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 from T&E Routed to Cash Advance Coordinator – CA Coordinator will receive from T&E Advance is released for payment – Employee will receive 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 from T&E Routed to Fiscal Approver – Fiscal Approver will receive from T&E Routed to Prepay Auditor (if applicable) Expense Report is released for payment – Employee will receive 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 = – 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 – – Accounts Payable -> Cash Advance – Subject Payments -> Subject Payments COLUM Cash Advance Coordinator – Jennifer Walker or T&E Training Guides – avel_and_expenses.html Online resources and policies are briefly under construction