What is a Cash Advance?

Cash advances are travel-related payments made before a trip begins, especially when travel requires special handling. They are meant to help remove the financial burden of travel or participant payment expenses on research. Cash advances can also be requested to provide research participant payments for research studies. 

Cash advances should be used sparingly, and only when another option is not more appropriate for the specific case. Alternatives include:

• Booking airfare through AggieExpense
• Purchasing gift cards from Amazon or Target for participant payments
• For travelers who are ineligible for travel cards:
  • Using the preferred booking program to arrange lodging
  • Paying with a travel card on their behalf for specific expenses

Cash Advance Policy 

For more details, please refer to the full travel regulations under section V.B.

Who is Eligible to Request one?

Travelers who have been issued a University corporate travel card are required to use the card for cash advances, except in the following circumstances:

• The traveler is not eligible to participate in the corporate travel card program or has not yet been issued a corporate travel card;
• The campus’s card program does not provide such a feature; 
• The traveler has incurred corporate credit card expenses that must be paid before a trip is completed; 
• The travel requires special handling, such as foreign travel, group travel for athletics, bowl games, student groups, etc.

Issuance of Cash Advances

• Cash advances are only issued via check (or wire transfer under special circumstances). They are not issued by direct deposit.
  • If you have not received your check within 2 weeks of submitting your cash advance request, please reach out to your department's business office for assistance.
• Cash advances must be issued within 30 days of expense is to be paid, or the start date of the trip.
• Request should not exceed reasonable out-of-pocket estimate for trip expenses.
• Cash advances will not be issued if:
  • The traveler is 30 days delinquent in submitting expenses for a previous trip. 
  • The traveler cannot use their travel card due to not meeting the payment terms of the card.
  • The traveler has lost their corporate travel card.
  • The traveler already has an open cash advance. Each advance should be accounted for before a new one is issued.
• There is a 2.5% or $2 minimum/$10 maximum fee for each cash advance. 

Allowable Expenses

When used for travel, cash advances should be generally used for any anticipated expenses that the traveler will incur during the trip, such as for meals & incidentals, lodging, and ground transportation. It may also be used for expenses like conference or event registrations, which can have deadlines for when they have to be paid. Keep in mind that travel advances can only be issued within 30 days of the event/travel start date. 

Otherwise, any expenses that can be paid well in advance of the trip or in alternative ways are discouraged. This includes travel supplies, and airfare since it can be paid in AggieExpense. 

Participant payments are an allowable expense as long as a cash log record of the payments and the names of the participants is submitted.

When to Reconcile Cash Advances

Cash advances must be reconciled by the traveler within 45 days of the trip's completion date. In the event of trip cancellation or indefinite postponement, the cash advance must be immediately returned. 

How to Request & Reconcile Cash Advances

Requesting a Cash Advance

• Non-Travel Card Cash Advances

  • Fill out a PrePurchasing order to request a cash advance be created on your AggieExpense account.
    • Simply specify in the "Justification" and "Business Purpose" sections that you are requesting a cash advance, and list the expenses you are requesting the cash advance to cover as line items.
    • Make sure to attach your current IRB to your PrePurchasing order.

• Travel Card Cash Advances

  • Employees that have a UC Travel Card should get a cash advance directly from any major bank's ATM with the associated PIN.
    • There is a 2.5% or $2 minimum/$10 maximum fee for each cash advance. The cash advance limit is 20% of the card limit. Advance limits can be increased upon request.

Reconciling a Cash Advance

• Fill out a PrePurchasing order to request a cash advance be reconciled on your AggieExpense account.
  • Simply specify in the "Justification" and "Business Purpose" sections that you are requesting for a cash advance to be reconciled, and list the incurred expenses as line items.
  • Please include your IRB and cash log of who the payments were given to in your request.
  • If unused cash remains, you will need to return this amount to the university. Please reach out to your department's business office for assistance with reconciling the remaining funds.