Centralized Business Services

Cash Advances

Topics: Participant Study | Travel

Participant Study

Requests

  • CBS clients, please complete a Cash Advance Request survey.
  • Requests should be submitted to CBS no less than 10 business days prior to the requested check pick-up date/date by which funds are needed (and no more than 30 calendar days prior to that date).
  • The default method for cash advance payments is check pick-up at MAI 132. If you prefer direct deposit, please note this on the survey. 
  • The individual receiving/using the cash advance must have an active appointment during the period that the cash advance will be used, as well as the period immediately following the close of the study.

Reconciliation

  • Record of any payments to study participants must be made in accordance with the information included in the Handbook of Business Procedures.
  • Based on the information in the HBP you will either include Individual Receipt Forms or a Multiple Participant Receipt Form. In either scenario, you will also always include a Summary Reconciliation Sheet.
  • If the total of receipts is less than the total funds requested, the University requires a check, made out to "The University of Texas at Austin", to pay back the unused portion of the cash advance funds.
  • If the total of receipts presented exceeds the total funds requested, you will be reimbursed for any out-of-pocket expenses after the cash advance reconciliation has been completed and approved by the Office of Accounting.
  • All receipts presented must be within the dates noted on the cash advance. Any expenses prior to, or after the dates noted on the cash advance may be disallowed.
  • Please be aware that you must follow all IRB protocol. 
  • Submit all paperwork for the reconciliation to CBS as soon as possible, once the study is complete.

Travel

Requests

  • CBS clients, please complete an online Travel Authorization Request (TAR) per your normal unit procedure/routing, and then complete a Cash Advance Request survey.
  • Cash Advance Requests should be submitted to CBS a minimum of 10 days prior to the requested pick-up date/ date by which funds are needed.
  • CBS will contact you if any required documentation is missing
  • The individual receiving/using the cash advance must have an active appointment during the period that the cash advance will be used, as well as the period immediately following the end date of travel.
  • The default method for cash advance payments is check pick-up at MAI 132. If the traveler requires direct deposit, please note this on the survey or via follow up with CBS.
    • For check pickup:
      • Please bring a photo ID with you when you pick up the check.
      • Checks will only be released to the person named on the cash advance.
    • For direct deposits, a promissory note will be sent to the named requestor for electronic signature.
  • By signing for the cash advance, you are accepting responsibility for keeping all receipts, and repaying any unused portion of the cash advance. 

Reconciliation

  • You are required to submit all receipts and supporting documentation from your travel within 10 business days of your return. You can either submit these to the Administrative Staff in your unit or directly to your CBS team.
  • Travelers will need to complete a word document or excel spreadsheet indicating the expense type for each receipt and include the name of vendor, date, amount, etc. This will help minimize confusion when CBS enters the figures into the UT-required spreadsheet.
  • All receipts presented must be within the dates noted on the cash advance.
  • CBS will calculate the currency conversion using Oanda.com, per UT requirement.
  • CBS will contact you if additional information is required for the reconciliation.
  • Once all information has been entered into the spreadsheet, you will receive a copy via DocuSign to review and sign. CBS will then proceed with obtaining additional approvals.
  • Once the request has received all necessary approvals, and has routed to the Office of Accounting, a copy will be uploaded to Box.
  • If the total of receipts is less than the total funds requested, the University requires a check, made out to "The University of Texas at Austin", to pay back the unused portion of the cash advance funds.
  • If the total of receipts presented exceeds the total funds requested, you will be reimbursed for any out-of-pocket expenses after the cash advance reconciliation has been completed and approved by the Office of Accounting.

**Please be aware it is the traveler’s responsibility to collect and maintain all expenses incurred. If you pay any individuals for service, you are required to obtain a signature on a receipt showing the date, basic info regarding service performed, and amount. Failure to submit receipts may result in out-of-pocket costs to the traveler.


(Please do not tape, highlight, or staple receipts. If receipts are in a language other than English, please provide thorough and accurate translations)