Cash/Travel Reimbursements

Cash advances are issued for unusual expenses that cannot be handled through established petty cash fund, check requests or other mechanisms in accordance with the University's Cash Advance Policy .

Cash Advance Policy

A department or individual must show a need for a petty cash advance to meet certain unusual expenses that cannot be handled through established petty cash funds, check requests, or other payment mechanism.

Approvals

• Getting Advance
• Setting Advance
• Expenditure Not Reimbursable
• Typical Expenditure

Approvals

The individual approving the Cash Advance form is responsible for ensuring the accuracy of the data, the validity of the expenses and the compliance with the Policy guidelines. All cash advances must be approved by the employee's supervisor. An individual may not approve his/her own cash advance. The cash advance may not be approved by a subordinate. Each cash advance request must be approved by the Bursar's Office.

Getting Advance

1. Justify a need for a cash advance.

2. Receives approval from the Director of the Bursar's Office 24 hours before the form is taken to the Bursar's Office for all advances $2000 or greater.

3. Completes the Request Section of the Cash Advance form and obtains Budget Unit Head approval.

A. Name of the individual receiving the cash is required on this line
B. Dept.
C. Social Security Number
D. Temple University telephone extension
E. Return Date - No later than 30 calendar days from the receipt date in the advance receipt section
F. Amount - Self explanatory. Amounts $2,000 or greater require 24 hours notice
G. Purpose - Reason for the advance must be as comprehensive as possible. Athletics must include the
     name of the team/sport, the event and the expense (meals, and other incidentals)
H. Department Expense Account - Corp, General ledger Account Number and Cost Center.
I. Department Head Approval
J. Budget Unit Head Approval

4. Bring the form to the Bursar's Office.

Settling Advance

1. Prepare cash vouchers and receipts or supporting documentation to justify cash advance expenditures.

A. The voucher must contain a description
B . The voucher must be supported by original receipts issued by the vendor, except in those cases
      where receipts are not normally given (SEPTA Fares),
C. The corp, general ledger account number, cost center and subledger number, if needed, and dollar
     amount must be filled in
D. The voucher must be approved by the budget unit head or individual with signature authority under
     the signature authorization policy.

2. Bring vouchers, original receipts and the yellow copy of the cash advance form to the Bursar's Office.

The Bursar's Office:

(When Giving Advance)

1. Makes certain that the Request Section is fully completed and properly authorized.

2. Verifies the identity of the person receiving the money by picture ID.

3. Advances the money and completes the Advance Receipt Section.

4. Gives the yellow copy of the form to the employee, includes the original with the daily settlement and the pink copy with the cashiers daily reconciliation.

  (When Settling Advance)

1. Verifies cash vouchers and receipts and calculates the amount due Temple or the employee.

2. Completes the Settlement Section of the form and returns the original to the employee.

3. Sends memos to employees whose cash advances not settled within two weeks of the receipt date of the money advising the employee that payroll deductions will begin.

4. Sends memo to Payroll requesting payroll deduction for cash advance monies not settled within thirty (30) days of the receipt of the cash advance

Expenditures NOT Reimbursable

• Any travel and business related expenses, including receptions, luncheons and other outlays for food or beverage for University functions. These items are covered under the Travel and Business Related Expense Policy.
• Mileage and other non-cash transportation expenses.
• Food expenses for working lunches at a restaurant which are covered under the Travel and Business Related Expense Policy.
• Payments to individuals without the written approval of the Director of Accounts Payable. Relocation expenses.

• All purchases for items costing less than $150 where the office does not maintain a Petty Cash Fund. (See  Cash Policy for list of items covered).
• Travel Advances approved by the Travel and Reimbursement Coordinator.
• Settlement of these advances must be coordinated with the Travel and Reimbursement Department.
• The Travel Department will reimburse the Bursar's Office.

All exceptions to this Policy, unless otherwise indicated, must be approved by the Director of the Bursar's Office.