Expense Advances

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 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 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, 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.