University of Illinois System
Policies & Procedures
Business & Finance » Policies & Procedures » 8 Payments and Reimbursements » 8.3.3 Replenish a Cash Advance

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:

Please note: Payments issued via check may require an additional 3 business days to process.

  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. Log in to Chrome River. In the Expenses Ribbon select the + Create.
  3. In the Document Header screen, begin your Report Title with "ADVR". Select "T-Card and Employee Reimbursement" as the report type.
  4. Proceed through the screens. Consult the job aid Replenish a Program Advance.
  5. UPAY reviews the request and processes for payment.

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.

Related Policies and Procedures

8.3.1 Open a Cash Advance
8.3.2 Reconciliation of a Cash Advance
8.3.4 Extension of a Cash Advance Due Date
8.3.5 Close a Cash Advance
8.4 Payments to Human Subject
8.4.1 Cash Advances for Human Subject Payments
15.1.1 Cash Advances for Travel

Additional Resources

Chrome River Resource Page
Job aid for System Navigation
Job aid for Open and Close an Advance
Job aid for Create an Expense Report (ER)
Job aid for Replenish a Cash Advance
University Payables Training Materials
University Bursar office locations and hours:
    Urbana-Champaign
    Chicago
    Springfield

Last Updated: February 14, 2022 | Approved: Senior Associate Vice President for Business and Finance | Effective: February 14, 2022