Adding a Cash Advance to a Travel Request

Overview

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: 

  • Travelers 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. 

Process

  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 below scenarios for requesting a Cash Advance.
    Scenario 1: If a Travel Request has been completed and Approved, select Recall to make updates and add the Cash Advance.  
    Scenario 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.
  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.  Also, from the Travel Allowance menu, select Travel Allowance to include the travel allowance for non-student meals for the traveler this report is for. 
    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 things to be aware of:

Email notifications will automatically generate daily until the Cash Advance has been submitted on an Expense Report after the trip end date.

Frequency and Special Consideration: Cash advances are issued for a specific travel event and a traveler may only receive one Cash Advance from the University at a time. Special consideration will be given to faculty and staff who lead student trips.

Reconcile within 30 days of use: If the travel event occurs and the traveler utilized the entire cash advance, the traveler must submit an Expense Report in Concur within 30 days of the trip end date to reconcile the cash advance in full.

Remit unused funds within 30 days: If the travel event for which the Advance has been issued is canceled or the traveler does not utilize the entire cash advance, the traveler must remit the funds back to the University within 30 days.

  • Employees must send or drop off a check made payable to the University of North Carolina at Charlotte (Deposit Form for Cash & Checks) to the Bursar’s Office before submitting the Expense Report in Concur. Upon confirmation of receipt, the employee must submit an Expense Report within 30 days of the trip end date to reconcile the portion of the cash advance that was utilized.

Additional Support

If you have questions or need further assistance, please refer to the Concur FAQs and Guidance or submit this request form.

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