Cash Advances, Southeast Missouri State University

Departments must assign a unique Trip# (consisting of 2 letters and 3 numbers - XX###)
Amount allowed is based on Total Expenses to be Paid Directly by Individual
- Employees may request up to 75% of the anticipated out-of-pocket expenses
- Students and Groups may request up to 100%
- Prepaid Expenses may be request up to 100% with a paid receipt
  *$50.00 anticipated expenses is the minimum amount that can be submitted for an advance (75% of $50 = $ 37.50)*
Make sure that the index number(s) to be charged is on the form.
Signatures:
- Must have Individual's and Supervisor's signatures.
- If the Financial Manageris someone other than the supervisor, the Financial Manager must also sign.
- Out of country travel requires VP/Provost level signatures.
- Grant budgets require Grant Accountant signature.
You can request more than one cash advance for the same trip.
Example: You have paid for your airline ticket in advance to get the best rate. You can request two separate checks.
- A check now for 100% reimbursement to cover the cost of the ticket you have already paid.
- A check approximately 3 days before you departure date for 75% of other anticipated expenses.
Please submit your cash advance no later than 10 days prior to travel, send form to Sheri Ponder, Accounts Payable, Mail Stop 3250.
Cash Advances for University Employees are processed via direct deposit.

A Cash Advance for any other individual (e.g. students) are processed in the form of a check, available for pick-up only at the Cashier's Office.

Checks should be written to: Southeast Missouri State University
Complete a Cashier Transmittal Form and return the unused funds to the Cashier's Office.
- Use FOAPAL information from the Cash Advance
- Use the TE # as the description
Include the Cashier Receipt with the Expense Report.

For more detailed information about Travel Authorizations and cash advances, refer to the Policy and Procedure Manual OP 07-02, page 1.