Employees may request an advance within a reasonable period of time before an authorized business trip or hosted event. However, since reimbursement only takes a few days once approved by the unit, cash advances should be limited to employees with a compelling financial need.
The employee’s immediate supervisor or higher administrative authority must approve the cash advance request. When the amount is greater than or equal to $5,000 and less than $10,000, additional approval is required by one of the following:
Cash advances equal to or greater than $10,000 require approval from a chancellor, vice chancellor, vice president, major university director, or senior university officer.
A cash advance cannot be used to pay per diem in advance.
Cash advances can be used to disburse funds for per diem to students and non-university business affiliates to support extended research projects domestic and overseas where there is a need for cash payments. . The following outlines the approved exception to support these needs:
Cash advances for students must be approved by their university sponsor. The request must also be approved by the sponsor’s higher administrative authority, and requires the same approval procedures as if the university sponsor had requested the advance. Students may receive cash from the university cashier’s office. The cash advance request form for non-employees must be completed and signed in order to obtain the advance.
Cash advances for university guests follow the same approval procedures as for students. However, a university employee must pick up the cash or check at the cashier’s office on behalf of the guest. The cash advance request form for non-employees must be completed and signed in order to obtain the advance.