Issuing Travel and Research Cash Advances
The
Cash Advance Form
and an Internal Billing e-doc, will make up the advance request.
Please note that Pre-trip authorization is required for anyone traveling on behalf of Michigan State University regardless of reimbursement source or lack thereof.
Procedure
- The advance recipient prepares a Cash Advance Form (CAF) detailing the amount and purpose of the advance.
- A department e-doc initiator (the advance recipient, the account Fiscal Officer (FO),etc.) will complete an Internal Billing (IB) e-doc to charge the $15 advance fee expense to a department account string (object code 6489) and record income to account number XT022906, object code 4050.
- In the ‘Description’ field of the IB, the initiator is required to enter “Advance - LastName”.
- In the ‘Explanation’ field of the IB, the initiator is to include a brief reason for the advance request.
- The initiator is required to attach the completed CAF to the IB.
- The IB will automatically route for approval to the FO on the account charged (except if the FO is also the initiator). The FO’s approval of the IB approves both: 1) the $15 advance fee; and 2) the cash advance amount noted on the CAF. (Please Note: If the FO is the advance recipient, the IB must be approved by the FO delegate. Additionally, if the travel advance will be for $25,000 or more it must be ad hoc routed to the AVP/Dean/Associate or Assistant Dean/College Budget Officer for approval.
- Once the IB has been fully approved, Accounting will issue the promissory note and attach it to the original IB document. If the advance is for a non-MSU employee, a wire transfer form will also be attached. The initiator of the IB will be notified via e-mail that that the promissory note is ready.
- The initiator will obtain the signature of the advance recipient on the promissory note and e-mail it, along with the wire transfer form if needed, to accounting@ctlr.msu.edu.
- Accounting will facilitate issuance of the advance via Disbursement Voucher (DV) and payment will be processed in one of two ways:
- Active MSU employees, including student employees will receive their advance in the same manner that they receive their payroll payments – via direct deposit, pay card, or check.
- Non-MSU recipients will receive their advance via wire. Payment via wire requires the wire transfer form described in step 7.