Long-Term Travel Cash Advances

OVERVIEW

A University of Missouri-St. Louis employee traveling on university business outside the United States for a period of one to six months may obtain a long-term travel cash advance.

RESTRICTIONS

A long-term travel advance may be issued only to those employees of UMSL who

are in "Active" payroll status - AND -
will be traveling on university business OUTSIDE of the United States - AND -
will be traveling for a period of one to six months

Travelers requesting an advance must

submit their request using the online PeopleSoft Travel and Expenses system's Cash Advance feature
request funds only for university related travel expenses that will be submitted for reimbursement
repay the advance within 21 calendar days after completion of the trip

PROCEDURES

Log onto the PeopleSoft Travel and Expenses system
Select:
- Employee Self-Service > Travel and Expense Center > Cash Advance > Create
Complete the fields on the form as follows:
- GENERAL INFORMATION section...
  - Description: Destination
  - Business Purpose: Select correct purpose from the drop-down list
  - Comment (All of the following information must be included in this section):
    - Departure Date
    - Date of Return
    - MoCode or Department that will be reimbursing expenses
    - Detailed purpose of trip
- DETAILS section...
  - Source: Select ACH from the drop-down list
  - Description: Type in "Long term advance"
  - Amount: Total amount of cash advance requested
Click the "Submit" button to transmit your request
The traveler's HR Supervisor will receive email notification of the request
The HR Supervisor must log onto the PeopleSoft Travel and Expenses system in order to approve the Cash Advance
Once approved by the HR Supervisor, the Office of Finance will receive email notification of the request
The Office of Finance will
- review the form for completeness and compliance with minimum requirements for an advance
- obtain the approval of the appropriate Department Chair, Dean, or Director (if different from the HR Supervisor)
- obtain the approval of the Provost/Vice Chancellor for Academic Affairs
- attach the additional approvals to the Cash Advance
- affix final approval to the Cash Advance
The traveler will receive an automated email confirming final approval of the cash advance
The traveler will receive a second automated email from PeopleSoft when payment of the advance has been processed

FREQUENTLY ASKED QUESTIONS

Q.	How long will it take to receive my advance?
	Because additional approvals must be obtained, and banking systems vary in the number of days it takes to transmit a payment, it is recommended that you allow a minimum of ten working days from the date of HR Supervisor approval.



Q.	Is there a limit on the amount that may be taken out as an advance?
	The advance is limited to the amount of the anticipated expenses that will be reimbursed by university accounts.



Q.	How is the advance repaid?
	Within 21 days of their return, the traveler must prepare an Expense Report (ER) using the PeopleSoft Travel and Expenses module. The traveler will need to "apply" the original cash advance to the ER. If expenses are GREATER THAN the amount of the advance, the traveler will receive reimbursement for the difference. If expenses are LESS THAN the amount of the advance, the traveler must write a check (payable to the University of Missouri) for the difference and deliver the check to the Office of Finance.

CONTACTS

5091 - Linda M. Gatson, Chief Clerk
5092 - Ernest A. Cornford, Director of Finance

Office of Finance

Long-Term Travel Cash Advances