Apply an Advance to an Expense Report

What happens to the unused portion of an Advance?

What does Applying an Advance to an Expense Report Affect?

What rules govern Advances?

Additional Resources

Navigation: NUPortal > Financial > Payments tab > Expense Reports > Create a new Expense Report

or Alternate Navigation: NUFinancials > Employee Self Service > Travel and Expense Center > Expense Report > Create

  1. To enter an Expense Report for someone else, click the magnifying glass and select their Employee ID.
  2. Click Add
Graphic of Proxy Access screen

Step 1: Use Quick Start & Select a Travel Authorization to copy

  1. Select A Travel Authorization from the dropdown menu
  2. Click GO
    Graphic of Expense Report entry screen
  3. Search for open Travel Authorizations by using the date range (if needed)
  4. Click Select to copy the Travel Authorization

Graphic of Populate from a Travel Authorization screen

Step 2: Copy the Imported Line

  1. Click the Select checkbox for the imported line
  2. Click Copy Selected
  3. Click OK to the Warning message (not shown)
    Graphic of Expense Report entry screen
  4. Use the Copy to One Date default selection.
  5. Click OK

Graphic of Copy Selected Expenses screen

Step 3: Enter Credit

  1. Change the Amount Spent to a negative value on the copied line
  2. Click Add next to the New Expense dropdown menu
    Graphic of Expense Report entry screen
  3. Enter the Credit Reference "reverse advance"
  4. Click OK
    Graphic of Credit Information screen
  5. Click Return

Graphic of Credit Information screen

Step 4: Enter Expense Lines and Apply Advance

  1. Click Apply Cash Advance.
  2. Click the magnifying glass to look up the Advance ID
    Graphic of Apply Cash Advances screen
  3. Click the Advance ID number.
    Graphic of Look Up Advance ID screen
  4. Enter how much of the Advance was used under Total Applied (must be less than or equal to the Advance Amount).
    • If the actual expenses are less than the Advance Amount:
      • The employee must return the unused portion of the advance to the university via personal check when submitting their expense report.
      • Record the Advance ID number in the check memo and mail to Accounts Payable.
      • This is the Total Due Company
      • This amount does not appear in totals shown at the bottom of the expense report
      • Click OK
    • If the actual expenses are equal to the advance, no amount is due to the employee or university.
      • However, an expense report must still be submitted for reconciliation.
    • If the actual expenses exceed the amount of the advance, the employee will be reimbursed for their expenses, minus the advance amount.
      • This amount appears as Due Employee in totals shown at the bottom of the expense report
  5. Click OK.

Graphic of Apply Cash Advance screen

Step 5: Save and Budget Check

Graphic of Expense Report entry screen

  1. Click Save For Later
  2. Click Check Budget
    • Click OK in the corresponding pop up window (not shown).
    • Budget Checking Status will return as Valid or Error.
    • You may only submit an Expense Report with a Valid budget check.
    • Using the accounting defaults entered for the Travel Authorization, Budget Checking the Expense Report will unencumber the Travel Authorization and create a new expense in your department/school\0x2019s budget.
    • Sponsored Project Expenses - F&A will not be applied to these expenses until they have been completely approved.

Step 6: Select Workflow Routing and Submit

  1. Employees with multiple appointments (and their proxies), click the radio (circular) button next to the Appointment/Supervisor where this expense report should route.
  2. Click Submit.
    Graphic of Expense Report entry screen
  3. Click OK to the resulting confirmation.

Graphic of Submit Confirmation screen

View the Workflow Sequence (optional)

Graphic of Expense Report entry screen

  1. Click the Report Status link to view the workflow approval path in Approval Status.

Graphic of Approval Status screen

Expense Report Workflow Sequence

  1. Employee Certification (if entered by proxy)
  2. Project (if applicable)
  3. Department (Level 1, 2, 3, as applicable)
  4. ER (Expense Report) Supervisor
  5. ASRSP (if applicable)
  6. Accounts Payable