Expense Advances

Need for Expense Advance

An individual who is a full-time employee of the University may request an expense advance for the following purposes:

Subject Payments for a Research Project

See 2:250 Research Subject Payments.

Travel Where Use of an ATM Is Not Practical

Examples:

• The travel is to an area(s) where there is no assured, ready access to ATMs.
• Given the intended use of the funds, travelers checks are desirable.
• The travel is over an extended period (a month or more) and it will be difficult to timely repay the cash advance.
  NOTE: Since airfare may be billed directly to the University's Corporate Travel account [see 4:051 Travel Agencies], airfare costs should be excluded when requesting an expense advance for travel. Likewise, costs which can be charged to an individual's corporate card should also be excluded.

Requesting an Expense Advance

To request an expense advance complete a Voucher (UMUW 12). Fill and print forms may be used. Include:

• Name of the employee requesting the advance (an expense advance may only be requested by a full time employee).
• Departmental account number from which the expenses will be paid.
• Purpose of advance (e.g., cash needed for payment of $5 to each individual completing a questionnaire for the reading aptitude study). For travel, the purpose must clearly indicate why a cash advance is not applicable or not feasible.
• Amount of cash needed. For travel, detail the type and amount of expenses to be covered by the advance. For subject payments, indicate the amount of individual payments, the number of participants expected and the potential maximum payment to any one individual.
• Departure and arrival dates of travel, or start and completion dates of project.
• Destination, if for travel.
• Describe how payments will be documented, if for subject payments.
• Date for repayment. See repayment process below.
• Signatures of the person requesting the expense advance (as the vendor), that person's administrative superior and an authorized signer on the departmental account that will ultimately pay the expenses.

If the Expense Advance is Approved

The individual will receive a University check to cover necessary business expenses. The amount is initially charged to a central University account (not the individual's corporate credit card). When the advance is repaid, the actual expenses are charged to the appropriate departmental account(s). The individual is responsible for repaying the expense advance by the date indicated on the voucher.

Repayment Process

• When an advance is for subject payments, repayment should be made within two weeks of the end of the project.
• When the advance is for travel within the United States, repayment should be made within two weeks of the date of return. When travel is to a foreign country, four weeks in allowed for repayment.
• Prior to the due date, complete either a Voucher (UMUW 12) or a Travel Expense Voucher (UM 11). Fill and print forms may be used. Attach any receipts and documentation required for reimbursement.
• The voucher may be payable to either the individual or the cashier. When payable to the individual, a personal check (payable to the University of Missouri) should be sent to Accounting Services, Expense Advance Coordinator, 325 Jesse Hall for repayment. When payable to the cashier, repayment will be automatic.
• Any amount of the advance not spent should be returned in the form of a check (payable to the University of Missouri). Send the check or a copy of the Money Received Report where it was deposited to Accounting Services, Expense Advance Coordinator, 325 Jesse Hall.
  NOTE: Failure to repay an expense advance within the time allowed may result in the amount being deducted from payroll earnings and loss of the privilege of expense advances.