Approval Authority: Associate Vice-Principal, Finance
Date Initially Approved: January 12, 2015
Date of Last Revision: March 2023, February 2019
Date of Commencement: February 2017
The purpose of this procedure is to describe the university processes around cash advances.
Queen’s University has a Travel Credit Card (TCard) available to Faculty and Staff, to reduce the financial burden of travelling on Queen’s University business. No cash advance should be requested for travel costs that could be processed on a Queen's University Travel Credit Card (TCard). These cards are used for incurred expenditures related to business travel while travelling on behalf of the University, including costs that are booked and charged in advance, such as hotel and airfare costs. This is the preferred method of payment for full-time employees who travel regularly at Queen's. Refer to the TCard page on the Strategic Procurement Services website for information on and/ or to apply for a TCard. Requests for a cash advance pertaining to travel costs that could be paid for by TCard will be returned to Claimants to be processed in that manner. In cases where the claimant is a new employee, and/or does not yet have an Individual TCard, it may be possible to put the cost(s) on a Department TCard. In the case where there also is no Department TCard available to the claimant, an advance may be approved, if proof that the Claimant has applied for a TCard for future costs is attached to the Request for cash advance.
Cash advances are available to cover expenditures in excess of $1,000 that cannot be processed on a TCard. A cash advance is a cash payment to an individual to cover future expenditures after all other University payment options have been examined. Cash advances may only be requested through the University's Expense Reimbursement System (ERS) and must be repaid if a fully authorized claim for expense reimbursement does not follow within 15 days of the associated end date. The end date for travel advances is the return date for that travel. For Research Participant payments and Indigenous Elder/Participant payments the end date is the last date where said cash amounts were disbursed, and for course fees, it is the expected completion date of the course.
Individuals may request a cash advance for one of the following four situations:
- For Travel – a TCard must be used except in the exceptional circumstances where that is not possible. In these limited situations, a travel advance is a loan given to a claimant to cover out-of-pocket costs of approved business travel;
- Research Participant Payment Advances - funds used to pay research participants; and
- Indigenous Elder/Participant Payment Advances - funds used to provide cash disbursements to indigenous elders and/or indigenous participants for their input and/or knowledge (see Procedure of Payments to Indigenous Elders / Participants).
- Course Fees – a cash advance is available to pay for course fees in an instance where a Procurement Credit Card (PCard) could not be used for the course prepayment.
It is advisable to request a lesser amount than the estimated expenses as any overpayment is considered a debt owing the university and must be repaid.
Claimants with overdue cash advances will have any additional requests for cash advances denied.
Step 1: Requesting a Cash Advance
|Cash advances are only available for travel in exceptional circumstances where use of a TCard is not possible, but may be requested for the other three matters listed above. Claimants must determine and justify the amount of the cash advance required. Instructions on how to use the ERS to request a cash advance can be found under the Cash Advances section here: Financial Services –Travel and Expense Reimbursements.
|The Approver should review the request for cash advance to ensure the request is reasonable and the departmental or unit budget has adequate funds available. If the advance request is for a travel cost which could be paid for on a TCard (e.g. hotel or, airfare costs), then the request should be returned to the Claimant with instructions to do so.
|Financial services will review the cash advance request to ensure that the information is accurate and approved. Incomplete requests for a cash advance will be returned to the claimant. Financial Services strives to process all requests for advances within 5 business days from receipt. Incorrect or incomplete information will delay processing. The banking system may take 2-3 days to settle electronic funds transfer payments.
Step 2: Clearing/Repaying a Cash Advance
Claimants are responsible to repay Queen's university for all amounts not fully supported by an authorized request for reimbursement.
Submitted expense claims will be reviewed in accordance with the How to Claim an Expense Reimbursement procedure.
|Associate Director, General Accounting
|Date for Next Review
|Related Policies, Procedures and Guidelines