UWEC 445.A, Obtaining a Travel Cash Advance
Last Updated
Procedure #: UWEC 445.A
Intent
The objective of this practice directive is to help the faculty or staff establish clear understanding of the requirements and guidelines for obtaining, using, reporting and reconciling a travel-related cash advance at UW-Eau Claire.
Scope
This procedure applies to faculty or staff requests for travel-related cash advance from UW-Eau Claire.
Definitions
Cash Advance: Cash provided in advance of a university-sponsored trip or activity to be used for business expenses related to that trip or activity which cannot be prepaid or paid for with charge card.
Faculty/Staff: A UW-Eau Claire faculty or staff on payroll at the time of the advance. All University-sponsored travelers are required to comply with UW System and university policies and procedures.
Group Travel Cash Advance: Cash provided to a UW-Eau Claire faculty or staff for student group travel and activities such as forensics, faculty-led immersion, athletics, etc. as a single-trip or activity advance.
University Sponsored Travel: Travel that is:
- paid for in full or in part by the University;
- paid directly or indirectly by the University;
- organized by the University with participants or sponsors paying;
- organized by others outside the University and paid for by the University; and/or
- sponsored by the University in the form of name, organization, communication, management, staffing, transportation, or space provision
Procedures
Obtaining a Travel Cash Advance
StepAction1.Complete the Canvas course Travel Cash Advance2.Determine which means you will use to obtain the cash advance:- Apply for a cash advance via SFS, or
- withdraw the cash from your U.S. Bank Corporate Card account
Report and reconcile the cash advance by returning any unused funds to the ASK Center at UW-Eau Claire (or directly to U.S. Bank if withdrawn via U.S. Bank Corporate Travel Card) and by fully completing a corresponding expense reimbursement report within 30 days of the last day of travel or activity.
Resources
Practice Directive UWEC 445, Travel Cash Advances
UW-Eau Claire Firstsource + Travel website