Cash Advance Individual/Departmental Custodian Agreement Instructions
The Cash Advance Individual/Department Custodian agreement along with the Cash Advance Request Form are used to request cash advances for non-travel cash advances, human subject studies, foreign project studies, group and team travel, international group travel, recruiting advances, and non-travel athletic meals. Please attached this signed document to the Cash Advance Request Form
This agreement will need to be updated, reviewed and approved when there is a change in the custodian information, or additional funds are requested, and/or the end dates are being extended.
Cash Advances may only be given to authorized/permanent UW employees or Department . The cash advances are issued for a specific purpose and may not be used for any other purpose than expressed on the Cash Advance Request Form. All advances must be properly accounted for the use of the funds within 30 days of the end of the advance period.
All Cash Advances require , at minimum, monthly review and reconciliation to the authorized cash advance levels . Quarterly reporting of expenditures is required , at a minimum, by using the Cash Advance Accounting Form.
First Paragraph: Fill in the dollar amount of the cash advance and enter the same amount in the Cash Advance Request Form. Enter begin and end dates of the cash advance request. (A Cash Advance Accounting Form must be completed and submitted to the Department/Dean's Office within 30 days after the end date of this request.) Enter the Cash Advance reference number which agrees with the Cash Advance Request Form.
Individual Cash Advance Custodian Agreement: Check this box if this is an individual custodian agreement.
Second Paragraph: Individual Cash Advance Custodian Agreement: If this advance is the responsibility of an individual, then have the individual fill out and sign off on this section as the Individual Custodian. The cash advance will be issued in the name of the Individual Custodian. The Cash Advance Request form must agree with the custodian name on this agreement. Enter the printed name of Custodian, the Custodian telephone number, and the Custodian e-mail. The Custodian must sign and date this advance before it can be reviewed for approval and processed.
Third Paragraph: Department Cash Advance Custodian Agreement: This paragraph must always be filled in with the Department name.
Bottom section of this agreement:
Print Name (Department Representative): This section must always be filled in with the name of the department representative.
Telephone Number (Department Representative): This section must always be filled in with the telephone number of the department representative.
E-mail (Department Representative): This section must always be filled in with the e-mail address of the department representative.
Signed (Department Representative): If approved by the Department, then this section must be signed and dated by the department representative.
Signed (Dean/Director): If approved by the Dean/Director, then this section must be signed and dated by the Dean/Director.
Custodian/Department: Keep a copy of this custodial agreement along with the Cash Advance Request form for your internal records.
Dean/Director's Office: Keep a copy of this custodial agreement along with the Cash Advance Request form for your internal records. Send original documents onto Cash Management, 21 N Park St., Suite 6101, Madison, WI 53715.
Cash Management Contacts:
Sharon Hughes | Barb Bausch | Cash Management
Procedure: 301-Cash Advances