Cash Advance

General Requirements

All requests must be submitted on department letterhead
All cash advance requests must be processed by the Department’s administrative staff
The request must be signed by the Department Chair/Director or, if they are unavailable, the department may substitute the department’s authorized signer as listed in *DEFINE
Request should include a line for Asst. Dean Jamie Southerland’s signature
If the account belongs to the VP Research office or another UT office (not CoLA), please provide a line for that signature. The Dean’s office will route the request to that office once approved/signed by the appropriate Dean(s)
All cash advance requests must be sent to the attention of Michelle Hughes in the Dean’s office for review
Person receiving the advance must be appointed during the dates the funds will be used
Account(s) must have sufficient funds available to cover the amount of the request
The cash advance request must include the recipient’s name as it appears on their appointment and their UT EID
Must be submitted to Dean’s office a minimum of one week prior to the requested pick up date/when funds are needed
If the request is a RUSH, the department administrative contact must CALL Leslye Allen @ 512-471-1810 to alert her that it is on the way. ***there is no guarantee on RUSH REQUESTS

Cash Advances for Travel

Requests made for travel purposes must include the RTA number as well as the doc ids which must have final approval
The RTA cover sheet(s) will be printed in the Dean’s office
If the document is for foreign travel on state funds, the department must attach a copy of the voucher cover sheet signed by Dean Randy Diehl
The account number(s) on the request must match the accounts listed on the approved RTA (VE5 or VE6) for all travel expenses
Requests for travel must explain why the traveler doesn’t have or will not be using a travel credit card
Please provide a breakdown of how the funds will be used (i.e. lodging, meals, transportation, etc.) these amounts must adhere to the CoLA and UT Office of Accounting travel policy
If the request includes funds to be used in payments to individuals for services or travel expenses, the approved APS/AIS paperwork must be attached

Cash Advance for Research/Participants

If the advance is for research and/or to pay participants of a study, the request must include the name of that study

Contact

Please direct comments on the Procedures Guide to cola_comments@utlists.utexas.edu.

Exception to appointment policy: If a faculty member is requesting a cash advance during the summer months, but is not appointed for the period of the request, the departmental contact who processes appointment docs must sign and attach a letter on department letterhead confirming the faculty will be reappointed in the Fall
Per Leslye Allen it is okay to cross fiscal years as there is not a restriction of fiscal year as long as the account is open

Last Modified: 5 October 2009