Cash Advance
January 2014
Cash Advance for Travel
• BPM 506-Cash Advance
– Who can obtain
• Active employee
• University student (currently enrolled) employee
– Purpose
• Travel for University business
• Use of University or personal credit card is not available (ex.
Outside of the United States)
• Expenses could not be paid in advance with other methods (ex.
airfare and lodging)
– Repayment
• Repaid in full within 21 calendar days following completion of trip
• Failure to repay may result in payroll deductions or student charge
Cash Advance for Subject Payment
• BPPM 2:250-Research Participation Compensation
– Who can obtain
• Employee (ex. Researcher)
– Purpose
• When it is not feasible or practical to issue University checks
directly to the participant
– Payment at time of participation
– Participant/amount not known in advance
– Repayment
• Repaid in full within 21 calendar days following end of research
• Ongoing research is due 3 months from issuance date of
advance
• Failure to repay may result in payroll deductions
Preparing a Cash Advance
• Travel & Expense Module
– Navigation: Employee Self-Service > Travel and
Expense Center > Cash Advance > Create
Preparing a Cash Advance
• Fields to complete
– Description = Destination or IRB #
– Business Purpose = Select from drop-down
– Comment =
• Travel - Departure and return dates, detailed purpose
• Participant payment - Quantity and Amount of payments to
participants
• MOCODE or Department that will be reimbursing expenses
– Details =
• Source = ACH
• Description = Budgeted item (ex. Per Diem, Transportation,
Participant Payment)
• Amount = Amount of budgeted item
Preparing a Cash Advance
• Click “Submit” to
transmit your request
• If IRB = attach
Department Chair
Approval Form as
attachment to Cash
Advance
Cash Advance Approval Process
• Routed from Employee to their HR Supervisor
– HR Supervisor will receive email from T&E
• Routed to Cash Advance Coordinator
– CA Coordinator will receive email from T&E
• Advance is released for payment
– Employee will receive email confirming final
approval & when payment has been processed
Repaying a Cash Advance
• Travel & Expense Module
– Create an Expense Report
– Click “Apply Cash Advance”
Repaying a Cash Advance
• Apply Cash Advance page
Repaying a Cash Advance
• Fields to complete
– Advance ID = Enter the 10 digit cash advance ID
– Total Applied = Enter the amount to be applied to
this expense report
• The entire cash advance amount is applied by default
– Click “Update Totals”
• Advance Applied = Sum of CA amounts applied on ER
• Employee Expenses = Amount accrued on ER
• Due Employee = Amount owed to employee after
applying cash advance
– Click “OK” to apply the CA and return to the ER
Repaying a Cash Advance
ER for Research Subject Payment
• Attach Verification of
Receipts Form
Repaying a Cash Advance
ER for Travel
• Attach Daily Expense Log
Repaying a Cash Advance
• ER for Travel Reminders
– Per Diem=Employee only
• Hours in travel status; no receipts
– Business Meal=Employee + others discussing
University business
• Document purpose & attendees; actual cost (receipts>$75)
– Budget restrictions
• Establish Travel Allowance pre-trip to set total maximum
amount to reimburse; cannot limit expense types
• Utilize “Expense Adjustment” expense type to reduce ER to
trip maximum
Expense Report Approval Process
• Routed to Project Manager (if applicable)
– Project Manager will receive email from T&E
• Routed to Fiscal Approver
– Fiscal Approver will receive email from T&E
• Routed to Prepay Auditor (if applicable)
• Expense Report is released for payment
– Employee will receive email confirming final
approval & when payment has been processed
Repay Cash Advance
• If expenses are GREATER THAN the amount of
the advance, the employee will receive
reimbursement for the difference on the ER.
• If expenses are LESS THAN the amount of the
advance, the employee must return the
difference to the department for deposit on a
Cash Received Report (CRR).
Repaying a Cash Advance
• Preparing the CRR to return unused funds
– Chartfields = Per T&E Profile
• Contact Cash Advance Coordinator if unsure
– Account = 132801
– Comments = Original Cash Advance number
– Notify Cash Advance Coordinator of the CRR #
• They must “Reconcile” the Cash Advance
Financial Statement Presentation
• No longer uses Expense Advance Loan Fund
• Cash Advance - only affects Balance Sheet
– MOCODE stored in T&E Profile for Employee
• First line of funding from HR if payroll is split funded
• Can be changed in T&E by Employee, HR Supervisor or T&E Fiscal
Approver
• If CA not repaid, this is chartfield for payroll deduction
– Once Submitted = Payable (210500)
– Once Paid = Receivable (132800)
– Once Applied to ER = Receivable (132800)
• Unused CA balance = Receivable (132801)
– Once CRR posted = Receivable (132801) equals $0
• Expense Report
– MOCODE set as Employee Accounting Default, unless changed
in ER
– Once Submitted = Payable (210500)
– Once Paid = Expense (7xxxxx)
Questions
• COLUM Accounting Services
– http://accounting.missouri.edu/
– Accounts Payable -> Cash Advance
– Subject Payments -> Subject Payments
• COLUM Cash Advance Coordinator
– Jennifer Walker
• Walkerje@missouri.edu or 882-3051
• T&E Training Guides
– https://doit.missouri.edu/training/peoplesoft/financials/tr
avel_and_expenses.html
• Online resources and policies are briefly under
construction