If you are an employee, student, guest, or faculty member and need a cash advance for a business related trip, you can submit a request based on your relationship with the university.
Employee Travel Cash Advances
Employees in need of a cash advance are responsible for submitting their own request using Concur. If you are new to the process, you might find the Request or Approve Cash Step-by-Step Procedure (PDF) published by Procurement helpful.
Employees must request an advance within 30 days before departure. Cash advances for less than $1000 should be limited to employees with a compelling financial need.
Cash advances must be approved by the employee’s immediate supervisor or higher administrative authority. For amounts $5,000-$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 of $10,000 or more require approval from a chancellor, vice chancellor, vice president, major university director, or senior university officer.
Concur cash advance requests route to the Accounting Customer Service Team at the SSC for final validation. For questions regarding your Concur Cash Advance approval, please call 734-615-2000, press 3, press 4 or email us.
Upon return, cash advances obtained through Concur must be reconciled in Concur for a final accounting. To ensure the most timely and accurate processing, please include the following information in your report submission:
- Note that expenses are related to a cash advance.
- Attach receipts and related supporting documentation.
- Include business purpose(s) and ShortCode(s).
Concur Cash Advances are reconciled by the SSC Travel & Expense Team. For questions and/or assistance with reconciling your cash advance in Concur, please email the Travel & Expense Team
Non-Employees (Students and Guests)
Students may request a cash advance using the Non Employee Cash Advance form. The completed form must be approved by their university sponsor and returned to the Cashier’s Office or the U of M Credit Union for review and approval. The Non-Employee form must include an “advance number” provided by their department. Advance minimum for is $100 for students, post docs, research fellows and house officers. The university cashier office limit for student advances is $1000. For advances in excess of $1000, the completed form should be presented at the UM Credit Union. If you have questions regarding non-employee cash advance approvals, please contact the Cashier’s Office.
Please note, if a student has a Concur profile due to an appointment with the university, the cash advance should be requested via Concur instead of through the Cashier’s Office. Review the section on “Employee Travel Cash Advances” above for more information.
Guests may request a cash advance using the Non Employee Cash Advance form. The completed form must be approved by their university sponsor and returned to the U of M Credit Union for review and approval. Cash Advance requests for guests must be picked up by an employee sponsoring the guest. The Non-Employee form must contain an “advance number” provided to by their department. Advance minimum for guests is $300. If you have questions regarding non-employee cash advance approvals, please contact the Cashier’s Office.
Reconciling Non-Employee Advances
Expenses related to the cash advances are reported using a Travel and Business Hosting Expense Report (TBHER) Form (Guest/Student.Once all expenses are reported, any remaining amount must be returned to the university. The affiliated unit can deposit the funds to the same chartfields from which the advance was issued, attaching a copy of the cash receipt ticket to the report. The report should be submitted no later than 45 days of the return date of travel. If you have questions about reconciling a non-employee cash advance, please call the Shared Services Center at 734-615-2000, press 3, press 3, or email us.
Lump Sum Advances
Lump Sum Advances are a special type of cash advances for eligible Faculty or Graduate Students conducting research predominantly outside the country and may include expenses not related to travel. In limited circumstances, university employees may obtain a lump sum advance for certain allowable costs that cannot be paid through the university’s typical procurement processes.
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 send all relevant receipts to the SSC Travel & Expense Team for reconciliation in Concur. Any funds that were not spent should be paid back to the university.
Lump Sum Advances are reviewed and approved in Concur by the Accounting Customer Service Team at the SSC. For questions regarding lump sum approvals, please call 734-615-2000, press 3, press 4 or email us.
Lump Sum Advances are reconciled in Concur by the SSC Travel & Expense Team. For questions regarding lump sum reconciliation, please call the Shared Services Center at 734-615-2000, press 3, press 3, or email us.
If there is a reason that a lump sum request cannot be processed through Concur, please contact the Accounting Customer Service Team at the SSC by calling 734-615-2000, press 3, press 4 or email us.