A Cash Advance (also known as a Travel Advance) is a pre-approved sum of money given to a traveler to cover anticipated out-of-pocket expenses during a business trip. This advance helps ensure the traveler has the necessary funds for their trip without needing to use personal finances upfront. This process outlines how to request a Cash Advance in Concur.

Requesting a Cash Advance

Employees must contact the Travel Department, travel@charlotte.edu, to explain their need for an advance. 

Please include the following information in the email request: 

• Traveler's Name
• 800#
• Reason for requesting a Cash Advance
• Trip Dates

Note: all employees seeking a Cash Advance must have an active Accounts Payable Direct Deposit account to receive payment. 

The user will receive a Cash Advance Approval email confirming that their Cash Advance Request has been approved, or they will receive a Cash Advance Denial Email to review the reason for denial. 

To Add a Cash Advance

1. Log into concur.charlotte.edu.
    
2. Create a Travel Request in Concur and add all expected expenses. For the Trip Name, use the following format: “Trip Start Date-Trip End Date_CA_Last name”.  “CA” refers to “Cash Advance”.
   Example: 0306-030925 CA Frazier
   
   
   It is best to request the Cash Advance when initially completing the Travel Request, but if it is to be requested after the Travel Request has begun or been completed, see the examples below for requesting a Cash Advance.
   
   Example 1: If a Travel Request has been completed and Approved, select Recall to make updates and add the Cash Advance.  
   
   Example 2: If a Travel Request has been completed, Approved, and linked to an Expense Report. Delete the Expense Report first, and the option to Recall will be available on the Travel Request.
   
   Example 3: If a Travel Request has been completed and linked to an approved Expense 
       Report. Review, Revising a Travel Request if the trip has taken place, and edits are needed for the Trip Dates. To review the steps for copying the original Travel Request. 
       Note: The Request Name will need to be updated to the Cash Advance naming convention, see step 2.
    
3. Select Request Details > Add Cash Advance.
   
   Note: For Group Travel Trips providing Students with a daily Travel Allowance, select the “Student Meals” Expense Type and enter the amount for the student meals. To include the traveler's specific meal allowance, navigate to the Travel Allowance and select it there.
   • Student Meals = Travel Allowance for students
   • Travel Allowance = Travel Allowance for travelers
      
4. Review Cash Advance
   The Cash Advance will be automatically added to the request and will calculate the maximum amount allowable.
   Optional: The cash advance box can be clicked to allow the traveler to reduce the total cash advance if desired. 
    
5. Select Submit Request. The Request will route through the workflow and be reviewed and processed by the travel area of the Disbursements department. Cash Advances will not be deposited more than 3 to 5 business days before the travel departure date.  

Important Information & Guidelines

Frequency and Eligibility: Cash Advances are issued for specific travel events, and travelers may only obtain one Cash Advance at a time. 

 Submit an Expense Report: Document the Cash Advance used on an Expense Report. The Post Trip Expense Report must be submitted in Concur within 30 days of the trip end date.

 Unused Funds: If a trip is canceled or unused funds remain, the traveler must return the funds to the University within 30 days.

Employees must send or drop off at the Bursar’s Office before submitting the Expense Report in Concur: 

• Exact cash, or
• A check made payable to the University of North Carolina at Charlotte, and
• A printed copy of the (Deposit Form for Cash & Checks). 

Note: The Bursar’s Office will email the employee a confirmation of receipt of payment, which must be attached to the Expense Report to reconcile the portion of the cash advance that was unutilized.