Creating a Cash Advance from your Travel Authorization

Purpose: Use this document as a reference for how to create a Cash Advance request in ctcLink, from your Travel Authorization. A Cash Advance (CA) is a Travel document created to facilitate payment to the traveler in advance of their travel. If you are issued a Cash Advance you will also submit an Expense Report (ER) after the travel to reconcile the Cash Advance.

Audience: All staff.

PREREQUISITES: Must have started your Travel Authorization but not submitted. You must have a Cash Advance limit set up by the Travel office prior to requesting one. Be authorized to edit travel documents for the traveler even if the you are the traveler.

 

Navigation route:  NavBar > Navigator > Employee Self-Service > Travel and Expenses >  Travel Authorization > Create/Modify

After completing your TA details: Actions drop-down menu > Create Cash Advance

 

 

1. To begin, complete the Travel Authorization form for your travel, select Save for Later and then proceed to request your Cash Advance on the same page. Follow the “Creating a Travel Authorization” guide for the first part.

 

2. Pull down the Actions drop-down menu and select the Create Cash Advance option.
   1. NOTE: The Actions menu will only appear after you have started to work on your Travel Authorization. When you first open the TA form, and when it is fully blank, it will display as a Quick Start menu.

 

3. Click GO

 

4. The Cash Advance search page displays on a new tab, Business Purpose and Description will autofill from the information in your Travel Authorization.

5. Leave Reference blank

 

6. Include your Attachments (such as a hotel reservation receipt if requesting hotel advance, etc.). CA requests without Attachments will experience a delay as they will be sent back for revision.

 

7. Select System Check from the Source drop-down menu

 

8. Split your lines by expense type (e.g. Food amount in one line and Hotel amount in another) and enter the appropriate Description.

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9. Enter the appropriate Amount.

 

10. If the Cash Advance needs lines added or removed, select the Add a New Row [+] icon to add new lines or the Delete a Row [-] icon to the right of each line item to remove the specified line. Repeat steps 7 - 9 for each new row.

 

11. Expand the Accounting Details section to view the ChartFields and enter your budget.

A full budget contains:

Oper Unit: Always 7190.

Account: The Account is a seven-digit number previously referred to as a Sub Object, this value will default automatically based on the Expense Type you select. A lot of the ones in the system default into a travel-related Account, for this reason, please use the “SOBJ Account Crosswalk Tool” in conjunction to ensure your reimbursement is coming out of the appropriate Account.

Fund:

Approp (Appropriation Index): Not all budgets will have an Approp

Dept: By default there will be a Dept code here start with a “9” this is not your budget’s Dept code, please ensure you enter the appropriate code here as well.

Class:

State Purpose: Always N.

Grant budgets will also require:

PC Bus Unit: Always WA190

Project:

Activity:

Please reach out to Budget Services or Travel for assistance in obtaining your budget.
 

12. If you are ready to submit, select the checkbox to certify that the advances submitted are accurate and comply with local expense policy.

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13. Select Submit Cash Advance or Save for Later. In this example, we'll Submit Cash Advance.

 

14. The Cash Advance Submit Confirmation page displays. Select OK.

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15. Confirmation of your submission displays. You can close this tab and finish submitting your Travel Authorization.

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Process complete.