Traveler may receive up to $500.00 in cash, anything over $500.00 must be submitted to Accounts Payable for a check to be issued. Traveler's Checks are no longer available. Please refer to the cash advance section of the Travel and Business Expense Reimbursement Policy regarding the appropriate amounts and per day limits for cash advances.
If requesting $500.00 or less the cash advance can be issued right away in cash at the time the form is presented to the cashier's office with proper identification and approval (See approval question below). If more than $500.00 a check will be requested from Accounts Payable and will be subject to their cut-off times: Forms submitted on Tuesday by 4pm will be available for pick up that Friday, forms submitted on Friday by 4pm will be available for pick up the following Wednesday. Please allow extra time if check is to be mailed.
A cash advance must be approved by a supervisor or superior of the traveler or any other person in the department authorized to give approval for such transactions. Under no circumstances can the recipient of the cash advance approve his or her own cash advance request form.
No, there are a couple of options if a traveler is unable to come to the Cashier's Office to get the cash advance.
You may request a cash advance up to 10 days prior to your trip or event and if requesting a check we recommend you submit your request no less than 10 days in advance to allow enough time for processing.
Complete the Request for Petty Cash Fund or Request for Change Fund form, obtain proper approval signature from a person in the department authorized to give approval for such transactions and bring the form and proper identification to the Cashier's Office.
No transfers of these funds from one employee to another are allowed. The current custodian must close the fund by filling out the proper form (the Request for Petty Cash or Change Fund form and checking the "Close Fund" box) and submitting it along with the cash to the Cashier's Office. The full amount of the fund must be turned in. If some of the fund has been paid out, a replenishment form must be completed prior to closing the fund. The new custodian must fill out a Request for Petty Cash/Change Fund form, obtain proper approval signature and bring the form to the Cashier's Office with proper identification.
Last Updated: 9/9/15