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An Expense Advance Request is used for acquiring University funds for employees traveling or purchasing goods on the University’s behalf prior to departure or purchase.  An expense advance is only issued when other payment tools do not fit the situation.

To receive an expense advance:

• You must be a permanent employee or authorized student leader

• You must be able to obtain the necessary cash for purchases or travel expenditures

• Complete Expense Advance Request/Reclass form (LINK) and submit to Finance, via Jira.

The University provides permanent employees and authorized student leaders with the opportunity to obtain the necessary cash for purchases or travel expenditures in the form of Expense Advances. Advances are given to the employee immediately prior to departure or needed use and are considered loans until an adequate accounting for the expense is made by filing a reimbursement voucher. A reimbursement voucher must be filled out within the 15 days following the completion of expenditure or return from travel. If the reimbursement voucher is not completed within 30 days of the travel, the amount will either become taxable income to the employee or deducted from the employee’s next paycheck. This University reporting requirement protects SPU employees from the IRS requirement that all excess amounts be either returned or added to the employee’s wages and be subject to tax and withholding requirements.