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NOTE: THIS IS FOR THOSE WHOSE ON DEAN’S OFFICE ACCOUNT AND/OR FOR DIRECT REPORTS TO THE DEAN

Requirements:

  • If using CNS Dean’s Office account, please review process below on what and how to submit.
  • 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 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.
  • If you plan to request simultaneous cash advances for a traveler, please contact CNS Business Services [bservices@cns.utexas.edu].

Reconciliation upon Return:

  • Travelers will need to complete a Cash Advance Reconciliation Form indicating the expense type for each receipt, including name of vendor, date, amount, etc…
  • All receipts & documentation should be submitted to CNS Business Services [bservices@cns.utexas.edu] within 14 days of the end date.
  • Traveler needs to include the currency conversion using Oanda.com.
  • CNS Business Services will email you if additional information is required.
  • Please include the following for your reconciliation:
    • all receipts
    • spreadsheet with all applicable fields completed
    • the VE5/RTA coversheet
    • AIS for any participant payments
    • Restricted Regions approval (if applicable), Foreign Travel on State Funds (if applicable)
  • If receipts are in a language other than English, please provide thorough and accurate translations
  • Bservices will review and return with approval signature to traveler

Traveler to coordinate with TRAVEL SECTION CASH ADVANCE DESK for final RECONCILIATION

  • Please include the following for your reconciliation:
    • paperclip all receipts and place in an envelope
    • spreadsheet with all applicable fields completed
    • the VE5/RTA coversheet
    • AIS for any participant payments
    • Restricted Regions approval (if applicable), Foreign Travel on State Funds (if applicable)
  • Please do not tape, highlight, or staple receipts. If receipts are in a language other than English, please provide thorough and accurate translations
  • For additional information, please see Handbook of Business Procedures-Section 11.4

 


                                                                                                                                         Last Updated: 11 April 2017