Requesting and Settling a Cash Advance

A cash advance is money issued in the name of an individual and in the form of a university check or via a direct deposit transfer, if set up for direct deposit. Cash advances are intended to cover anticipated expenses associated with the following business functions:

• A university business trip
• A university-sponsored event
• A university relocation
• A sponsored project human subject fee

A cash advance is requested via the Paperless Check Request process. The Request's explanation must include a request for a "cash advance" and all of the following details. Note that as of August 1, 2007, cash advances must have Senior Business Officer approval. This means that the Paperless Check Request process must contain the Senior Business Officer's Expenditure approval. Disbursement Control & Accounts Payable maintains an SBO Table, which can be referenced for a list of Senior Business Officers authorized to approve cash advances.

• Purpose of trip or event
• Date of departure or event start date
• Date of return or event end date
• Destination(s) or event location

Cash advances may not be issued more than ten (10) calendar days prior to the date of departure or date of event. A minimum of five (5) business days is required to process a cash advance request, and it is the responsibility of the requestor to submit a Paperless Check Request to Disbursement Control & Accounts Payable in sufficient time for processing.

The following individuals are eligible for a cash advance.

• Employees
• USC students on payroll status
• Non-Employees

A cash advance request for a business trip is subject to the following two limits.

• Per day maximum
• Per trip maximum

A cash advance request for an event is subject to the following two limits.

• Per person maximum
• Per event maximum

A cash advance issued for the purpose of relocating a new university employee is not subject to a cash advance limit. Suitable amounts to advance for the purposes of relocating are determined by the department.

Cash advances must be settled within fifteen (15) business days of returning from a trip, from completing an event, or from arriving at USC (for relocation). Settlement of advances must be submitted via the WEBBAQ.Quick Expense Report process by the required settlement date. The settlement due date is shown on the stub of the advance check or direct deposit remittance. This stub is called the "Settlement of Expense Advance" form (SEA) and, in order to properly record the settlement, the SEA form must be included with one of the following settlement methods.

• If expenses equal the amount of the advance: Itemize expenses in a WEBBAQ.Quick Expense Report (travel or non-travel), attach the SEA form, attach applicable receipts, and submit to Disbursement Control & Accounts Payable.
• If expenses are less than the amount of the advance: Itemize expenses in a WEBBAQ.Quick Expense Report (travel or non-travel), attach a personal check for the difference between the advance and expense amounts (made payable to the University of Southern California), attach the SEA form, and attach applicable receipts. Take this "settlement package" to the University Cashier (located in the Credit Union). The University Cashier will issue a "G-receipt." This G-receipt must be attached to the settlement package and submitted to Disbursement Control & Accounts Payable.
• If expenses are greater than the amount of advance: Itemize both out-of-pocket and advance expenses in a WEBBAQ.Quick Expense Report (travel or non-travel), attach the SEA form, attach applicable receipts, and submit to Disbursement Control & Accounts Payable. A check for the amount owed to the reimbursee will be issued.

Cash advances that are not settled within fifteen (15) business days are considered past due and Disbursement Control & Accounts Payable will contact the employee, student or non-employee to request settlement. If a second settlement request must be sent by Disbursement Control & Accounts Payable, the Senior Business Officer will receive a copy of the request. At Disbursement Control & Accounts Payable's sole discretion, those who repeatedly go past due may have the privilege of receiving future advances revoked. Past due advances must be settled before the individual is eligible for additional advances.

Failure to settle a cash advance within three months of trip return, event completion, or relocation will result in the entire amount of the cash advance being reported to the Internal Revenue Service as income on the employee's W-2 or as income on a non-employee's 1099.  Additionally, if a sponsored project account that begins with a "5" was associated with the unsettled advance, the sponsored project account will be replenished the unsettled amount using the Dean's account.  This replenishment will be initiated by Disbursement Control via a Journal Voucher (JV).   Individuals who fail to settle a cash advance forfeit the privilege of receiving future cash advances from the university.