Step 1: Traveler Obtains Concur Permissions from Travel Accounting
Not all employees have access to Concur’s cash advance request functionality. If a traveler needs to be granted access, the trip’s projected expenses must first be submitted to Travel Accounting (either by the traveler or their delegate). If the trip and traveler appear to meet the necessary criteria, the traveler will be provisioned to submit the formal request.
Step 2: Request is Submitted in Concur
The traveler or their delegate enters the request in Concur, which includes estimated expenses. Once submitted, the request is routed through the approval workflow. Upon Travel Accounting approval, payment will be issued to the traveler in the same manner they receive their payroll distributions (i.e., direct deposit or physical check).
Step 3: Cash Advance is Received and Reconciled
Within 45 days of trip completion, the traveler (or their delegate) must reconcile the actual expenses and return any unused funds. If there is excess cash that was advanced, but not expensed, there are two options for recovery:
- Traveler makes an ACH payment on the Cash Advance Repayment Portal (preferred)
- Traveler submits a personal check made payable to the Regents of the University of California.
• Cash Advance - Check Payments
• How to Add/Remove a Delegate
• Expense Type Matrix: Cash Advance
• How to Reconcile a Cash Advance
• Creating a Report from a Request
• Creating an Expense Report Based on Per Diem – Foreign Meals & Lodging
• Creating an Expense Report with Fixed Allowances Based on Actuals
• Converting Foreign Currency Transactions
• Adding a Cash/Personal Card Expense to an Expense Report
• Adding University Card Transactions to an Expense Report
• Working with Available Receipts
• How to Allocate Expenses
• How to Return Unused Cash Advance Funds
• Cash Advance Repayment Portal
• Concur Glossary
Step 4: Expense Report is Submitted
Once the cash advance has been fully reconciled, it must be submitted for department approval. Only the traveler can submit the expense report.
Step 5: Expense Report is Approved by Department
Once the expense report is submitted, the department approver must review it. Approvers can easily select a transaction to see its associated documentation and receipt(s). If there is an error, the approver can send the report back to the traveler for correction.
Step 6: Expense Report is Reviewed by Travel Accounting
Once department-level approval is received, the report will be routed to Travel Accounting. If additional approvals are needed, Travel Accounting will add them to the report.
After all approvals have been received, Travel Accounting reviews and audits the report. Once this final layer of approval is received, the expense report will be processed and charged to the indicated FAUs.
