Return the Remainder of a Cash Advance

After you use all or part of the cash (on a trip or for a purchase), you must account for any used and unused portion of a cash advance. This may be done in an expense report, or by returning the unused amount to the cash advance administrator who then records the return in the system. The system can display both the issued and base amounts (if differing currencies) to make this easier for the user. When returning an amount, the system will show the amount due back once the advance is assigned to the report.

Depending on your company policy, you may be required:

• To fully account for a cash advance in one expense report. For example, if you have a cash advance of 500 USD associated with an expense report that includes 300 USD in cash expenses, you would then process a cash advance return for the remaining 200 USD.

• To manually hand the cash to your Cash Advance administrator, who will register the return within the Cash Advance Admin tool.

To process the cash advance return in an expense report:

1. After adding the cash advance to the report, create a new expense using the expense type named Cash Advance Return.
2. Complete all required fields.
3. Click Save Expense.
4. Physically return the remaining currency to the appropriate person.

   To return the cash advance manually, proceed to the administrator who is responsible for accepting cash advances - they will record the returned amount.

   Contact your company's SAP Concur administrator for more information.

Foreign Currency Returns

If the cash advance request was issued in a foreign currency or if you exchanged the cash into another currency and then returned it in a different currency, there may be a discrepancy in the amount owed and amount returned. If the amount does not balance to zero, create an expense using the Currency Gain/Loss expense type for the difference caused by currency exchange.