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Prepayments

Conditions and instructions for acceptable Prepayment Methods

Travel Card Prepayments (Preferred Method)

Use your UC Davis Travel Visa card (Travel card) as needed to make payments in advance of a trip to vendors that accept credit cards. Payments made on the Travel card in advance of the trip should be paid within 30 days of the expense.

Travel card prepayments are reconciled using the AggieTravel Expense document:

  1. Create expense report using the actual future trip/event dates.
  2. Associate the imported credit card transaction to the report.
  3. If necessary, itemize the transaction.
  4. Apply account allocation to the expense.
  5. Ensure that the report includes only imported Travel card expenses.
  6. Attach required receipts/documentation.
  7. Submit report.

Vendor Prepayment

Prepayments are allowed to vendors when:

  • Payment is due within 30 days and vendor does not accept credit cards, or
  • Payment is due within 2 weeks and traveler does not have a Travel card
  • Traveler is required to apply for a Travel card

Prepayments are issued with the KFS Disbursement Voucher document (DV), using the EEV, TEV or REG payment reason code

  • Attachments required: TEV or EEV form, invoice from vendor, proof of Travel card application, if applicable

Prepayments are not reconciled in AggieTravel, but the DV document # must be referenced on the AggieTravel report header in the Related Reports field.


Employee Travel Card Cash Advances

Cash advances on the Travel card are allowed when:

  • The travel requires special handling, such as foreign travel, group travel for athletics, bowl games, student groups, etc., or
  • Advance is needed within two weeks, or
  • Employee has paid an expense out of pocket and cannot wait until after the trip to be reimbursed.

Airfare is not permitted as a cash advance, except by exception request. All airfare for UC travel should be booked through AggieTravel or Connexxus travel agencies, which permit direct billing to the UC.

Travel card cash advances are issued from any major bank’s ATM or teller using the Travel card and associated PIN (advance limits can be increased upon request to the Travel Help Desk). 

Travel card cash advances are reconciled using the AggieTravel Expense document:

  1. Create expense report.
  2. Associate the imported credit card transaction to the report.
  3. If necessary, itemize the transaction.
  4. If unused cash remains:

This option is not yet available - see next option

  • Process a CR document to return the extra cash.
  • Reference the employee ID of the traveler as the project code and the department’s charge account on the CR.
  • Apply any unused cash advance to the “Travel Card Cash Advance Return” expense type and enter the CR document # on the expense entry,

-OR-


Employee Cash Advances

Cash advances are allowed to employees within 30 days of the trip/event start date or if the expense has already been paid, and one of the following is true:

  • The travel requires special handling, such as foreign travel, group travel for athletics, bowl games, student groups, etc., or
  • Advance is needed within two weeks and traveler does not have a Travel card
  • Traveler is required to apply for a Travel card.

Airfare is not permitted as a cash advance, except by exception request. All airfare for UC travel should be booked through AggieTravel or Connexxus travel agencies, which permit direct billing to the UC.

Cash advances are issued through the AggieTravel Request document:

  1. Create request and complete request header fields.
  2. Indicate a cash advance amount and enter a cash advance justification.
  3. Add at least one expense to the request expense tab.
  4. Allocate a department charge account.
  5. Attach any required receipts/documentation.
  6. Submit request.

The Request will route to the Fiscal officer then department approver and finally to Accounts Payable, who will review and approve the Request if the conditions for an employee cash advance are met. Once approved, the cash advance will be issued via check or direct deposit.

Cash advances are reconciled using the AggieTravel Expense document:

  1. Create expense report.
  2. Associate the cash advance to the report.
  3. Add expense entries onto the report, itemize if necessary.
  4. If unused cash remains:
    • Process a CR document to return the extra cash.
    • Reference the employee ID of the traveler as the project code and the Travel account (3-1121500) on the CR document - Cash Receipt document (typically processed by your department)
    • Apply any unused cash advance to the Cash Advance Return expense type
    • Enter the CR document # on the Cash Advance Return entry
    • Attach the CR document as a receipt

Non-Employee Cash Advances

Cash advances are allowed to non-employees within 30 days of the trip/event start date or if the expense has already been paid

  • Guest airfare should be booked through AggieTravel
  • Guest lodging should be booked through CTS Hotel Agreements
  • Guest transportation and conference registration can be paid by a host using their Travel card

Cash advances are issued through the AggieTravel Request document:

  1. Act as their delegate.
  2. Create request and complete request header fields.
  3. Indicate a cash advance amount and enter a cash advance justification.
  4. Add at least one expense to the request expense tab.
  5. Allocate a department charge account.
  6. Attach any required receipts/documentation.
  7. Submit request.

The Request will route to the Fiscal officer then department approver and finally to Accounts Payable, who will review and approve the Request if the conditions for an employee cash advance are met. Once approved, the cash advance will be issued via check or foreign bank wire.

For foreign bank wires, the Non-Employee's Profile Expense Information screen Reimbursement Method field must be 4. Bank Draft/Wire Transfer.

Cash advances are reconciled using the AggieTravel Expense document:

  1. Act as their delegate.
  2. Create expense report.
  3. Associate the cash advance to the report.
  4. Add expense entries onto the report, itemize if necessary.
  5. If unused cash remains:
    • Process a CR document to return the extra cash.
    • Reference the employee ID of the traveler as the project code and the Travel account (3-1121500) on the CR document - Cash Receipt document (typically processed by your department)
    • Apply any unused cash advance to the Cash Advance Return expense type
    • Enter the CR document # on the Cash Advance Return entry
    • Attach the CR document as a receipt