Cash Advance PROCEDURES

A Miscellaneous Cash Advance is a purchasing tool for University of Alaska employees who require cash to make approved payments.  Common examples research subject payments, field supplies where only cash is accepted (such as rural communities), ad hoc services by small local vendors, etc. Please note that Miscellaneous Cash Advances may not be used for travel or to pay employees.  Advances for travel expenses must be requested and approved by the CLA Fiscal Officer during the CLA Travel Authorization process. Payments that need to be made to UAF employees need to be coordinated directly with the CLA HR Technician. 

To request a cash advance, please work directly with your department's administrative assistant or the CLA Fiscal Technician to complete the standard Miscellaneous Cash Advance Form, for submission to the Office of Finance and Accounting (uaf-ofa@alaska.edu). UAF Accounts Payable prefers to process cash advance payments via direct deposit, but hard copy checks can still be requested if needed. Also, note that any advance requests that exceed $2,500 will be subject to review and approval by the AVC for Financial Services. 

It is the responsibility of the recipient of the cash advance to obtain the required documentation when payments are made, to ensure accurate reconciliation and that they are not held responsible for any of the expenses.  If required documentation is not obtained for payments given, the recipient of the cash advance will personally repay that amount to the Miscellaneous Cash Advance General Ledger (103010-0259). Please see the sample reconciliation sheet located in the lower section of this page. 

For the purchase of goods using a cash advance, the vendor must provide itemized receipts that include the vendor name and address. When individuals provide a service to UAF (including research subject payments & honoraria payments), the following supporting documentation is required :

• • Name

  • Date

  • Description of service provided

  • Amount received

  • Signature (to indicate receipt of payment)

  • W-9 form –or- date of birth, address, indicate if individual has / has not received over $300 this tax (calendar) year from the University of Alaska (including the current payment). The individual’s Social Security (tax ID) Number is required if they have received over $300 or if this payment is over $100.

Any unspent funds should be handed back to the individual who prepared the original request and deposited back to the General Ledger (103010-0259). Note that the description on the departmental deposit form should include the recipient's name and/or ID and the check number.