Table of Contents



Requesting Cash Advances

Most travel-related expenses can be paid for directly with UCAR funds by using the Travel Card (T-Card). Therefore, cash advances are highly discouraged.

In the event an advance is needed, request one when entering the travel request for the trip by completing the Cash Advance section. 

To request an advance after the travel request has been submitted, recall the travel request:


Open the travel request.


Click the Recall button in upper right side of screen. (See guidance below if you don’t see the Recall button.)


Enter the advance amount.


Resubmit and approve the travel request. 



Travelers will receive approved advances about two weeks before the start date of the trip.

  • For employees, the advance will be direct deposited.
  • For non-employees, the advance will be via check mailed to the non-employee’s R1 Remit Address in the UCAR Visitor & Event Application unless otherwise specified when requesting the advance.



Modifying Cash Advances

To modify a cash advance, begin by recalling the travel request. To recall, open the travel request and click the Recall button in upper right side of screen. Don’t see the Recall button?

If the Cash Advance Area is Editable (Not Grayed Out)


Revise the cash advance amount and, if needed, provide special instructions. 


Then, resubmit the travel request and obtain approval.



If the Cash Advance area is Not Editable (Grayed Out)


Submit a Concur Help Desk ticket to have the cash advance returned. Reference the traveler’s name and the travel request ID # in the ticket. You will be notified once this is done.


Once the cash advance is returned, navigate to the cash advance. Go to Expense >> Cash Advances.


Open the cash advance request by double-clicking on the name of the cash advance.


Revise the cash advance amount and, if needed, provide special instructions.


Click the Save button.


Open the travel request. One way to get there is to use your top toolbar to go to Requests and then select the travel request from the list.


If needed, enter a comment to the approver(s) explaining the revised cash advance amount.


Resubmit the travel request and obtain approval.





Deleting Cash Advances

To delete a cash advance, submit a Concur Help Desk ticket. Reference the traveler’s name and the travel request ID # in the ticket. You will be notified once this is done.



Troubleshooting

Help: The Recall Button Doesn't Appear

A travel request is unable to be recalled if it is linked to an expense report. To recall the travel request, you will need to temporarily unlink them.

Unlink Travel Request

To unlink a travel request from an expense report:


Open the expense report.


Use the Report Details menu in the upper left of your screen to select Manage Requests.


Check the box for the travel request.


Click the Remove button.


Click the Close button.


You can now recall the travel request to add/modify the cash advance. Be sure to relink the travel request and expense report once the travel request is reapproved.


Relink Travel Request

To relink a travel request to an expense report:


Open the expense report.


Use the Report Details menu in the upper left of your screen to select Manage Requests.


Click the Add button.


Click the radio button to the left of the appropriate travel request.


Click the Add to Report button.


Click the Close button.