Procedure #: UWEC 445.A
The objective of this practice directive is to help the faculty or staff establish clear understanding of the requirements and guidelines for obtaining, using, reporting and reconciling a travel-related cash advance at UW-Eau Claire.
This procedure applies to faculty or staff requests for travel-related cash advance from UW-Eau Claire.
Cash Advance: Cash provided in advance of a university-sponsored trip or activity to be used for business expenses related to that trip or activity which cannot be prepaid or paid for with charge card.
Faculty/Staff: A UW-Eau Claire faculty or staff on payroll at the time of the advance. All University-sponsored travelers are required to comply with UW System and university policies and procedures.
Group Travel Cash Advance: Cash provided to a UW-Eau Claire faculty or staff for student group travel and activities such as forensics, faculty-led immersion, athletics, etc. as a single-trip or activity advance.
University Sponsored Travel: Travel that is:
- paid for in full or in part by the University;
- paid directly or indirectly by the University;
- organized by the University with participants or sponsors paying;
- organized by others outside the University and paid for by the University; and/or
- sponsored by the University in the form of name, organization, communication, management, staffing, transportation, or space provision
Obtaining a Travel Cash Advance
|1.||Complete the Canvas course Travel Cash Advance|
|2.||Determine which means you will use to obtain the cash advance:|
|3.||Withdraw the cash in one lump sum, or as needed from your payroll bank account or U.S. Bank Corporate Travel Card account at a U.S. Bank or ATM.|
|4.||Use or distribute cash for university-sponsored trip or activity. Retain receipts or signature sheets to support the use of the advance|
Report and reconcile the cash advance by returning any unused funds to the ASK Center at UW-Eau Claire (or directly to U.S. Bank if withdrawn via U.S. Bank Corporate Travel Card) and by fully completing a corresponding expense reimbursement report within 30 days of the last day of travel or activity.
|Approval Authority||Vice Chancellor for Finance & Administration|
|Approval Date||January 19, 2023|
|Next Review Date||January 19, 2024|
|Division||Finance & Administration|
|Department||Firstsource and Travel|
|Contact||Travel Manager | email@example.com|
|Version||Revision Date||Description of Change||Author(s)|
|1.0||January 19, 2023||Initial issuance||Shawn Seuferer|