Controller s Office General Accounting Cash and Travel Advances. March 8, 2018
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1 Controller s Office General Accounting Cash and Travel Advances March 8, 2018
2 Discussion Topics Supplier Setup Cash Advance Request Cash Advance Settlement Team Travel Advances Grant Cash Advances Travel Advance Request Travel Advance Settlement Additional Resources for Help
3 Supplier Setup Required Each recipient of a cash advance must be setup as a supplier in the Supplier File in advance of the payment. Use the navigation below to search the Supplier File. Main Menu > Suppliers>Supplier Information>Add/Update> Review Supplier Use the Find an Existing Value tab to search for the supplier name.
4 Supplier Not Found If your supplier is not found, it must be added by completing one of the following forms found on the Controller s website. IRS W-9 (Domestic) IRS W-8 BEN (International Individual) IRS W-8 BEN E (International Entity) Entities using Federal Identification Numbers (FEIN) may be ed to APSupplr@mailbox.sc.edu Those using Social Security Number (SSN) must be sent via fax to
5 Timeframe for Supplier Setup Suppliers are setup as received Usually within 2 business days once appropriate documentation is received. Use the Find an Existing Value tab to search for the Supplier in PeopleSoft to check if the supplier setup is complete. The navigation is: Main Menu > Suppliers > Supplier Information > Add/ Update > Review Suppliers
6 Steps to Request a Cash Advance Each individual requesting a cash advance must be submitted separately at least 7 10 days in advance. Complete the Request for Cash Advance form. All information and justification to support the Cash Advance payment must be included on this form. The form and supporting documentation should be scanned in order to get attached to the Payment Request.
7 Location of Cash Advance Request and Settlement Forms The website link is
8 Location of Cash Advance Request and Settlement Forms Cont d The website link is
9 Sample Request for Cash Advance Form
10 Steps to Request a Cash Advance Cont d Submit a Payment Request in PeopleSoft. Main Menu > Employee Self Service > Payment Request Center Use Account code for cash advances and gift cards. Be sure to include any special instructions, such as Hold for Pick Up in the Comments section of the Payment Request. Attach the completed Request for Cash Advance form to the Payment Request. Once the Payment Request is approved the payment will be created by Accounts Payable.
11 Steps to Complete a Cash Advance Settlement All cash advances must be settled within 30 days of the ending period for which the advance was issued. The custodian of the funds must complete a Cash Advance Settlement form and supply the required documentation. When completing the form ensure that you: Use correct account code for cash and gift cards. Attach all receipts. Provide a list of participants in the program (if applicable). Provide a list of all gift card recipients. (If over $50, you must also provide a W-9 for each gift card recipient.)
12 Sample Cash Advance Settlement Form
13 Steps to Complete Cash Advance Settlement Cont d Ensure remaining funds are deposited with the Bursar s Office using the Deposit procedures in PeopleSoft and Account Code Be sure to include the Deposit Transmittal form. all the items mentioned to: cashadvc@mailbox.sc.edu
14 Team Travel Advances The steps for requesting Team Travel Advance are the same as the regular cash advance, the only difference is the Account Code on the Request form, Payment Request and Settlement form. Use Account code The Settlement process for this type of advance is also the same.
15 Grant Cash Advances The steps to request a cash advance from a grant are the same as a regular cash advance. The only difference is the Account Code on the Request form, Payment Request and Settlement form. Use Account code instead. The Settlement process for this type of cash advance is also the same.
16 Steps to Request a Travel Advance Prior to submitting a Payment Request for a Travel Advance, the TA must be on file in the Travel Office. Travel Advances are issued primarily for student travel; employee travel advances may be granted in certain circumstances with Controller s Office approval. Each Travel Advance Payment Request must be submitted separately at least 7 10 days in advance.
17 Location of Travel Advance Request and Settlement Forms The website link is
18 Location of Travel Advance Request and Settlement Forms Cont d The website link is
19 Sample Request for Travel Advance Form
20 Completing the Travel Advance Form Complete the Request for Travel Advance form (separate from regular cash advance form). All information and justification to support the Travel Advance payment must be included on this form. When submitting a TA for multiple students, you must designate a custodian for the cash advance. The form and supporting documentation should be scanned in order to get attached to the Payment Request.
21 Steps to Request a Travel Advance Cont d Submit a Payment Request in PeopleSoft. Main Menu > Employee Self Service > Payment Request Center Use Account code Be sure to include any special instructions, such as Hold for Pick Up or Time Sensitive in the Comments section of the Payment Request. Attach the completed Request for Travel Advance form and a copy of the TA to the Payment Request. Once the Payment Request is approved the payment will be created by Accounts Payable.
22 Steps to Complete Travel Advance Settlement All travel advances must be settled within 7 days of the trip completion for which the advance was issued. The custodian of the funds must complete a Cash Advance Settlement form and supply the required documentation. When completing the form ensure that you: Use correct account code Attach all receipts and settlement form to the Travel Reimbursement Voucher.
23 Steps to Complete Travel Advance Settlement Cont d Ensure remaining funds are deposited with the Bursar s Office using the Deposit procedures in PeopleSoft and Account Code (Be sure to include the Deposit Transmittal form.) Mail all the items mentioned to the Controller s Office, Attn: Travel Dept.
24 Sample Travel Advance Settlement Form
25 Resources
26 Controller s Website General Accounting: Procedures and Forms for many processes with more being added regularly.
27 Addresses Contact Us: Additional Contact Us Address for Tax will be established.
28 Questions
29
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