1. ADVANCES Business Center Training for Travel Advance
Travel Departmental Advance
and
Departmental Advance (non-travel)
11/14/2018

2. Overview Transfer of Responsibility
Prepare BC staff to independently process the different types of advances from start to finish
Provide BC staff with the resources and tools they need to process the different types of advances
Notify BC staff of policy updates
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3. There are two types of Travel Advances
Travel Departmental Advance
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4. The Travel Advance/Travel Departmental Advance create a credit risk to the university and should only be authorized when all other options have been exhausted
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5. Use alternative payment methods when available
Direct Vendor Payment
Corporate Card
Department Procurement Card
Personal Reimbursement
Advance
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6. Travel Advance and Travel Departmental Advance
~For Official University Business ~
The Travel Advance and Travel Departmental Advance are given to a traveler or an OSU employee, on behalf of the traveler, for official university business. The travel must benefit the university’s educational, research or public service to qualify as official university business
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7. What you need to know about Travel Advances and Travel Departmental Advances
Who can get one
What is the qualifying criteria
Where to complete the request
Who reviews the advance
Who enters the advance into Banner
When the funds are released
Settlement of the advance
Reconciliation of the Business Center clearing fund
11/14/2018

8. Who can request a Travel Advance?
OSU Employee with at least > .5 FTE
GRA, GTA Student that = .49 FTE
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9. Who can request a Travel Departmental Advance ?
OSU Employee with at least > .5 FTE, usually the supervisor, who can request a Travel Departmental Advance on behalf of:
Official Volunteers, who do not qualify for a Travel Advance
Employees, who do not qualify for a Travel Advance
Students, who do not qualify for a Travel Advance
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10. What is the Qualifying Criteria?
All previous Travel Advances have been settled in full
Budget authority has signed authorizing the travel
OPAA has signed authorizing the travel when on Grant Funds
Minimum of $250 that cannot be pre-paid for by other means
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11. Qualifying Criteria continued:
And the travel is:
Out-of state or international travel that is longer than five days Or
Travel is on an extended trip (longer than 15 days) and the use of the Corporate Card is not a viable alternative to a travel advance
Traveler is not eligible for the Corporate Travel Card- refer to OSU TRA 202:Corporate Travel Card for qualifications
11/14/2018

12. Where to complete a Travel Advance/Travel Departmental Advance Request
The Travel Advance task is found under Travel in the OSCAR navigation panel (
Both types of travel advances can be completed at this site
Login is required by the traveler or the OSCAR user to complete the task
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13. Business Center Reviews the Travel Advance/Travel Departmental Advance
Before approval verify the following:
The Travel Advance meets the qualifying criteria
Is the traveler eligible for the Corporate Travel Card? If yes, applications should be turned in with the Travel Advance request
The traveler has submitted the Advance form at least five working days prior to the date the advance is needed
11/14/2018

14. Business Center Reviews the Travel Advance/Travel Departmental Advance continued
Verify appropriate budget signature authorizing the Advance
Verify allowable estimated amounts for per diem meals, lodging and other expenses that are requested in the advance amount
Estimates are used as a guideline to determine what percentage should be granted
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15. Travel Advance
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16. Travel Departmental Advance
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17. Travel Advances are entered into Banner by the Business Center
How will the traveler receive the Travel Advance/Travel Departmental Advance, will it be through an ACH or Check?
ACH - Allow enough time for the ACH to be deposited into the account by the date needed ~ 3 day rule
The Business Center will have to override the ACH option in FAAINVE if a check has been requested
Check Pick Up - In the vendor invoice field include PU, Business Center phone extension and change the document indicator from M to 1 to ensure a single check
11/14/2018

18. Travel Advances are entered into Banner by the Business Center continued:
In the commodity line use the following standard: Traveler’s last name, first initial and description plus dates of travel. Use FOATEXT to add any additional information
Enter the accounting against the Business Centers clearing fund and use account code A3151 (Travel Advances)
Scan supporting documentation into Nolij
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19. When the Advance funds are released
Funds will not be released more than 7 days before the departure date
Business Center staff will pick up and sign for the check in Kerr Admin (Window 16)
The traveler or the OSU employee, on behalf of the traveler, must show photo ID at the time the check is picked up from your Business Center (if not known by the Business Center staff)
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20. When the Advance funds are released continued:
The traveler or OSU employee must sign the Advance form acknowledging the receipt of the funds and agrees to the terms at the time the check is picked up or prior to the release of the ACH
The settlement is due 45 days after the completion of the trip
The settlement date is written on the Travel Advance/Travel Departmental Advance form and a copy is given to the traveler or the OSU employee, on behalf of the traveler
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21. Settlement of Travel Advance and Travel Departmental Advance
The traveler submits travel receipts with a copy of the Travel Advance or the Travel Departmental Advance form to the Business Center
The traveler receives a reimbursement when expenses are greater than the amount advanced
The Business Center uses TRES to create an invoice using the travel itinerary, expenses and other details
Use the accounting field to credit the Business Center clearing fund on account code A3151
Reference the original “I” doc # in the description
All back up documentation is scanned into Nolij
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22. The traveler has travel expenses of $4160
The traveler has travel expenses of $ less the Travel Advance -$ that has been entered into TRES that shows a reimbursement to the traveler for $407.50
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23. Settlement continued:
Traveler or OSU employee is responsible for the reimbursement to the university when expenses are less than the amount advanced
Use TRES to create a “T” document using the travel itinerary, expenses and other details (To be deleted later )
A check is written to OSU for funds not expensed and the deposit is sent to the Cashier’s Office in Kerr Admin crediting it to the Business Center clearing fund on account code A3151
A JV is done by the Business Center to complete the settlement by a debit to the travel expenses and a credit to the Business Center clearing fund on account code A3151
Remember to scan back up documentation to the JV. For example: a copy “T” document from TRES, Advance form, conference documents, and other travel receipts
11/14/2018

24. The traveler has travel expenses that are less than the Travel Advance-$4, The travel is entered into TRES to create a “T” document (To be deleted later) and used as part of the back up documentation to the JV that posts the accounting
Txxxxxxx
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25. Reconciliation of the Business Center clearing fund
An excel spreadsheet is recommended to track the open Travel Advances
Open Travel Advances/Travel Departmental Advances should be monitored monthly and balanced to the Business Centers Banner clearing fund
Use FGITBAL to find the balance of your Business Center clearing fund
All advances must be settled in the fiscal year the travel was completed
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26. Reconciliation spreadsheet example:
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27. Departmental Advances (non travel)
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28. The Departmental Advance creates a credit risk to the university and should only be issued for participant payment at the time of the activity
Not to be held for the duration of the Research Project if there is an identifiable difference
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29. Departmental Advances
~For Official University Business ~
The Departmental Advance is given to an OSU employee for official university business. The approved use must directly benefit the university’s educational, research or public service objective to qualify as official university business.
11/14/2018

30. What you need to know about Departmental Advances
Who can get one
What is the qualifying criteria
Where to complete a request
Who reviews the advance
Who enters it into Banner
When the funds are released
Settlement of the advance
Reconciliation of the Business Center clearing fund
11/14/2018

31. Who can request a Departmental Advance (non-travel)?
OSU Employee with at least > .5 FTE
GRA, GTA Student that = .49 FTE
11/14/2018

32. What is the Qualifying Criteria?
All previous Departmental Advances have been settled in full
Budget authority has signed authorizing the use of the funds
Preferred minimum of $250
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33. Where to complete a Departmental Advance Request
The Departmental Advance is found under Payment Request in the OSCAR navigation panel (
Login is required by the OSU employee to complete the task
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34. The Business Center Reviews the Departmental Advance
Before approval verify the following:
The Departmental Advance meets the qualifying criteria
The OSU employee has submitted the Departmental Advance form at least five working days prior to the date the advance is needed
Appropriate budget signature authorizing the departmental advance
Description detailing the use of the funds
Type of project
Number of participants and each payment amount
Institutional Review Board (IRB) number if one has been assigned
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35. Departmental Advances are entered into Banner by the Business Center
How will the employee receive the Departmental Advance, will it be through an ACH or Check?
ACH - Allow enough time for the ACH to be deposited into the account by the date needed ~ 3 day rule
The Business Center will have to override the ACH option in FAAINVE if a check has been requested
Check Pick Up - In the vendor invoice field include PU, Business Center phone extension and change the document indicator from M to 1 to ensure a single check
11/14/2018

36. Departmental Advances are entered into Banner by the Business Center continued:
In the commodity line use the following standard: Employee’s last name, first initial and description plus dates of the participant activity. Use FOATEXT to add any additional information
Enter the accounting against the Business Centers clearing fund on account code A3150 (Departmental Advances)
Scan supporting documentation into Nolij
11/14/2018

38. When the Departmental Advance funds are released
Funds will not be released more than 7 days before the date of the participant activity
Business Center staff picks up and signs for the check in Kerr Admin (Window 16)
The OSU employee must show photo ID at the time the check is picked up from your Business Center (if not known by the Business Center staff)
11/14/2018

39. When the Departmental Advance funds are released continued:
The OSU employee must sign the Departmental Advance form acknowledging the receipt of the funds and agrees to the terms at the time the check is picked up or prior to the release of the ACH
The settlement is due by the 15th of the next month following the completion of the participant activity
The settlement date is written on the Departmental Advance form and a copy is given to the OSU employee
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40. Settlement of the Departmental Advance
The OSU employee submits confirmation of the completion of the participant activity, a copy of the IRB if applicable, and a copy of the Departmental Advance form to the Business Center
The OSU employee is responsible for the reimbursement to the university when expenses are less than the amount of the advance
Use the Personal Reimbursement form found in Oscar to detail the participant activity
A check is written to OSU for excess funds not expensed and credited against the Business Center Clearing fund on account code A3150 at the Cashier’s Office in Kerr Admin
A JV is done by the Business Center to complete the settlement of the Departmental Advance by a debit to the expense and a credit to the Business Center Clearing Fund on account code A3150
11/14/2018

41. Settlement of the Departmental Advance continued:
When no reimbursement is due to the OSU employee or to the university
A JV is done by the Business Center to complete the settlement of the Departmental Advance by a debit to the expense and a credit to the Business Center Clearing Fund on account code A3150
Remember to scan back up documentation for example: a copy of Personal Reimbursement form, IRB, if necessary, and other receipts
11/14/2018

43. Reconciliation of the Business Center clearing fund
An excel spreadsheet is recommended to track the open Departmental Advances
Open Departmental Advances should be monitored monthly and balanced to the Banner clearing fund
Use FGITBAL to find the balance of your Business Center clearing fund
All advances must be settled in the fiscal year the participant activity was completed
11/14/2018

45. QUESTIONS?
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46. Thank you for attending
Business Affairs Contacts
General Questions
Fixed Assets
Janna Storm
Financial Accounting and Analysis
Diane McGill
Accounts Payable & Travel
Stephanie Smith
Paul Marinello
A/P
Mark Fryman
Treasure Hunt
Autopays
Bezu Abebe
Charlotte Rooks
Pcards
Rose Hamilton
Grants, Gift, and Foundation Funds
OPAA
11/14/2018