If you are an employee or faculty member and need a cash advance due to a trip you are taking, you may request a Travel Advance or a Lump Sum Advance. You can determine which kind of cash advance is appropriate based on the information below.
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A Travel Advance is an advance of cash that will be used to cover U-M travel-related expenses and is requested through Concur. The employee that is in need of the cash is responsible for completing their own requests. If you are new to the process, you might find the Request or Approve Cash Step-by-Step Procedure (PDF) published by Procurement helpful.
After the Trip
Travel Advances obtained through Concur must be reconciled through the Concur system. Email us to request a Concur report. To help ensure we process your request in a timely manner, we have provided this checklist for you:
- Note that expenses are related to a cash advance.
- Attach receipts and related documentation.
- Include business purposes and ShortCode(s).
Lump Sum Advances
Lump Sum Advances are special cash advances that a Faculty member receives when traveling predominantly outside of the country for research with students, and are for expenses not necessarily related to travel.
U-M SPG detailing Lump Sum Advance policy.
Mail the completed form to Wolverine Tower as indicated on the form. (Please complete both of these tabs on the form: Lump Sum Request tab and Promissory Note tab.)
To ensure adequate time for processing, requests for Lump Sum Advances should be submitted two weeks prior to the date the funds are required.
After the Trip
Once the advance is received, the Faculty member must keep record of all receipts in order to account for how the cash is spent. Once they return from the trip, please attach receipts along with the Lump Sum Advance Voucher. Any funds that were not spent should be paid back to the university. Mail the Lump Sum Advance Voucher and the attached receipts to:
Wolverine Tower Mail Room
3003 S. State Street
Ann Arbor, MI 48109
Employees may request an advance within a reasonable period of time before an authorized business trip or hosted event. However, since reimbursement only takes a few days once approved by the unit, cash advances should be limited to employees with a compelling financial need.
The employee’s immediate supervisor or higher administrative authority must approve the cash advance request. When the amount is greater than or equal to $5,000 and less than $10,000, additional approval is required by one of the following:
- a department chair of an academic unit
- a department manager of a non-academic unit
- the senior university officer responsible for the fund charged
Cash advances equal to or greater than $10,000 require approval from a chancellor, vice chancellor, vice president, major university director, or senior university officer.
A cash advance cannot be used to pay per diem in advance.
Non-Employees (Students and Guests)
Cash advances for students must be approved by their university sponsor. The request must also be approved by the sponsor’s higher administrative authority, and requires the same approval procedures as if the university sponsor had requested the advance. Students may receive cash from the university cashier’s office. The cash advance request form for non-employees must be completed and signed in order to obtain the advance.
Cash advances for university guests follow the same approval procedures as for students. However, a university employee must pick up the cash or check at the cashier’s office on behalf of the guest. The cash advance request form for non-employees must be completed and signed in order to obtain the advance.