TUC Sponsored Programs

Advances

Summary

Type of Expenditure:
Advances

Applies To:
Faculty and staff working on a Sponsored Program

Request Form:
Check Request

Responsible To Initiate:
Employee (Faculty or Staff)

Required Signatures:
Principal Investigator (or authorized signer) and recipient of advance

Time Of Submission:
At least 5 days before the advance is needed.

Minimum / Maximum:
Minimum $100
Maximum: 75% of expected actual expenditure

Submit To:
The University Corporation

Clearing:
30 days of completion of travel / actual expenditure

Limitations:
Only one advance per person at a time

Denial:
Outstanding uncleared travel advances

Regress:
If not cleared after 90 days of travel or actual expenditure full deduction from any payables to employee, including salary

Responsibilities Pl:
-Instruct employees to collect & retain receipts
-Ensure that event for actual expenditure happened (trip, conference)
-Ensure that employees clear advances within 30 days of event
-Accountable for uncleared advances

Applicability

Advances are provided to employees in the following circumstances:

Advances of cash to an individual for any reason

Advances to a vendor for items that will be purchased at the vendor's store (where we require the receipt to be returned after the purchase)

The reimbursement of funds for the purchase of an airline travel is considered an advance as long as the flight has not yet taken place. This procedure is to ensure that the person will use the ticket for the intended purpose and not exchange it for a different flight.

The following payments are not to be treated as advances:

Payments to companies as long as a receipt is provided from the vendor that he received the funds Advance registration fees for conferences, trade-shows, seminars and training courses Prepayments of hotel rooms

Objective of the Procedure

This procedure is intended to define the handling of advances within The University Corporation (TUC).

Definition of Advance

Definition
Advances are provided to individuals in the following circumstances:

  • Advances for a specific event such as gift cards or incentives for participants in a research study, or for projected program costs.
  • Advances connected to travel related expenses such as airline tickets, meals, lodging, rental cars, etc.
  • Advances for conference registration fees, trade-shows, seminars and training courses.

All advance requests must include a detailed justification including budget and authorized signatures.

Procedure

TUC asks all individuals when possible, to use their TUC purchase cards or personal credit cards to pay for travel expenses in lieu of requesting advances. TUC's practice is to reimburse travel expenses as quickly as possible with submission of required documentation.

Employee/Principle Investigator

- Determines need for and of advance
- Prepares Advance Request Form
- Obtains requires authorization

-Submits compeleted Advance Request Form with detailed estimate of the expenses to TUC-Accounts Payable

The University Corporation – Accounts Payable

- Verifies all required information is provided and advance amount is within policy
- Enters required information into advance log
- Forwards Advance Request Form to TUC - Sponsored Programs

The University Corporation – Sponsored Programs

- Verifies availability of funds
- Verifies signature authorization
- Returns approved Advance Request Form to TUC - Accounts Payable

The University Corporation – Accounts Payable

- Records expense information as detailed on Advance Request Form
- Generates check and forwards to employee or Principal Investigator

Employee/Principal Investigator

- Spends money for intended reason and collects receipts
- Employee prepares Travel Expense Claim form with receipts attached and sends to TUC-Accounts Payable
- Principal Investigator prepares reconciliation log reflecting names, amount, and signatures of
participants who received money/incentives and forwards to TUC - Accounts Payable

The University Corporation – Accounts Payable

- Verifies accuracy and eligibility of expenses
- Clears the advance and updates the advance log

Request for Advance

Individuals may request an advance via a completed Advance Request Form with the proper authorization. The signature of the person receiving the advance must be on the Advance Request Form. The Advance Request Form must be submitted to TUC at least 5 days before the advance is needed. The amount of the requested advance cannot exceed 75% of the expected total expenditure for employees and Principal Investigators. Students are eligible for advances up to 100% of the expected expenditure amount.

Advances should not be less than $100.

The advance must be refunded immediately when a trip is cancelled or postponed.

Proof of Expenditures / Clearing of Advance

Within 30 days of the completion of their travel or occurrence of the actual expenditures, individuals must submit a completed Travel Expense Claim form or Principal Investigators must submit a log and reconciliation of monies disbursed. The log must include the names and signatures of the people receiving the incentive or advance. All original receipts, including those receipts pertaining to the advance amount must be attached to the expense claim form. The expense claim form or reconciliation log will be matched with the travel advance request and an amount due to or from the employee/Principal Investigator will be calculated.

Limitations and Recovery

Limitations on Advances

Only one advance per person may be outstanding at any given time. Un-cleared advances will result in further requests for advances being denied.

Recovery

In the event an employee does not submit an Expense Claim Form within 90 days from when the trip or activity is expected to be completed, TUC will initiate proceedings for the recovery of the outstanding advance.

The employee's written permission must be obtained before an outstanding advance can be deducted from wages or from any other amounts due the employee. If the employee's consent cannot be obtained, TUC may recover the debt through a collection agency.

Responsibilities

Responsibilities of the Project Director

Project Directors are responsible for communicating the procedure for advances to all employees seeking an advance and for ensuring compliance.

It is the responsibility of the Project Director to ensure that employees attend the seminars, conferences, tradeshows and training for which they received an advance.

The Project Director must ensure that individual advances are cleared with TUC within 30 days of the actual expenditure.

Additionally, it is the responsibility of the Project Director to ensure that all advances within a project are cleared before the end of the project. The Project Director will be held accountable for any advances that are not cleared and therefore not reimbursed by the grantor.

Responsibilities of TUC-Sponsored Programs

When approving Check Requests, Purchase Orders, and any salary payments, Sponsored Programs personnel must consider any outstanding advances within the project.

TUC-Sponsored Programs will assist TUC-Accounting in contacting Project Directors regarding un-cleared advances.

TUC-Sponsored Programs will ensure that all advances are considered before a project is closed by reviewing the outstanding advance log. During the closing process, Sponsored Programs personnel will contact the Project Director and inform them about any un-cleared advances.

Responsibilities of TUC-Accounting

TUC-Accounting personnel will track and monitor the timely clearing of all advances. Accounting personnel will maintain and monitor the advance log. The advance log is accessible by TUC-Sponsored Programs for additional control purposes. The Associate Director of Accounting will review the advance log on a monthly basis to ensure adherence with the TUC advance procedure.