Financial Services
Policies and Procedures - Contracts and Grants
Procedure 11 - Cash Advances/Petty Cash
General
In very exceptional circumstances, cash advances are made to principal investigators or designated administrative representatives for such purposes as nominal payments to study subjects, funding of extended field trips in remote locations, and other specialized or exceptional activities.
Application for Cash Advance
If a cash advance is deemed necessary to carry out research or training activities, a check request form Cash Fund Establishment/Reimbursement (BANFIN-34) should be submitted to the Office of Accounting Services including a statement of justification, which should contain the following information:
- Purpose of the funds
- Justification of the amount requested
- Physical safeguards (where and how funds are kept)
Accounting Treatment
If a cash advance request is approved, the check request will be processed and a check payable to the principal investigator will be drawn through the regular accounts payable system. The check will be charged to a cash advance fund, fund number 146002-500101.
As necessary the cash advance funds will be replenished by completing the 'Reimburse' section of the BANFIN-34 form. The original copies of all receipts or signed statements of participants who received subject payments must be attached to the BANFIN-34. A check charged to the contract or grant fund will be written payable to the principal investigator to bring the cash advance back to the original amount.
Settlement of Cash Advances
As soon as the cash needs are complete, but definitely prior to award termination, the cash advance fund must be turned in to the Cashier's Office. Cash and/or checks totaling the original amount of the cash advance must be deposited to fund no. 146002-500101 to clear the advance.