Completing Cash Advance Approvals

Purpose: Use this document as a reference for approving, sending back, or changing the accounting date of a Cash Advance Approval requests in ctcLink.

Audience: Cash Advance Approvers.

You must have at least one of these local college managed security roles:

  • ZZ Expenses Approval
  • ZZ Expenses Manager
  • ZZ Expenses Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

PREREQUISITES: Must have a cash advance that's been submitted for approval but not fully approved. You must be the current approval target in the cash advance's approval workflow.

Cash Advances can only be approved if the Accounting Date is in an open period, as the Expenses module closes monthly. It’s a local business process decision on whether or not your approvers have access to update the accounting dates during approvals. To see if you have access, open the CA from the Cash Advances/Transactions to Approve section and you will see the Accounting date at the of the page. If it is open and editable, you have access to update it. if it is not open and editable, you do not. Your option at this point would be to use ‘Send Back’ to send the CA back to the Traveler/Expense User. Then they will need to re-submit it for approval (summary and submit) and the accounting date will auto update to the current date at that time. The Cash Advance will then be re-routed through your AWE from the beginning. If you need to add Accounting date access to your approvers, submit a Service Desk ticket.

Expand or collapse content Cash Advances (Fluid)

Navigation: NavBar > Approvals Tile or Employee Self Service Home Page > Expenses > Expenses WorkCenter > My Approvals

Employee Self Service page with the NavBar expanded and the Approvals tile highlighted.
  1. The Pending Approvals page displays, or Expense Approvals if using the Fluid WorkCenter.
  2. From the Menu Bar on the left side of the page, select Cash Advance and the Cash Advance Pending Approvals page displays.
  3. Select the Cash Advance from the list that you want to make an approval action on.
Fluid Tile Pending Approvals page.
Fluid Expenses WorkCenter Pending Approvals page.
  1. The Cash Advance Header Approval page displays, review the Header Information and the Lines information per your local business process.

Did you know that Cash Advances are not budget checked?  One of the great things about Budget checking is making sure your users are using a valid chartstring. Without it, there is no system verification of the chartstring. This makes it even more important for one of your Cash Advance approvers to be designated as the validator of the chartfield values/chartstring used in your Cash Advances.

Global Chartstring: All colleges should utilize this global chartstring for cash advances specifically. This chartstring uses a clearing account. This will help reduce manual fixes and compliance issues.

Global Chartstring: Account: 1010230 Fund 148 Class 082 Dept 98389 State Purpose N

Fluid Tile Cash advance header view with example data populated.
Fluid WorkCenter Cash Advance view with example data populated.
  1. To make an approval action on the Cash Advance Header Approval page, select the appropriate lines within the Lines section.
    • Note: You may select the Pending or All tabs within the Lines section to see only pending lines or all lines.
    • Note: You may select the 'Select All" icon which is located above the Select column within the Lines section.
  2. Select the approval action button on the top right of the page.
    • Available Approver Actions (Approval Actions are BU and Approval Step Specific):
      • Approve: moves the TA forward in the Approval Process
      • Deny: rejects the TA and the end user must start over with a new TA. There is no coming back from the Deny action.
      • Sendback: sends TA back to the end user to make changes/add attachments so they can Resubmit for approval. (This will be listed under the More option.)
        • Comments are optional for the Approve action and are required for Deny and Sendback.
Expand or collapse content Cash Advances (Classic)

Approving Cash Advances

Navigation: Travel and Expenses > Approve Transactions > Approve Expense Transactions

  1. The Overview tab displays.
  2. Select the Cash Advances tab.
  3. The Cash Advances tab displays.
  4. Select the Description or Transaction ID link to navigate to the Approve Cash Advance page.
Select cash advance item
  1. The Approve Cash Advance page displays. Optional to add information in the Comments box.
  2. If you are ready to make an approval action for the cash advance, select the desired approval action button at the bottom of the page. To move the cash advance forward in the approval process, select the Approve or Reviewed button. The buttons available depend on local BU configuration and the stage of approvals the Cash Advance is in.
  3. The Save Confirmation window displays.
  4. Select the OK button.
Select the Approve button and select OK
  1. The Save Confirmation window disappears.
  2. The updated Cash Advances tab displays. Select the Refresh List button a few times to refresh the status.
  3. Note that your approved cash advance request no longer displays.
Updated Cash Advances summary page
  1. Section complete.

Updating Cash Advance Accounting Date During Approvals

Navigation: Travel and Expenses > Approve Transactions > Approve Expense Transactions

  1. The Overview tab displays.
  2. Select the Cash Advances tab.
  3. Select the Description or Transaction ID link to navigate to the Approve Cash Advance page.
Cash Advances tab select Transaction ID
  1. The Approve Cash Advance page displays.
  2. Go to the Accounting Date field at the top left of the page and enter the appropriate date. The Date entered needs to be in an Open Period.
  3. Optional to review/edit Accounting Details, Approval History, or Comments.
  4. Scroll to the bottom of the page, and select Save Changes.
  5. The Save Confirmation window displays. Select the OK button.
Save confirmation window
  1. The updated Cash Advances tab displays.
  2. The Transaction you just Saved, will disappear momentarily. Select Refresh List button periodically, until it re-appears.
  3. Once the Transaction re-appears, select the Description or Transaction ID link to navigate to the Approve Cash Advance page.
Refresh list button
  1. If you are ready to make an approval action for the cash advance, select the desired approval action button at the bottom of the page. To move the cash advance forward in the approval process, select the Approve or Reviewed button. The buttons available depend on local BU configuration and the stage of approvals the Cash Advance is in.
  2. The Save Confirmation window displays.
  3. Select the OK button.
Select Approve and then OK
  1. The Save Confirmation window disappears and the updated Cash Advances tab displays.
  2. Note that your approved cash advance request no longer displays.
Updated Cash Advances page
  1. Section complete.

Sending Back Cash Advances

However if you received an error message and are not able to approve the report, follow the next steps:

  1. In the Approve Cash Advance page, go to the Comments section, add the appropriate comments such as "Error in approving report please review errors and resubmit once fixed" or "Required documentation required and resubmit once documents are attached".
  2. Select Send Back.
  1. In the Approve Cash Advance page, go to the Comments section, add the appropriate comments such as "Error in approving report please review errors and resubmit once fixed" or "Required documentation required and resubmit once documents are attached".
  2. Select the Send Back button.

Review the Accounting Details or Approval History by expanding the Accounting Details or Approval History arrows.

Add comments and select the Send Back button
  1. Section 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

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