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
Slide 3
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
Slide 4
Preparing a Cash Advance Travel & Expense Module
Navigation: Employee Self-Service > Travel and Expense Center
> Cash Advance > Create
Slide 5
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
Slide 6
Preparing a Cash Advance Click Submit to transmit your request
If IRB = attach Department Chair Approval Form as attachment to
Cash Advance
Slide 7
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
Slide 8
Repaying a Cash Advance Travel & Expense Module Create an
Expense Report Click Apply Cash Advance
Slide 9
Repaying a Cash Advance Apply Cash Advance page
Slide 10
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
Slide 11
Repaying a Cash Advance ER for Research Subject Payment Attach
Verification of Receipts Form
Slide 12
Repaying a Cash Advance ER for Travel Attach Daily Expense
Log
Slide 13
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
Slide 14
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
Slide 15
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).
Slide 16
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
Slide 17
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)
Slide 18
Questions COLUM Accounting Services
http://accounting.missouri.edu/ http://accounting.missouri.edu/
Accounts Payable -> Cash Advance Subject Payments -> Subject
Payments COLUM Cash Advance Coordinator Jennifer Walker
[email protected] or 882-3051 [email protected] T&E
Training Guides
https://doit.missouri.edu/training/peoplesoft/financials/tr
avel_and_expenses.html Online resources and policies are briefly
under construction