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 Advance
2. | Determine which means you will use to obtain the cash advance:Apply for a cash advance via SFS, orwithdraw the cash from your U.S. Bank Corporate Card account
3. | Withdraw the cash in one lump sum, or as needed from your payroll bank account or U.S. Bank Corporate Travel Card account at a U.S. Bank or ATM.
4. | Use or distribute cash for university-sponsored trip or activity. Retain receipts or signature sheets to support the use of the advance
5. | 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the cash advance by returning any unused funds to the ASK Center at UW-Eau Claire (or directly to U.S. Bank if withdrawn via U.S. Bank Corporate Travel Card) and by fully completing a corresponding expense reimbursement report within 30 days of the last day of travel or activity.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
Canvas Cash Advance training
UW-Eau Claire Firstsource + Travel website
UW System TravelWise website
Receipt Requirements website


Procedure Administration

Version Number | V1.0
Approval Authority | Vice Chancellor for Finance & Administration
Approval Date | January 19, 2023
Next Review Date | January 19, 2024
Division | Finance & Administration
Department | University Accounting
Contact | Travel Manager | univacct@uwec.edu

Revision History

Version | Revision Date | Description of Change | Author(s)
1.0 | January 19, 2023 | Initial issuance | Shawn Seuferer