Cash Advances

You need a cash advance to pay for travel expenses, meals in a local restaurant, out-of-town shopping for specialty items or food, alcohol for AMP-approved events, or meal cash buyouts for visiting performers or speakers when their contract requires it.

Cash Advances up to $500

The Cashier's Office will only permit a person to have one cash advance out at a time. You must reconcile your first advance before requesting a second advance.​

Please make your request at least two days in advance.

  1. Treasurer submits a cash advance request by 1:00 pm, two business days ahead. The treasurer should complete the request, but it needs to be in the name of the student who will actually be responsible for the cash.
  2. We prepare a Cash Advance Voucher for the responsible student to pick up in 301C Collis. Since the advance will later need to be "reconciled" on a Business Expense Report form, we will include a paper copy of this form with the voucher (with some information already entered).
  3. We email the student picking up the cash advance when the voucher is ready in 301C Collis.
  4. The student picks up the voucher in 301C Collis and takes it to the Cashier's Office on the first floor of McNutt to pick up the cash.
  5. The student manages the cash and keeps track of all expenses and itemized/detailed receipts.
  6. Within five days after use of the funds, the student reconciles the advance by completing and signing the Business Expense Report form and returning it to 301C Collis along with all receipts and any leftover change. The amount returned should be entered in the space for Amount Due College.
  7. If the student needed to use personal funds for expenses higher than the cash advance amount, this additional expense should be entered in the space for Amount Due Payee on the Business Expense Report form. A reimbursement check will be mailed to the student.

Cash Advances Over $500

Please make your request at least two weeks in advance.

  1. Treasurer submits a cash advance request form at least two weeks before it is needed. The treasurer should request the advance, but it needs to be in the name of the student who will actually be responsible for the funds.
  2. This advance will be provided in the form of a check payable to the responsible person.
  3. Our office will submit the request for the "cash advance" check. When we receive the check, we will notify the responsible person that the check is ready for pickup in 301C Collis. A copy of the Business Expense Report form needed for the cash advance reconciliation will be included with the check.
  4. The student picks up the check from 301C Collis. This check can be deposited in a personal bank account or cashed at the Bank of America branch on Main Street in Hanover.
  5. The student manages the funds and keeps track of all expenses and receipts.
  6. Within five days after use of the funds, the student reconciles the advance by completing and signing the Business Expense Report form and returning it to 301C Collis along with all receipts and any leftover change. The amount returned should be entered in the space for Amount Due College.
  7. If the student needed to use personal funds for expenses higher than the cash advance amount, this additional expense should be entered in the space for Amount Due Payee on the Business Expense Report form. A reimbursement check will be mailed to the student.

It will not be possible to process last minute requests for cash advances higher than $500 because of the time needed to arrange for a check to be issued.

If you find out "too late" that your expenses will exceed the $500 limit, you will need to get the $500 advance, and then also use your own personal funds to cover the additional expenses. Reimbursement will be arranged during the cash advance reconciliation process.

Collis in spring
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