Requesting Cash Advances

Last Updated on April 21, 2025

Cash advances will be requested through Expense Reports in Oracle

Cash Advance Request Process

Log into Oracle > Me > Expenses

1. Click on Create Item
2. Date:  Enter today’s date
3. Template:  <select the appropriate template>
4. Type:  Cash Advances
5. Expense Location:  Where you will use the advance
6. Amount:  The amount you are requesting for the advance
7. Description: Enter where you are going, what the cash advance is for and the date(s) the cash advance will be used.
8. Tax Code:  NO TAX
9. Merchant Name: Your Name
10. You are not required to attach a receipt for a cash advance request
11. Click Add to Report to immediately create your report
12. Expense Report Purpose:  You MUST use this naming convention: CA [Your Name] [Date of request] For example:  CA Debbie Barteldt 3/28/24.
13. Click Submit to submit cash advance request.  Once cost center manager has approved the expense report and the report has gone through the audit process, employee will receive advance via direct dposit into the bank account selected for expense report payments

Create the Cash Advance Expense Item

Add the Cash Advance Expense Item to the Cash Advance Expense Report

Cash Advance Reconciliation Process

When Cash Advance is underspent:

1. Add up all of your receipts for your cash advance expenditures
2. Go to Me>Expenses
   1. Click on Create Item
   2. Date:  Enter today’s date
   3. Template:  <select appropriate template>
   4. Type:  Cash Advance
   5. Expense Location:  Where you used the advance
   6. Amount:  The total amount of all your expenditures (receipts) for the cash advance ENTERED AS A NEGATIVE NUMBER for example, Total of receipts = $500.00, enter as -$500.00
   7. Description: enter where you went, what the cash advance was for and the date(s) the cash advance was used.
   8. Tax Code:  NO TAX
   9. Merchant Name: Your Name
   10. You are not required to attach a receipt for this transaction