IISD CASH ADVANCE INSTRUCTIONS

The Cash Advance request is used for employees to get cash in advance to purchase items when the cost is not known. A cash advance is not used to by pass the purchasing process. An approved vendor must be used to purchase items from. When an approved vendor cannot be used permission must be received from the Purchasing Department prior to receiving the cash advance. Cash Advance requests must be submitted to the Travel Desk at least 2 weeks in advance. Form must be completed by responsible party with an estimated amount needed. All requests must have supervisors signature. A cash advance cannot be used when the approved vendor accepts a Purchase Order. IISD CASH ADVANCE REQUEST To be completed prior to purchases. All blanks must be filled in. Failure to complete the entire form may result in a delayed payment. Approved vendors must be used to purchase items from. A method of compliance for each vendor used must be listed. For vendors not on the approved vendor list, contact the Purchasing Department. A complete description must be given for goods being purchased including why goods are being purchased. IISD CASH ADVANCE RECONCILIATION To be completed after purchases are complete. All blanks must be filled in. Failure to complete the entire form may result in a delayed payment. Vendors used must match the vendors listed on the Cash Advance Request form. All receipts must be dated after the cash advance check was issued.

All necessary original receipts must be turned into the Business Office no later then six (6) business days after cash advance check is issued. Failure to have a reconciled Cash Advance form to the Business Office will result in a payroll deduction for the unreconciled amount of the cash advance.

IISD CASH ADVANCE REQUEST

EMPLOYE E: VENDOR: COMPLIANCE: DESCRIPTION: EMPLOYEE NUMBER: METHOD OF

BUDGET CODES:

AMOUNT: TOTAL ADVANCE REQUESTED:

APPROVE D: PRINCIPAL OR DEPARTMENT HEAD ADVANCE BUSINESS OFFICE PO NUMBER: CHECK #: AMOUNT: CHECK DATE: RETURN DATE: SIGNATURE OF EMPLOYEE REQUESTING

Please have all necessary original receipts in Business Office no later then six (6) business days after check is issued. I understand that failure to have a reconciled Cash Advance form to the Business Office will result in a payroll deduction for the unreconciled amount of the cash advance.

IISD CASH ADVANCE RECONCILIATION

CHECK #: CHECK DATE:

EMPLOYEE NUMBER: AMOUNT: RETURN DATE:

ACTUAL EXPENSES:

TOTAL CASH ADVANCE CLAIMED: ADJUSTED BY AMOUNT PREVIOUSLY ADVANCED: REFUND TO DISTRICT OR EMPLOYEE:

I hereby certify that the above claimed expenses are true and correct.
APPROVED: SIGNATURE OF CLAIMANT DATE PRINCIPAL OR DEPARTMENT HEAD DATE DATE BUSINESS OFFICE

Please have all necessary original receipts in Business Office no later then six (6) business days after check is issued. I understand that failure to have a reconciled Cash Advance form to the Business Office will result in a payroll deduction for the unreconciled amount of the cash advance.