Accounts Payable

Expenditure is created Is Expense Expense Report

Traveler creates Cash ADV Liabilities Expense Report runs Expense Pay
and Approvers act on Report approved Yes Payments are
Cash Advance are Posted Liabilities are Posted Cycle picking up all
Expense Report for payment? Staged
EX staged payments

Yes No Yes

Approver sends back Expense Report

Traveler submits Does Traveler Is Traveler owed
Traveler corrects Cash ADV Payments Does Exp Rpt have Valid Expense Report to Payments are
Cash ADV for Yes No owe money back No reimbursement
Cash ADV are Staged Budget Check Status? Traveler for Posted and Update
approval to institution? from Exp Rpt?
correction Paid Statuses is run

No

Approver Sends Accounts Payable Employee Notification

Is Cash ADV Expense Report If no money is due, Expense Rpt
Back Cash ADV to runs EX Pay Cycle Expense Report is Batch Process is run to
approved for Budget Check Errors goes to “paid” status and Advance
traveler for picking up all staged Budget Checked notify end users of paid
payment? corrected Reconciliation is run
correction Cash ADV payments Expense Reports

No

Cash Advance Yes

Does Cash ADV Traveler submits
Yes Payments are Traveler corrects Traveler is
require Expense Report for
posted and Update Expense Report Reimbursed
correction? approval
Paid Statuses is run

No
Employee
Traveler creates
Notification Batch
Expense Report and
Approver denies Cash ADV Process runs to
applies Cash
notify Travelers of
Advance to it
paid Cash Advance

Yes

Traveler receives Did Traveler Traveler reimburses EX Administrator reconciles Cash

No
Cash Advance complete travel? institution ADV

Page 1
Job Aid: Cash Advance Process Flow
03.06.15