Policy: 302 - Cash Advances


Statement of Policy

Whenever possible, employees should utilize university purchasing cards, the personal-liability My Corporate Card, or personal funds (e.g. cash, personal credit cards) to pay for UW-Madison travel-related expenses. When the above payment methods are not practical or the expenses are not allowable on a purchasing card, the employee may seek to obtain a cash advance in one of two ways:

1. My Corporate Card Cash Advance

  • The ability to take a cash advance on a My Corporate Card requires formal, pre-approval from the card program manager. If you have a valid business need for a cash advance (e.g. obtaining local currency while traveling abroad), please send an activation request, including an explanation for the cash advance, to Meghann Grove. Please allow one week for processing.

    Note: If you have abeen approved for My Corporate Card cash advances, the following applies:
    • Cash advance percentages are deducted from the total credit amount available each cycle (e.g. $5,000 credit limit with 10% cash = $500 set aside for cash advances = available balance of $4,500 each cycle)
    • Cash advances on the My Corporate Card can be obtained at any ATM.
    • A 2% transaction fee is assessed for all cash advances. ATM/cash advance fees are reimbursable at the discretion of the Divisional Business Office.
    • Interest will be charged 60 days after the date of the cash withdrawal if payment has not been received.

2. e-Reimbursement Cash Advance

  • In order to obtain a Cash Advance, the individual must be approved by the Divisional Business Office and their account activated by Accounting Services.  This is done by completing the Cash Advance Activation/Deactivation Request Form.  Please see How to Request an e-Reimbursement Cash Advance (Traveler Role) for more information.
  • Employees will receive e-Reimbursement Cash Advances by the same method as their paycheck. Non-employees will be paid by paper check.
  • e-Reimbursement Cash Advances must be claimed and/or repaid in e-Reimbursement within 30 days of the end of the trip.
  • An individual may only have one outstanding e-Reimbursement Cash Advance at a time, unless there are extenuating documented circumstances.
  • For individual travel, e-Reimbursement Cash Advances may not exceed 80% of the estimated expenses to be paid by the traveler.  Advances for group travel may equal 100% of the estimated expenses.

Contacts:

Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.