Cash advances are travel-related payments made before a trip begins. They should be used sparingly.

Cash advances are allowed when:

• The travel requires special handling, such as foreign travel, group travel for athletics, bowl games, student groups, etc.

• ​Employee Travel Card Cash Advances
• Non-Employee Cash Advances
• Reconcile a Travel Card Cash Advance
• Reconcile a Cash Advance

Employee Cash Advances

Travel Card

Employees that have a UC Travel Card should get a cash advance directly from any major bank's ATM with the associated PIN. 

There is a 2.5% or $2 minimum/$10 maximum fee for each cash advance. The cash advance limit is 20% of the card limit. Advance limits can be increased upon request.  

Cash Advance Request in AggieExpense

Use the AggieExpense Request form to prepare and submit a cash advance request.

Cash advances are allowable for employees:

• within 30 calendar days of the trip/event start date, and
• if the employee does not have a Travel Card.
  • Employees are required to apply for a Travel Card if they are traveling on UC business at least once a year, or paying for event expenses as a regular part of their job.  

1. The user creates a travel request in AggieExpense that includes a Cash Advance 
2. Once submitted, the request routes for approval. 
   • Traveler → Fiscal Officer → Department Approver 
3. Once approved, the cash advance request is sent to a Cash Advance administrator in Accounts Payable who either issues it or returns it to the employee (for example, if additional information is needed). 

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

Non-Employee Cash Advances

The sponsoring department should pay for airfare, lodging, and transportation for the guest...

• Guest airfare should be booked through AggieExpense.
• Guest lodging should be booked through Preferred Booking Program, Hotel Agreements.
• Guest transportation and conference registration can be paid by a host using their Travel Card.

Guests can be reimbursed for out of pocket expenses once the trip concludes. If paying up front would cause a financial hardship for the traveler, then a cash advance can be requested. Cash advances are allowed within 30 calendar days of the trip/event start date. 

Reconcile a Travel Card Cash Advance

1. Create an expense report in AggieExpense.
2. Assign the imported credit card transaction to the report.
3. Use Expense Type - Travel Card Cash Advance.
4. Itemize the expense to show how the money was spent.
5. If unused cash remains, use Expense Type - Travel Card Cash Return. 
   • The traveler writes a check to UC Regents in the amount of the unused funds. The traveler's business office deposits the check using CashNET. The deposit should credit the department’s account – the one that is used on the AggieExpense Report to reconcile the cash advance.
   • The expense form in AggieExpense will require the CashNET deposit number be entered. Use object code 200R when processing the CashNet deposit.
   • Attach a copy of the CASHNet deposit as the receipt. 

Reconcile a Cash Advance

1. Create an expense report in AggieExpense.
2. Assign the cash advance to the report. Click Details → Cash Advances → Available. The Cash Advances window appears.
3. Select the check box for the cash advance that you want to associate with the current report.
4. Click Assign Cash Advance to Report.
5. Add expense entries onto the report, itemize if necessary.
6. If unused cash remains, use Expense Type - Cash Advance Return. 
   • The traveler writes a check to UC Regents in the amount of the unused funds. The traveler's business office deposits the check using CashNET. The deposit should credit the department’s account – the one that is used on the Expense Report to reconcile the cash advance.
   • The expense form in AggieExpense will require the CashNET deposit number be entered. Use object code 200R when processing the CashNet deposit.
   • Attach a copy of the CASHNet deposit as the receipt.