3025.2 How to Approve and Reconcile a Cash Advance (Approver/Auditor Procedures)

Procedure # 3025.2
Rev.: 1
Effective Date: October 10, 2018

Related Policy: UW-3025 Cash Advance Policy
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions

I. Procedure statement

Employees must first be approved by their Dean’s/Divisional Business Office and their profiles must be activated by Business Services before requesting Cash Advances. Cash Advance requests are submitted through eReimbursement. Employees must fully reconcile Cash Advances within 30 days of the end of the trip.

II. Who is affected by this procedure

eReimbursement approvers and auditors.

III. Procedure

A. Pre-Approval: Prior to advancement, a Cash Advance Activation Request Form must be submitted to Business Services. This form must be approved by the Department and Division. Once the form has been submitted and the traveler’s profile has been activated, the traveler can request a Cash Advance. Once activated, the traveler’s profile is permanently activated unless the Department or Division specifically requests a traveler to be deactivated.

B. Cash Advance Approval: Cash Advances are approved by an Approver and Auditor. They appear in Approver/Auditor queues with Expense Reimbursements. The level of detail required in a Cash Advance is determined by the department and division.

C. Reconciliation: Cash Advances must be fully reconciled within 30 days of the end of the trip.

  1. Traveler Submits Expense Reimbursement: Travelers must submit an Expense Reimbursement to account for the use of advanced funds.  Expenses post to the general ledger after the Expense Reimbursement is approved; expenses do not post when the Cash Advance is approved.
  2. Refund of Excess Advanced Funds: Travelers must promptly refund any unused advanced funds to the University.  Deposits must be made to the funding used in the Cash Advance.
    • Identify the funding string used on the Cash Advance:
      • Sign into WISDM.
      • Navigate to Main Menu > Other > Transaction Search.
      • Complete the search criteria as follows:
        • Select the Fiscal Year and Accounting Period in which the Cash Advance was paid.
        • Change the Dept drop-down menu to starts with and enter the traveler’s Division code (e.g. 48 for L&S).
        • Change the Account drop-down menu to is exactly and enter account code 6166.
        • Change the Description drop-down menu to is exactly and enter the traveler’s Employee ID.
        • Check the Show Balance Account
    • Click Submit.
    • Find the original cash advance payment by locating the Cash Advance ID in the Jrnl Line Ref column and the total sum of the cash advance in the Monetary Amt column. Use this funding string to deposit the refund payment.
  • Submit a Check Deposit Form
      1. Use the funding string identified in the step above.

D. Auditor Reconciliation: The Auditor of the Cash Advance request must reconcile the deposit in e-Reimbursement to fully close the Cash Advance.  The refund check must have been deposited prior to the Auditor’s reconciliation.

  1. Sign into e-Reimbursement, click the Expenses WorkCenter tile.
  2. Select Reconcile Cash Advance from the Cash Advance submenu. Select the proper Cash Advance from the list.
  3. Enter the check number and the amount of refunds received. Click Reconcile.

IV. Contact roles and responsibilities

A. Travelers – Travelers are responsible for reconciling Cash Advances within 30 days of the end of the trip. Travelers must not seek excessive Cash Advances and must refund any excess advancements promptly.  Advanced funds must be used prudently and in accordance with UW travel and purchasing policies.  Travelers are responsible for submitting Cash Advance requests in a timely enough fashion to allow for approvals and payment.

B. Approver – Upon submission, Cash Advance requests are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, for reviewing Cash Advances for policy compliance, and for reviewing the funding being charged.

C. Auditor – All Cash Advances are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Cash Advances for policy compliance.  Auditors are responsible for reconciling refunded payments related to Cash Advances.

V. Definitions

  • Cash Advance – an Expense Report seeking a monetary advancement prior to a trip.
  • Expense Reimbursement – an Expense Report seeking reimbursement for out-of-pocket expenses. Expense Reimbursements must be done to account for use of advanced funds.

VI. Related references

VII. Revisions

Procedure Number 3025.2
Date Approved October 1, 2018
Revision Dates July 23, 2019 – Updated instructions for depositing refund checks
Jan. 19, 2021 – Updated Procedure Number to 3025.2 from 321.2