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Cash Advances
The University provides cash advances to employees for specific business-related expenses. These advances are intended to support official William & Mary and Virginia Institute of Marine Science (VIMS) activities and must be used strictly for approved purposes.
Types of Cash Advances
Travel Cash Advances
Travel Cash Advances may be issued to employees traveling on official university business to cover individual and group/student travel expenses. These advances are intended to cover out-of-pocket costs that will later be reconciled through Workday – Expenses.
Non-Travel Cash Advances
Non-Travel Cash Advances are issued only in exceptional cases, such as study abroad programs or human subject research.
| Individual Travel Advance | Group or Student Travel | Study Abroad/Study Away |
|---|---|---|
| Faculty and staff traveling for an extended period on official business. | Faculty or staff request an advance for student groups traveling for university-sponsored activities exceeding $100. | Program Directors leading a university-approved study abroad program. |
| Request through Workday – Spend Authorization at least 10 days before travel. Must include a signed Acknowledgment of Financial Responsibility. | The supervising faculty/staff member must submit a request in Workday – Spend Authorization with a signed Acknowledgment of Financial Responsibility. | Processed outside of Workday; requests may be submitted up to 45 days before the event. |
Cash Advance Requests and Reconciliation Procedures
Requesting a Cash Advance (Travel and Non-Travel)
Employees must request a cash advance through Workday – Spend Authorization, along with a signed Acknowledgment of Financial Responsibility Form (PDF). Additional requirements are based on the type of advance:
- Travel Advances: Requests will be dispersed at least 10 days prior to the scheduled departure date. The advance cannot be dispersed once the travel trip has started.
- Non-Travel Advances: Requests may be submitted up to 45 days in advance of the event.
All advance requests are subject to approval based on the purpose, university policy compliance, and the employee’s financial standing. Employees with delinquent balances or multiple outstanding advances may be denied additional funding.
Reconciling Cash Advances (Travel and Non-Travel)
All cash advances must be reconciled within 60 days of completing the travel or event. Reconciliation includes:
- Submitting an Expense Report in Workday – Expenses with supporting receipts.
- For non-travel advances, an Expense Report in Workday - Expenses with receipts must also be submitted through Workday Expense under "AP Non-Travel Reimbursement/Cash Advance".
- Any unspent funds must be returned immediately after reimbursement to the university via cash or check at the Cashier’s Office in Blow Hall. Returned funds will be applied to clear the outstanding receivable.
The same reconciliation rules apply to both travel and non-travel advances to ensure consistency, accountability, and compliance with university and IRS requirements. Employees leaving the university must settle all outstanding cash advances before departure.
These procedures ensure compliance with university financial policies and IRS regulations.