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You may 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 buyouts for visiting performers or speakers when their contract requires it.
Your Group is not required to use a Cash Advance for the above expenses. You can pay out of pocket and get reimbursed using a Business Expense Reimbursement Form as long as you have money budgeted for the expenses. It is imperative that you keep all your itemized/detailed receipts showing payment was made, as well as the Tour Manager Receipt for meal buyouts, if applicable.
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 by 1:00 pm, at least five (5) business days in advance, as checks will be paid out only on Wednesday's (so once a week).
It will not be possible to process last minute requests for cash advances, because of the time needed to arrange for a check to be issued.
If you find out "too late" that your expenses will exceed your cash advance, you may need to get the advance, and then also use your own personal funds to cover the additional expenses. Reimbursement will be arranged during the cash advance reconciliation process.