Cash Advances: Human Subject and Travel
Cash Advances: Human Subject and Travel
Cash advances for Human Subjects and Travel require careful handling. Due to their complexity and the need for accuracy, it's recommended to contact EBSC Travel at ebsc-travel@mx.uillinois.edu for assistance.
For policy details and guidelines, please refer to the following links:
Open a Cash Advance
To open an advance, an Expense Report (ER) must be created with Cash Advance Request as the Report Type.
Step 1: Create an Expense Draft
Select Create in the Expenses section.
Step 2: Fill out the Expense Details
Fill out the Expense Details with the following guidelines:
Report Name: Should begin with the prefix "ADV" so they are more easily identifiable. (ex. ADV Italy or ADV Human Subject Photo Study)
Business Purpose: Should be the who, what, when, why, and where for the advance
Report Type: Should be Cash Advance Request
Budget Fiscal Year: Should be the fiscal year in which the purchase is made. Chrome River should default to the current fiscal year.
User Defined: can be left blank
Click Save in the top right-hand corner.
Step 3: Add a Cash Advance Expense
After you save your expense details, the Add Expenses menu should automatically populate, and then select Create New. However, if it doesn't auto-populate, click the plus sign, and then you can select Create New.
Then select the Cash Advance Request tile.
Step 4: Enter the Cash Advance Details
Fill out the Cash Advance Details with the following guidelines:
Start and End Dates: Enter the relevant dates corresponding with this Cash Advance Request.
- For travel, enter the start and end dates of the travel.
- For human subjects, enter the start and end dates of the study (limited to 18 months).
- For a program, enter the event dates.
University Location: Select your University from the drop-down menu.
Department Name: Enter your Department Name.
Spent: Enter the amount you are requesting.
Human Subject Cash Advance: If the advance is for a scientific study, check the box and enter the study IRB number.
Business Purpose: This will automatically populate what you entered at the header level.
Description: Please thoroughly explain how the funds will be spent.
NOTE: Travel advances will not be issued for expenses that can be charged to a Travel Card (T-Card).
Please carefully read the policy and custodian responsibility statement highlighted in blue at the bottom of your Cash Advance Request.
Please review Cash Advance Policies prior to requesting funds.
Allocation: The advance CFOP will default to C9-200450-O107000-P107001
Click Add Attachments to add your supporting documents, if required.
Please note that the file must be either an image format or a PDF, Chrome River will not accept Word documents. You can either click the Add Attachments button and browse to the location where you have the receipt saved or you can simply drag and drop the receipt into the Attachments section of the report.
Click Save in the top right-hand corner.
Step 7: Submit your Cash Advance Request
Click Submit at the bottom (middle) of the screen.
Finally, the below screen will appear on the upper right-hand side of the page. click Submit again.
The report has been forwarded for approval. No further action is needed unless it is returned to you.
Close a Cash Advance
A second (closing) ER must be created to reconcile expense receipts and the advance is treated as a T-Card transaction. This report type will be T-Card and Employee Reimbursements and either In-State, Out-Of-State, or Foreign or Non-Travel for the Trip type.
Step 1: Create an Expense Draft
Select Create in the Expenses section.
Step 2: Fill out the Expense Details
Fill out the Expense Details with the following guidelines:
Report Name: Should begin with the prefix "ADV Closing" so they are more easily identifiable. (ex. ADV Closing Italy or ADV Closing Human Subject Study)
Business Purpose: Should be the who, what, when, why, and where for the advance
Report Type: Select TCard and Employee Reimbursements
Work Category: Select your work category from the options provided.
Transaction / Purchase Type: General
NOTE: If Athletics is selected, the expense report will be routed for additional NCAA compliance review.
Trip Type: Choose the appropriate option from the drop-down.
Budget Fiscal Year: Should be the fiscal year in which the purchase is made. Chrome River should default to the current fiscal year.
User Defined: can be left blank
Click Save in the top right-hand corner.
Step 3: Select your Cash Advance
After you save your expense details, the Add Expenses menu should automatically populate, and then select Cash Advance. However, if it doesn't auto-populate, click the plus sign, and then you can select Cash Advance.
Select the check box next to the Advance transaction you want to attach. This line will say Cash Advance after you have selected it and will default to the (C9-F200450-O107000-P107001).
While viewing the Cash Advances in your eWallet, you can select the box next to the cash advance listing and click Add.
Then click Save in the top right corner.
Step 4: Add your Expense Lines
After adding the cash advance line, you will need to add any expense lines for how the money was distributed/paid.
Select the +Create New icon or the +Add Expense button to pull up the mosaic tiles.
Add additional Expense Types to document how the funds were spent.
The expense lines (human subject, visa fees, etc) will need to be a local fund, not a state fund.
Step 4a: Add your Expense Lines - For Human Research Subjects
For Human Research Subjects - this line would have an allocation of your department CFOP for the project
Make sure to attach a listing of the subjects (date, amount, name, and signature) to this line verifying how the money was distributed.
Step 4b: Add your Expense Lines - For VISA / Passport Fees
For VISA / Passport Fees - this line would have an allocation of your department CFOP for the project/trip
Make sure to attach a listing of the subjects (date, amount, name, and signature) to this line verifying how the money was distributed.
Step 4c: Add your Expense Lines - Cash Advance Return
Cash Advance Return - this is the unused advance portion that you return to the Bursar’s office. You will need to attach the receipt from the Bursar’s office to this line as supporting documentation. This line will have an allocation of (C9-F200450-O107000-P107001)
Return the unused money with a completed Advance Closure form to the Bursar's office on your campus.
Tell the cashier that you’re closing an Advance.
Keep the deposit receipt to submit.
Choose to attach a transaction receipt from the Receipt Gallery or Upload Attachments.
Select the green Submit button.
This is where you will add all supporting documentation.
- Each line item should have supporting documentation for that line item only.
- The cash advance return would only be the receipt from the Bursar’s office.
- In the case of visa fees it would be a listing of all the individuals that you paid visa fees for including (date, name, net ID, amount received).
Select the secondary Submit button that appears.