Acquittable Cash Advance - Procedure 000789

Date of Commencement: Friday, 8th September 2006

1. Context

This procedure supports the implementation of the University’s Travel Policy and must be read in conjunction with that document and the documents listed as Essential Supporting Documents below.

2. Definitions
In this procedure

acquittable means requiring substantiation and reconciliation

EMS means the University’s online expense management system, Spendvision

3. Procedure
Eligibility and Application

3.1 Travellers should determine whether they are eligible to receive an   acquittable cash advance by referring to section 4.11, of the Travel Policy.

Note: If eligible to apply, travellers should read: the Quick Information Guide: “Acquittable Cash Advance” in the Spendvision Resources website to understand the application and acquittal process.

3.2   Travellers should apply for a Cash Advance at least 3 weeks before departure to ensure enough time is allowed to receive approval and payment before departure. If applications are lodged within that three week period, there is no guarantee of payment before departure.

3.3    To apply for a Cash Advance, travellers must complete the requisition form “Cash Advance – New” in Spendvision making sure all mandatory fields have been completed. Note: each trip requires a separate application.

3.4    The application and approval must be completed through the EMS before the departure date.

3.5    The completed application will be automatically directed to the appropriate PVC / DVC for approval.

3.6    If approved, the application will be automatically forwarded to the University payroll system for payment in the next available pay run.

3.7        The approver may decline the application by sending a comment back (i) requesting the applicant delete the requisition or (ii) requesting further information regarding the trip.

Records

3.8    During their trip, travellers must retain all receipts and invoices received while expending the cash advance. If receipts or invoices are not available, travellers should make a diary note or complete the declaration template available through Spendvision.

3.9    On return, the details of all expenditure from using the cash advance must be entered into the EMS and that record linked back to the original approved cash advance requisition.

3.10 On return, any unused funds from the cash advance must be returned to the University. This is managed by completing the “Cash Advance - Return Funds to Uni” within the EMS and linking that process to the original cash advance application. The amount owed will automatically be deducted from the traveller’s next payroll entitlement.

3.11 If a portion of the unused funds is in foreign coins and/or notes of low value, the staff member may retain the money but is expected to acquit the amount through Spendvision. That transaction must be linked to the original cash advance application to ensure the money is accounted for and to avoid the amount being recorded as money owed by the traveller.

3.12   If travellers overspend the cash advance by paying for expenses out of their own pocket, they will need to (i) acquit the cash advance up to the original approved amount, and (ii) claim a reimbursement by creating a cash expense in the EMS.

3.13 The total cash advance must be fully acquitted by completing the appropriate tasks above within four (4) weeks of the end of the month in which the trip was completed. Note: remaining amounts cannot be carried forward to another trip.

3.14   Travellers are required to: (i) extract from the EMS a. cash statement report showing all transactions; (ii) sign this report, and (iii) forward it with all supporting documents attached, to Card Services within Financial Services

4. Essential Supporting Documents

Travel – Policy 000782
Travel Payments – Schedule 000783
Travel - Procedure 000787
”Acquittable Cash Advance” – Quick Information Guide

5. Related Documents

Delegation of Authority Policy 000083

Petty Cash Policy 000493

Purchasing Card Policy 00049

Travel Inconvenience Allowance Procedure 000788
Companion Card Procedure 000790

Approval Authority: DV-C Services

Date Approved: Wednesday, 30th August 2006

Date For Review:

Policy Contact Position:

Amendment History: