
Cash Advances Rationale/Purpose of the Policy To ensure cash advances are disbursed appropriately and reconciled in a timely manner. Definitions Cash Advance Funds disbursed to an employee in advance of UW-Madison business travel to offset anticipated out-of-pocket expenses during the course of travel. Expense Report A categorized and itemized submission of expenditures incurred by an individual on behalf of the university. Spend Authorization A request submitted in Workday Expenses to obtain approval for a cash advance. Workday Expenses A module in Workday used to create, submit, and approve expense reports for out-of-pocket, shared liability card, and purchasing card transactions. Scope This policy applies to faculty and staff seeking cash advances for travel expenses and staff approving and auditing cash advances. Policy Appropriate Use Travelers may request a cash advance only if no other payment options are available or practical. Approvals Travelers must seek approval for a cash advance by submitting a spend authorization via Workday Expenses. Limits Cash advances must not exceed 100% of the anticipated expenses to be paid by the traveler. Reconciliation Cash advances must be fully reconciled within 30 days of the end of the trip. Employees must submit an expense report to account for the use of the advanced funds. If advanced funds exceed actual expenses, the balance must be returned to the university via one of the following methods: Payroll deduction Personal check Consequences for Noncompliance Failure to comply with this policy may result in disciplinary action. Related UW-Madison Policies UW-3015 University Travel Related UW–Madison Documents, Web Pages, or Other Resources 3025.1 How to Obtain and Reconcile Cash Advance (Traveler Procedures) 3025.2 How to Approve and Reconcile a Cash Advance (Approver and Auditor Procedures) Policy Administration Approval Authority Assistant Vice Chancellor of Business Services and Controller Policy Manager Expense Reimbursement Program Manager, Division of Business Services Policy Contact Expense Reimbursement Program Manager -- Expense Reimbursement Business Services, expensereimbursement@bussvc.wisc.edu Policy History Effective Date 10-5-2015 Revised Dates 07-01-2019, 07-01-2025 Reviewed Dates 07-01-2019, 06-29-2023, 07-01-2025

Cash Advances

Rationale/Purpose of the Policy

To ensure cash advances are disbursed appropriately and reconciled in a timely manner.

Definitions

Cash Advance: Funds disbursed to an employee in advance of UW-Madison business travel to offset anticipated out-of-pocket expenses during the course of travel.
Expense Report: A categorized and itemized submission of expenditures incurred by an individual on behalf of the university.
Spend Authorization: A request submitted in Workday Expenses to obtain approval for a cash advance.
Workday Expenses: A module in Workday used to create, submit, and approve expense reports for out-of-pocket, shared liability card, and purchasing card transactions.

Scope

This policy applies to faculty and staff seeking cash advances for travel expenses and staff approving and auditing cash advances.

Policy

Appropriate Use
Travelers may request a cash advance only if no other payment options are available or practical.
Approvals
Travelers must seek approval for a cash advance by submitting a spend authorization via Workday Expenses.
Limits
Cash advances must not exceed 100% of the anticipated expenses to be paid by the traveler.
Reconciliation
1. Cash advances must be fully reconciled within 30 days of the end of the trip.
2. Employees must submit an expense report to account for the use of the advanced funds.
3. If advanced funds exceed actual expenses, the balance must be returned to the university via one of the following methods:
  1. Payroll deduction
  2. Personal check
Consequences for Noncompliance
Failure to comply with this policy may result in disciplinary action.

Related UW-Madison Policies

UW-3015 University Travel

Related UW–Madison Documents, Web Pages, or Other Resources

3025.1 How to Obtain and Reconcile Cash Advance (Traveler Procedures)

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

Policy Administration

Approval Authority

Assistant Vice Chancellor of Business Services and Controller

Policy Manager

Expense Reimbursement Program Manager, Division of Business Services

Policy Contact

Expense Reimbursement Program Manager -- Expense Reimbursement Business Services, expensereimbursement@bussvc.wisc.edu

Policy History

Effective Date: 10-5-2015
Revised Dates: 07-01-2019, 07-01-2025
Reviewed Dates: 07-01-2019, 06-29-2023, 07-01-2025