8.3.3 Replenish a Cash Advance

Policy Statement

Custodians may request additional funds under an active cash advance.

Reason for the Policy

Replenishing a cash advance every 30 days ensures that expenses are promptly recorded and allows the custodian to fund the advance on an ongoing basis.

Applicability of the Policy

Whenever cash advances are replenished.

Procedure

To replenish a cash advance:

1. Gather receipts or other documentation for the money already distributed. Information that needs to be provided in the back-up documents should include any travel receipts, purchase receipts, IRB approval number, the name of participants, the amount of the payment, and the recipient’s signature. If this is a confidential study, a unique identifier can be populated in place of the participant’s name.
2. Consult the job at Emburse Enterprise—Replenish a Cash Advance

A reconciliation must be completed any time a cash advance is replenished as described in 8.3.2 Reconciliation of a Cash Advance. Replenishment activities do not alter the original due date of the advance (see 8.3.4 Extension of Cash Advance Due Date).