Applying Cash Advances to an Expense Report

Purpose:  Use this document as a reference for applying a cash advance to an expense report in ctcLink.

Audience:  All travelers.

PREREQUISITES:  Must have created and fully approved and processed a cash advance for the intended traveler.  Must have created an expense report for the same traveler but not submitted the expense report yet.  You must be authorized to edit travel documents for the specified traveler even if the you are the same as the traveler.

The expense lines on the Expense Report cannot be 'Pre-Paid','Pcard' or 'Non-Reimbursable'. There has to be a Balance Due to the employee, in order to apply a cash advance, as the cash advance reduces the 'amount due to employee' (available to view on the summary page).

Applying Cash Advances to an Expense Report

Navigation: Employee Self-Service > Travel and Expenses > Expense Reports > Create/Modify

  1. The Expense Report search page displays. Select the Find an Existing Value tab, or Add a New Value if starting a new Expense Report.
  2. Enter Search Criteria to identify your expense report or leave fields blank to bring up all available values.
  3. Select the Search button.
Expense Report lookup
Select the Apply/View Cash Advance and select go
  1. The Apply Cash Advance(s) page displays. Select the Look up Advance ID search icon.
Apply Cash Advances page
  1. The Look Up Advance ID window displays.
  2. Select an Advance ID.
  1. The Modify Expense Report page displays. Pull down the Actions drop-down menu, and select the "Apply/View Cash Advance(s)" from the list.
  2. Select the Go button.
Look Up Advance ID window
  1. The Look Up Advance ID window disappears.
  2. In the Total Applied field, enter the amount of the Cash Advance that you want to apply to the Expense Report. You can apply part of the Advance or the entire balance. The entire amount is applied by default.
  3. You can select the Add Cash Advance button to add another row to this page and select an additional Cash Advance to apply to the Expense Report.

In order to apply multiple Cash Advances to the same Expense Report, the Cash Advances must contain the same Chartfield values. If they do not contain the same Chartfield Values, then the Expenses must be split up onto multiple Expense Reports for each corresponding Cash Advance.

  1. The Total Due Employee field indicates the amount due to either the employee or the company after applying the total Cash Advance amounts.  
  2. Select the OK button to apply the cash advance amounts to the expense report and return to the Create Expense Report page.

Total applied Cash Advance cannot exceed the Total Amount of the Expense Report; it can be less than or equal to, but not more than.

Apply Cash Advance page
  1. The Modify Expense Report page displays. Select the Save For Later button (or link) to save the Expense Report without submitting it for approval. Or the Summary and Submit button to submit for approval.
Modify Expense Report

Note the Amount Due to Employee reflects the Cash Advances Applied amount. To Submit the Expense Report, select the Checkbox and select the Submit Expense Report button.

Amount due to the employee
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

 View the external link to Applying Cash Advances to an Expense Report. This link will open in a new tab/window

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