Introduction
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 an expense advance. An expense advance is only issued when other payment tools do not fit the situation.
An expense advance is requested and issued to the employee or authorized student immediately prior to departure or needed use and are considered loans until a reclass accounting for the expense is submitted to Finance 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.To download an Expense Advance Request/Reclass form, please visit the Accounts Payable Forms page.
An Expense Advance Request is used for acquiring University funds for employees or authorized student leaders traveling or purchasing goods on the University’s behalf prior to departure or purchase. An expense advance Expense Advance is only issued when other payment tools do not fit the situation.
...
You must be a permanent employee or authorized student leader
You must be able to obtain the necessary cash for purchases or travel expenditures as the advance will be deposited directly into your bank account for withdrawal
The proposed expense must be $500.00 or more
Complete Expense Advance section of Expense Advance Request/Reclass form and submit to Finance, via Jira
After completion of expenditure or return from travel:
Complete Expense Reclass section of Expense Advance Request/Reclass form (LINK) , copies of associated receipts, and submit to Finance, via Jira
Submit to Finance within 30 working days of the completion of expenditure or return from travel. If the Reclass is not completed within 30 days, the amount will be charged to the traveler’s departmental budget, and, as required by federal law, will be reported to the IRS as taxable compensation to the traveler.