Repayment of Expense Advances for Travel/Other

  1. Submit a record of expenses with documentation on a Travel-Trip Expense Detail (UM 11) and enter the on-line non-po voucher into peoplesoft prior to the date the advance is due. Since the advance was originally charged to the campus Expense Advance account*, the record of expenses with the required documentation will be charged to your departmental account(s), so that number(s) should used on the repayment voucher.
  2. Make the voucher payable to Accounting Services-Expense Advance (Vendor ID #0100017518) and the funds will automatically be returned to the campus Expense Advance account to re-pay the expense advance for the individual. Please state the invoice number as “Repay (Last Name of the individual) Adv” with any other info you would like to add for the invoice number.
  3. Any expenses in excess of the advance should be made payable on a separate voucher to the individiual.  Documentation over $75.00 will be required on both vouchers.  If the receipts need to go on both, then copies are acceptable with an explanation and reference of the other voucher # on the comments panel (prints in the comments box).
  4. Make sure the voucher is signed by a person submitting the expenses, their administrative superior, and someone authorized on the account.
  5. The voucher should be sent to the attention of the Expense Advance Coordinator 325 Jesse Hall.
  6. Excess funds that were not used, should be deposited by Cash Receipt Report to the expense MoCode C4746 - PSAcct 495000. Please state on the CRR who the expense advance re-payment is for. These funds should be deposited immediately upon return from a trip or determination of excess.

Note: Failure to repay an expense advance by the due date will result in the amount being deducted from payroll earnings and the loss of the privilege of expense advances.

Further questions regarding Expense Advances can be made to the Expense Advance Coordinator in the Accounting Services Department.