Account for a Cash Advance

To add a cash advance to an expense report:

  1. Create an expense report as usual.
  2. On the expense report page, click either:

    • The View link in the top banner

    • Report Details > Manage Cash Advances

      Either way, the Cash Advances window appears.

  3. On the Cash Advances page, either:

    • Use a cash advance that appears on the page.

      – or –

    • Click Add. The Available Cash Advances page appears.

      • Select the desired cash advance.

      • Click Add To Report.

  4. The expenses list shows the remaining total for the cash advance(s) linked to the report.

    The total decreases as expenses that are non-personal and have an appropriate payment type are added to the report. Applicable payment types are those reimbursed directly to the employee, such as cash or individual credit cards.

    The cash advance amount offsets the amount that is to be reimbursed to you; the report totals are adjusted accordingly. To view the report totals, select Details > Report Totals (under Report). The Report Totals page appears.

  5. Deal with the remaining cash advance balance

You can also link a cash advance to a report using the Report Details menu.

To link a cash advance using the Report Details menu:

  • On the menu, select Report Details > Manage Cash Advances and choose the outstanding cash advance(s) that should be associated with the current report.

    Any expense on the expense report that is non-personal and has a payment type of Cash or IBIP (Individually Billed/Individually Paid) is used to offset the cash advance.

Your company defines whether you can spread any remaining balance over several expense reports or whether you must account for the entire cash advance amount in one expense report. For example, assume that you have a cash advance of 500 USD associated with an expense report that includes 300 USD in cash expenses. Depending on your company policy, you would either process a cash advance return for the remaining 200 USD or use the remaining 200 USD on your next expense report(s).

If you are required to complete a cash advance return, you will be prompted to do so when you submit the report.