5 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. Enter your “Return Date – City of Destination” in Name field. For ex, 013114 – Orlando. Enter requested amount in Cash Advance Amount field. 2 1
6 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.
7 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.
8 To create the expense report after your trip: Click New Expense Report To create the expense report after your trip: Click New Expense Report
9 Please be reminded to select “Yes” when asked if a cash advance was issued for this trip
10 Available Cash Advances can be found in the “Details” drop-down
11 The system will list all your available cash advances that are outstanding
12 Select the Cash Advance you would like to assign to your report and click “Assign Cash Advance to Report” button
13 You can now proceed to enter all your expenses related to your trip. When finished, click the “Submit Report” button.
14 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.
15 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.
16 To return the unused portion of the cash advance: Select Cash Advance Return expense type To return the unused portion of the cash advance: Select Cash Advance Return expense type
17 Enter the amount to be returned and click “Save”
18 Click “Submit Report” 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. 1 2
19 Once you are finished with your final review, click “Accept & Submit”
20 Questions CO Solution Center: Tel:(415) 476-2126 Email:COSolutionCenter@ucsf.eduCOSolutionCenter@ucsf.edu
21 Congratulations! You have successfully completed the training for Working With Cash Advances.