When a traveler has an unused cash advance, it will need to be accounted for on an Expense Report in Concur.
There may be an unused cash advance because of a cancelled trip, or the traveler may not have had enough out of pocket expenses to offset the full cash advance amount they received. In either case, the traveler owes the university money, and a departmental deposit must be made with funds collected from the traveler.
This guide below contains instructions on how to account for the unused cash advance, and what to do in Concur to show that the traveler has paid the university back
How to Create an Expense Report when there’s an Unused Cash Advance
The President’s Cabinet has extended the current travel restriction for all university-related business travel for faculty, staff and students through August 1, 2020. Travel Planners are asked to distribute this information to all University Travelers. A memo was distributed to campus leadership groups earlier this week:
Business-related trips between now and Aug 1, should be cancelled, unless you have obtained a fully approved exception. Exception approvals should first be granted by the cognizant Dean or Vice President, and then screened for extraordinary final approval from one of the following:
NOTE: Exceptions to this restriction should be approved at least one week prior to departure.
As global and domestic conditions become more clear, we will update travel restriction information.
We are pleased to announce that Concur expense reports are now available in Management Reports. These PDF documents include details about basic traveler and trip info, as well as copies of all receipts associated with the report.
Can’t find a travel doc in management reports?
Keep us informed of problems accessing these reports. This is a new procedure for us, and we may have missed “saving” your report in a way that it can be “found” by the CIS Management Report application. If your report is missing from the transaction details, Email info to firstname.lastname@example.org. Travel & Reimbursement Services can email you a PDF copy of the expense report until any lingering issues are resolved.
Departments are now able to use the Account code to better organize travel expenses in Concur!
Update the last digit of the account code used on Expense Reports to any value 1-9. Please note that account codes vary by Trip Type (see list below).
Attention: School of Medicine users should continue to use values 1-3 for mission-based accounting.
*Note: this enhancement is applicable to CAMPUS trip types only. This option is not available on HOSP trips due to the HOSP chart of accounts.
Selecting any value 1-9 from the drop-down will update the last digit of the account code used on the expense report (e.g. selecting 1 on a CAMPUS: Domestic Out-of-State trip type will result in the account code being 60001, selecting 4 will mean 60004, etc.).
Please refer to our training guide for info on how to use this new functionality.
Questions for Travel & Reimbursement Services? Ask Us here