The Advance Request Forms should be used to report actual expenditure incurred against the original sum advanced. Once all expenditure against an advance has been completed, individuals must ensure that all original supporting information (receipts and other documents) is gathered together as proof of purchases or expenditure made.
Individuals should complete the second and third pages of the form and obtain approval from a departmental authorised signatory before submitting the completed pages, plus supporting documentation, to either:
The final page of the Advance Request Forms will show whether there is an outstanding balance owing either to the University or the individual.
Note: In the case where an advance payment is greater than the amount spent, the individual must pay back the balance to the department who will then arrange for the money to be forwarded to the Cashiers Office for receipting in Oracle Financials.
Only one advance may be provided at a time, which must be fully reconciled and closed before a new advance may be requested.
Advances should be reported within three months of being incurred, or two months of returning to the UK.