ChromeRiver - Open and Close an Advance

To open an advance, an Expense Report (ER) must be created with Cash Advance Request as the Report Type. A second (closing) ER must be created to reconcile expense receipts and the advance is treated as a TCard transaction. The person requesting the advance through the ER will be the person receiving the advance. In other words, if you are requesting an advance for another person, you must create the ER via a Delegate.

To open an advance, an Expense Report (ER) must be created with Cash Advance Request as the Report Type. A second (closing) ER must be created to reconcile expense receipts and the advance is treated as a TCard transaction. The person requesting the advance through the ER will be the person receiving the advance. In other words, if you are requesting an advance for another person, you must create the ER via a Delegate.

Open a Cash Advance

  1. Click on the + Create icon in the Expense ribbon.
  2. Complete the Header screen information.
    1. Enter a unique report title in the Report Title field. Begin the report title with the prefix ADV (example: ADV Italy or ADV Human Subject Photo Study) so they are more easily identified.
    2. Enter a business purpose or justification (including the destination or study name) in the Business Purpose field.
    3. Select Cash Advance Request in the Report Type menu.
  3. Click the Save button.
  4. Click Create New.
  5. Click the Cash Advance Request tile.
  6. Enter the Start and End Dates
    1. For travel, enter the start and end dates of the travel.
    2. For human subjects, enter the start and end dates of the study (limited to 18 months).
    3. For a program, enter the event dates.
  7. Enter the Department Name.
  8. Enter the Amount Requested.
  9. If the advance is for a scientific study, check the Human Subject Cash Advance box and enter the study IRB number.
  10. Enter a note in the Description field and explain how the funds will be spent.
    1. NOTE: Travel advances will not be issued for expenses that can be charged to a Travel Card (TCard).
    2. Please review policy prior to requesting funds.
  11. Please carefully read the policy and custodian responsibility statement.
  12. The advance C-FOP will default in the Allocation field to: C9-F200450-O107000-P107001.
  13. Attach supporting documents if required.
  14. Click the Save button.
  15. Click the Submit button.

Close a Cash Advance

  1. Click on the + Create icon in the Expense ribbon.
  2. Complete the fields in Header screen and select TCard and Employee Reimbursements in the Report Type field and the relevant choice in Trip Type.
  3. Click the Save button.
  4. Click Cash Advance in the E-Wallet.
  5. Select the check box next to the Advance transaction you want to attach.
  6. Click the Add button.
  7. Click the Save button.
  8. Click Create New to access expense tiles.
  9. Add additional Expense Types to document how the funds were spent.
  10. The advance C-FOAP will default in the Allocation field. This must be changed to the appropriate unit C-FOAP.
    1. NOTE: The C-FOP must be a local fund, not a state fund.
  11. Attach receipts.
  12. Click the green Submit button in the lower right corner of the left panel and again in the upper right corner.

Unused Travel Advance Money

  1. In step 9 of Close a Cash Advance (above), chose the tile Cash Advance Return
  2. Complete the required fields.
    1. The advance C-FOP will default in the Allocation field to: C9-F200450-O107000-P107001.
  3. Return the unused money with a completed Advance Closure form to the Bursar's office on your campus. This form can be found in the Reimbursements to Employee Forms section on the OBFS website under Forms.
  4. Tell the cashier that you’re closing an Advance.
  5. Keep the deposit receipt to submit.




Keywords:Open and Close an Advance, ChromeRiver   Doc ID:115107
Owner:Erik O.Group:University of Illinois System
Created:2021-12-03 11:39 CSTUpdated:2021-12-06 09:38 CST
Sites:University of Illinois System
CleanURL:https://answers.uillinois.edu/systemoffices/open-and-close-an-advance
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