Cash Advance Past Due Advances Notice Instructions
All Cash Advances require monthly review and reconciliation to the authorized Cash Advance levels and quarterly reporting of expenditures using the Cash Advance Accounting Form.
Within 30 days after the end of an advance period, all advances must be properly accounted for by submitting a Cash Advance Accounting form to the Dean/Director's Office with supporting documentation for the use of those funds.
Any Cash Advances which are still outstanding after 30 days following the end of the advance period are reviewed by the Department and the Dean/Director's Office . The Department, Director, or Dean's Office notifies Cash Management, by e-mail, about any past due cash advances requiring collection notices. Cash Management sends out collection letter to the custodian with a copy to the Department, Dean/Director's Office, and Divisional Business Representative. Sample Past Due Advances Notice.
The Dean/Director's Office is asked to verify amounts in the memo and report any differences to Cash Management. Examples of reasons for differences include:
- The accounting for the advance is in the Dean/Director's Office.
- The accounting is in transit from the Dean/Director's Office to Accounting Services.
- The advance has been repaid and the records in Cash Management do not reflect the payment.
In the event an Individual and/or a Department Cash Advance is not properly returned and/or accounted for within 30 days of the close of the project or the end of the activity, the Dean/Director's Office can hold the Department accountable for these funds by designating which Department funds will be used to repay the amounts due. The Dean/Director's Office notifies Cash Management by either e-mail or in writing which funds are to be designated for the Cash Advance repayment.
Procedure: 301-Cash Advances