Cash Advance Procedures

The Cash Advance  form is actually an agreement signed by the coach, group sponsor, or individual stating that they will return the unused cash along with proper receipts, etc. for the used cash within thirty days. It also states the consequences for not doing this (please review the forms for these consequences).

The person who will "use" the cash advance should fill out the form with all the needed information (reason for cash advance, general ledger number expenses will be charged to, etc.). They can designate someone else (not a student) to pick the cash up if their schedule does not allow them time for this. The rest of the form is very much self explanatory.

You must turn the cash advance form into the business office at least three days before you need the cash so the cashiers have time to get the cash ready. When the cash is picked up, the individual will only need to sign and date the original cash advance form that the cashier will have ready for them.

The cashier will include a green Travel Reimbursement form with the advances that are for travel or other events that will require the spending of part or all of the cash advance. This form must be filled out and all invoices, cash register receipts, etc., as backup for the expenditure, must be attached. This form must be turned back to the cashier in the business office with any unused cash to pay back the cash advance.  If expenditures are greater than the cash advance, the business office will reimburse the excess amount as part of our weekly accounts payable check processing procedures.