Centralized Business Services

Cash Advances

Topics: Requests for Participant Study | Requests for Travel

Requests for 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.
• The individual receiving/using the cash advance must have an active appointment during the period that the cash
   advance will be used.

Procedure

• Use the Summary Reconciliation Sheet to document payments of more than $600 per calendar year to individual
   research subjects and survey participants.
• The Individual Receipt Form should be accompanied by the Summary Reconciliation Sheet.
• The Multiple Participant Receipt Form should be used to document payments of less than $600 per calendar year to
   individual research subjects and survey participants.
• 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.
• Submit all paperwork for the reconciliation to CBS as soon as possible, once the study is complete.

Request for 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.
• Please let CBS know if you plan to purchase any equipment prior to, or during, travel.
• Please let CBS know if you will be staying in non-commercial lodging while traveling, as an approved exception will be
   required.
• The individual receiving/using the cash advance must have an active appointment during the period that the cash
   advance will be used.
• The default method for cash advance payments is check pick-up at MAI 132. If the traveler requires direct deposit, please
   let CBS know immdiately so the proper notification is included in the request.

Procedure

• CBS will contact you if any required documentation is missing.
• Once the request has received all necessary approvals, and has routed to the Office of Accounting, a copy will be
   uploaded to Box.
• When the check is ready for pick-up at MAI 132, the cash advance recipient or person indicated on the survey form will be
   notified.
              - 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.
• If you will be paying a consultant while traveling, you will need to obtain a receipt showing the amount paid, the
   consultant's name, the date, the purpose of payment, and the consultant's signature.
• If the total of receipts is less than the total funds requested, the University requires a check 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.
• Travelers will need to complete a word document or excel spreadsheet indicating the expense type for each receipt,
   including name of vendor, date, amount, etc…
• All receipts & documentation should be submitted to your department office or CBS group within 14 days of the traveler's
   return date.
• CBS will calculate the currency conversion using Oanda.com.
• CBS will contact you if additional information is required for the reconciliation.

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