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', 'Non-Reimbursable' or 'Personal Expense'. 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' (this is available to view on the summary page).

Applying Cash Advances to an Expense Report using Classic Navigation

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 and the Modify Expense Report page displays.
  4. Within the Actions drop-down menu, select Apply/View Cash Advances and select the GO button.
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.
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 using Classic Navigation. This link will open in a new tab/window.

Applying Cash Advances to an Expense Report using Fluid Tiles

Navigation: FSCM Employee Self-Service homepage

  1. The Finance Employee Self Service homepage displays. Select the Expenses tile and the Expenses employee self-service page displays.
  2. Select the Create Expense Report Tile and the Expense Report page displays.

If you are a Delegate or Authorized Expense User (you create Expense documents on behalf of others), you will see an Employee selection page, where you will need to select either 'Create for Self’ or select another employee to create the Expense report on behalf of.

  1. In the General Information section, enter or lookup values for:
    1. Use the drop down menu arrow to select the Business Purpose. 
    2. Enter a short but meaningful Description. 
    3. Use the lookup magnifying glass icon to select the Default Location. Or start typing "Sea..." to populate the auto-fill WASTT Seattle and select the results.
  2. In the Expense Details section, select from the Expense Report Action menu options:
    1. Add Expense Lines.
    2. Add from My Wallet.
    3. Add from Quick-Fill.
    4. Copy Expense Report.
Expense report page with the Expense Report Action drop-down selected and the Add Expense Lines option highlighted.
  1. The Expense Entry page displays. Select the Add Expense [+] button to begin entering line items.
  2. Enter or lookup the Date, Expense Type, Description, Payment, Amount (if not per diem expense type), and Billing Type (Billing Type may or may not display based on your local settings).

For the Payment field, typically "Employee" or "P-Card" options are selected. When Selecting ‘P-Card’, you must also select ‘Personal Expense’ towards the bottom of the page. For the Billing Type field, "Billable" should always be selected.

If your Institution uses the Expenses Receipts Required functionality, then Receipt Attachments need to be added at the line level by selecting Attach Receipt, or an Exception comment needs to be entered.

The Personal Expense field may display at the bottom of the Expense Entry page or under the Receipt Split depending on you local settings.

  1. Select the Add button to create additional expense lines, or if complete, select the Review and Submit button.
Expense Entry page with the Date, Expense Type, Description, Payment, Amount, and Billing Types fields populated with example data. The Receipt Split button and Review and Submit button highlighted.
  1. The Expense Summary page displays. In the Additional Information section, select Cash Advance and the Cash Advance page displays. 
Expense Summary page with the Cash Advance section/link highlighted.
  1. 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 Total Amount of the Advance Applied must be less then or equal to the Total of the Expense Report lines. 
  2. The Due To Employee field indicates the amount due to the employee after applying the total Cash Advance amounts.  
  3. Select the Apply button to apply the cash advance amounts to the expense report and return to the Expense Summary page.

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.

Apply Cash Advance page with example data entered in the Total Applied fields and the Apply button highlighted.
  1. The Expense Summary page displays.  Select the Update Details button to go back to the Expense Entry page to edit/update the expense lines or select the Submit button when you are ready to submit the Expense Report for approval.
Expense Summary page with the Update Details and Submit buttons highlighted.
  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 using Fluid Tiles. This link will open in a new tab/window

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.