Chrome River - Open and Close an Advance

This article provides step-by-step instructions on 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.

Open a Cash Advance

  1. Click on the +Create icon in the Expense ribbon.
  2. Complete the Header screen information.
    1. Begin the report title with the prefix ADV (example: ADV Italy or ADV Human Subject Photo Study) so they are more easily identified.
    2. Select Cash Advance Request in the Report Type menu.
    3. NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
  3. Click the Save button.
  4. Click +Create New icon to pull up the mosaic tiles.
  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. Select your university location from the drop down.
  8. Enter the Department Name.
  9. Enter the Amount Requested in the Spent field.
  10. If the advance is for a scientific study, check the Human Subject Cash Advance box and enter the study IRB number.
  11. 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.
  12. Please carefully read the policy and custodian responsibility statement.
  13. The advance C-FOP will default in the Allocation field to: C9-F200450-O107000-P107001.
  14. Attach supporting documents if required.
  15. Click the Save button.
  16. Click the green Submit button.
  17. Click the secondary Submit button that appears.

Close a Cash Advance

  1. Click on the +Create icon in the Expense ribbon.
  2. Complete the fields in Header screen.
    1.  Select TCard and Employee Reimbursements in the Report Type field and the relevant choice in Trip Type.
    2. NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
  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 icon to pull up the mosaic 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. Add Attachments – Choose to attach transaction receipt from the Receipt Gallery or Upload Attachments. Click the green Submit button.
  12. Click the secondary Submit button that appears.

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.