Used Funds from Cash Advance

To reconcile funds used from a cash advance, traveler must create and submit an expense report and attach all related documentation to the appropriate expense lines.  To view instructions on how to create and submit an expense report, please review the quick reference guide for Entering an Expense Report.

Once the expense report has processed through the approval workflow, the cash advances box may disappear from the main Travel and Expenses screen if the expense report(s) submitted were for the total of the Cash Advance. This process means the advance has been paid back from department funds used on the expense report.

Note: Any reimbursable expense reports submitted after the cash advance status is overdue will be applied to the cash advance whether it applies to the advance or not.  It is recommended to submit the expense report to reconcile receipts against the cash advance prior to any other personal reimbursement expense reports are submitted. Once you submit an expense report to reconcile expenses against the cash advance, you can submit any additional expense reports after.

**If you have any cash advances outstanding, all expense reports for reimbursement will be put against the cash advance payment first.

Returning Unused Funds from Cash Advance

  • Determine the amount of cash that you have left from the cash advance.  Gather the cash or write a check to UW for the amount of cash left.
  • Fill out a UW Deposit Advice for the amount of cash left.
    • Obtain the UW Deposit Advice form from the Cashier’s Office’s website. To locate the form, scroll down to the bottom of the page then click on Deposit Advice Form under Forms and FAQs.

  • When completing the Deposit Advice, utilize the following Account Code string: 10-75001-105-000001-{Your Org}-550-0000-0000-0
  • Your Org is the 5 digit organization segment value for your department. 

  • Take the funds and the Deposit Advice to the UW Cashier’s Office in Knight Hall and make the deposit.
  • After making the deposit, you will receive a receipt from the Cashier’s Office.  Please retain this receipt, as it will be entered as an expense item to fully reconcile your outstanding cash advance.
  • Add an expense item to the current expense report for your cash advance funds if not submitted yet or create a new expense report.
    • Expense type selected should be Cash Advance Excess Return.
    • Use the exact same account code that was used at the Cashier’s Office to deposit the unused cash on your expense report
    • Attach your cashier’s receipt to this item.
    • Save and Close
    • Click the box next to “I have read and accept the corporate travel and expense policies”
    • Click Submit

Withdrawing a Cash Advance

Should you need to withdraw a cash advance, the following steps must be completed prior to any approvals being completed.

  • On the Travel and Expenses page, click In Approval on the Cash Advances info tile.

  • Highlight the cash advance line to be withdrawn, click the Actions menu, and then click Withdraw.

  • Click Yes on the warning pop-up about canceled approvals.

  • Ensure the cash advance line status is Withdrawn under the dollar amount.

  • To remove the cash advance line entirely, click the X to the right of the dollar amount.

  • Click Yes in the warning pop-up to delete the cash advance line.

 

This completes all of a Cash Advance Business Process.

Was this helpful?
0 reviews

Details

Article ID: 72538
Created
Mon 2/25/19 8:41 AM
Modified
Fri 6/14/19 4:12 PM