Cash Advance Accounting Form Instructions
The " Cash Advance Accounting Form" This Form will be used to record program expenditures related to the cash advance . This form must be completed and delivered to the Department/Dean's Office within 30 days after the end of the Cash Advance period.
At a minimum, quarterly reporting of expenditures is required by reporting on this Cash Advance Accounting Form. Cash Advances require monthly review and reconciliation to the authorized cash advance levels.
Expenses using the advance funds must agree with the original purpose of the advance and include detail. The individual can use the Travel Expense Reporting Form (TER) for “information only” and attach it to the Cash Advance Accounting Form for ease in collecting expenditure information.
These Cash Advance Accounting Forms are designed to:
- Identify the original Cash Advance Request Form and Cash Advance Number.
- To reduce the advance on Legacy class code 2190 (SFS code 6167) used by the Department on the original Cash Advance Request Form.
- Post the expenses to the appropriate fund, project, department, and class codes.
- Report on and close an outstanding Cash Advance Request
- For replenishables: initiate a check to the bank account to replenish the advance. (Enter on the Check Payable line the last 5 digits of the bank account number and the bank account name)
Fields |
Information Required |
|---|---|
Amount |
Leave blank – will auto fill based on the total for Itemized Expenditures |
Date |
Leave blank – will auto fill with current date |
Fund |
3-digit fund or appropriation Fund Listing . |
FY |
Fiscal Year – last two digits |
Acct# |
4-digit acct/project associated with this fund/UDDS coding (if applicable) |
Unit |
Leave as is. “A” is for UW Madison |
Div |
First 2-digits of the UDDS code is for the division UDDS Listing |
Dept |
Last 4-digit of the UDDS if for the department UDDS Listing |
Act |
1-digit activity code |
Class |
Leave class code as is 2190 (Custodian Cash Advance) Class/Account Code Listing |
Cash Advance No |
Enter 7 digit Cash Advance No per the original Cash Advance Request Form |
Check applicable boxes |
Check the appropriate box which apply: ____ Expenses or TER is attached ____ Check is Attached ____ Reimbursement is Due |
Custodian Name (check payable to:) |
|
Custodian Name |
Full name of Custodian |
Check payable to |
If check due to Custodian, then enter full name of Custodian. If amount due to other, enter Payee Name. For Replenishable Bank Accounts, enter last 5 digits of the bank account number and the bank account name. Otherwise, leave blank |
Building |
Building Name |
Address |
Street/PO address of Payee |
City, State/Zip |
Name of city, state, and zip of Payee |
To: (Complete if different than the custodian address) |
|
Deliver to |
Full name of Deliver To person |
Building |
Building Name |
Address |
Street/PO address of Deliver To person |
City, State/Zip |
Name of city, state, and zip of Deliver To person |
Call: (Name and phone number of person to call) |
|
Check Amount: Enter amount of Check |
|
Itemized Expenditures |
|
Replenishable Bank Acct Info |
For Replenishable Bank Accounts only: Enter the complete bank account number. Enter the completed bank account name. |
TER amount |
If TERs are attached Date column: enter date of TER. Amount column: enter the total of all TERs and attach them to this form. On the TER, in big red letters, write COPY (See Cash Advance procedures for more details) |
Program Expenses |
Date: enter date for each program expenditure. Legacy Coding: List Legacy Coding associated with each program expenditure. Program Expenditure: List each program expenditure. |
Total (bottom of form) |
Leave blank – amount should auto fill based on detail expenditures listed above |
Cash Advance |
Enter the original Cash Advance as a positive number |
Reimbursement Due/Check to be attached |
Leave blank – amount should auto fill based on details listed above |
Open Balance Cash Advance No |
Leave blank – information and amounts should auto fill based on details above. |
Signature Information |
|
Date/Name of Custodian |
Current date and signature of Custodian who requested advance |
Department Approval |
Current date and signature of Department Approval. Print name of approver |
Dean/Director Approval |
Current date and signature of Dean/Director Approval. Print name of approver |
Send to |
After approvals are obtained send to: Cash Management 21 N. Park Street, Suite 6101
|
To complete the Cash Advance Accounting Form:
- First line of the form is an offset to the original coding of the cash advance request and is listed as a negative amount. Leave blank, this amount will auto fill based on details listed below. Use Legacy class code 2190 (SFS account code 6167) on this form.
- Subsequent lines include all Legacy Class codes being expensed according to submitted expense documentation.
- Identify the Cash Advance Number in the upper right hand corner under “Cash Advance No”. Attaching a copy of the original cash advance request form.
- Additional lines of coding detailing the expenses incurred are included in the body of the form under itemized expenditures. Include all Legacy Class codes being expensed according to submitted expense documentation.
- Attach all original-supporting documents for itemized expenditures , number the documents and identify the number on the front of the Cash Advance Accounting Form. Total the amounts on the itemized expenditures to ensure they agree with the total posted on the Cash Advance Accounting Form .
- Check off on the Cash Advance Accounting Form if TER is attached, or if check is attached, or reimbursement is due to employee.
- If the TER form is used, complete the TER with applicable SFS coding and write on the TER in red, form is information only (stamp dean signature section with COPY stamp to prevent duplication). Attach TER to back of Cash Advance Accounting Form
- Obtain the signature of the Custodian (employee) on the Cash Advance Accounting Form and Attached TER, if applicable.
- Forward to the Dean's Office for review , approval , and signature.
- Dean's Office will review documentation and travel rules and regulations . Dean's approval is necessary on the Accounting Form.
- Dean's Office forwards all documents to Cash Management, Rm 327, AW Peterson Bldg, 750 University Ave.
- Cash Management reviews paperwork for proper approval, coding, and if Original Receipts/payment log and Cash Advance Request Form is attached.
- Cash Management reviews for mathematical agreements between supporting detail and amounts itemized on Accounting Form.
- Cash Management reviews, approves and forwards within Accounting Services for processing of financial data into the financial system.
Procedure: 301-Cash Advances