Travel Office Internal Resources: Student Cash Advance Information and Instructions

There are two separate types of Cash Advance requests:

Cash Advance: Student Travel and Cash Advance: Non-Student Travel

Cash Advances are issued only to faculty or staff traveling with students or when use of the One Card is not an option and will not be issued directly to students.

All Cash Advances require an approval request submitted in Emburse no more than 10 days before the funds are needed. Follow the instructions below for the appropriate request type.

A Cash Advance is a loan and requires an expense report to be created in Emburse to process the expenses within 30 days regardless of the type of request made.

Cash Advance: Student Travel

Step 1: Before Traveling

To request a Cash Advance for Travel expenses, create and submit a PRE-APPROVAL in Emburse at least ten days before traveling using the following instructions:

  1. Create PRE-APPROVAL to request Cash Advance
  2. Report Name / Destination
  3. Report Type: Select Travel
  4. Start/End Date
  5. Business Purpose
  6. Traveler Type – Select Student Domestic
  7. Encumber Funds: Select Yes
  8. Enter amount requesting
  9. Description: business purpose and reason why credit card is not an option
  10. Check the Box “I hereby understand and accept my responsibilities as fund custodian“
  11. Enter the allocation account number
  12. Select Save
  13. Select Submit

Step 2: After TRAVEL IS COMPLETED

Next, complete the following steps within 30 days after travel is completed:

  1. Create a second EXPENSE REPORT to expense the Cash Advance
  2. Report Name
  3. Report Type: Select Student Travel
  4. Start/End Date
  5. Business Purpose
  6. Duty Point
  7. Traveler Type: Select Student Domestic
  8. Student Travel Type: Select most appropriate type in the drop-down options
  9. Select the IMPORT PRE-APPROVAL REPORT
  10. Select Save
  11. Add Expenses / Select CASH ADVANCE
  12. If returning funds: Select Cash Advance Return
  13. Add additional card charges and out-of-pocket expenses as usual
  14. Attach the receipts and other documents necessary
  15. Enter the allocation account number(s)
  16. Select Save
  17. Select Submit

Cash Advance: Non-Student Travel

Step 1: Before the Event

To request a Cash Advance for Non-Travel expenses, create and submit an expense report in Emburse at least ten days before the event using the following instructions:

  1. Create EXPENSE REPORT to request Cash Advance
  2. Report Name
  3. Report Type: Select Cash Advance
  4. Start/End Date
  5. Business Purpose
  6. Select Save
  7. Add Expenses / Select +Create New
  8. Select Cash Advance Request
  9. Enter amount requesting
  10. Description: business purpose and reason why credit card is not an option
  11. Check the Box “I hereby understand and accept my responsibilities as fund custodian“
  12. Enter the allocation account number
  13. Select Save
  14. Select Submit

Once the approved expense report has been received, it will be processed in FAMIS. For your convenience, it is recommended to receive the Cash Advance via ACH; however, a check option is available.

Step 2: After the Event

Next, complete the following steps within 30 days after the event:

  1. Create a second EXPENSE REPORT to expense the Cash Advance
  2. Report Name
  3. Report Type: Select Non-Travel
  4. Start/End Date
  5. Business Purpose
  6. Traveler Type: Select Student Domestic
  7. Student Travel Type: select most appropriate type in the drop-down options
  8. Add Expenses / Select +Create New
  9. Select Cash Advance
  10. If returning funds: Select Miscellaneous / Select Cash Advance Return
  11. Add additional card charges and out-of-pocket expenses as usual
  12. Attach the receipts and other documents necessary
  13. Enter the allocation account number(s)
  14. Select Save
  15. Select Submit

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