Tips:

Request an Advance

Why do you need to create both a Travel Authorization and a Cash Advance?

What rules govern Advances?

When is this process not used?

Additional Resources

Step 1: Create a new Travel Authorization

Navigation: NUFinancials > Employee Self Service > Travel and Expense Center > Travel Authorization > Create

Graphic of Travel and Expense Center

  1. To enter a travel auth. for someone else, click the magnifying glass and select their Employee ID.
  2. Click Add

Graphic of Proxy Access screen

Step 2: Enter General Information header

Users without Proxy Access will go directly to this screen.

  1. Enter a brief Description that describes this Advance.
  2. Click drop-down menu to select a Business Purpose. Business Purpose is used to describe the nature of this Advance.
  3. Optional, in Comment enter additional details for the Advance (including Business Purpose or Location, as applicable).
  4. Enter the dates in which this Advance will be used (a future date range), Date From and Date To.
  5. Click Accounting Defaults

Graphic of Travel Auth. entry screen

Step 3: Enter Accounting Defaults

  1. Enter the chart string this advance will be charged to.
    • Fund and Department are always required.
    • Enter the PC Bus Unit NWUNV before entering Project, Activity, Program or ChartField 1 (if applicable).
    • Account does not appear here; the expense account will automatically be applied when you select the expense types in the next step.
  2. Optional, to add another chart string, click Add ChartField line, enter % percentage and chartstring.
  3. When all chart strings have been entered, click OK to return to the Travel Auth.

Graphic of Accoutning Defaults screen

Step 4: Enter Details

  1. Select an Expense Type from the drop-down list.
  2. Enter the Date (must match the Date From entered in General Information).
  3. Enter Amount you are requesting to be advanced.
  4. Click Save for Later.

Graphic of Travel Auth. entry screen

Step 5: Check Budget and Print

  1. Click Check Budget
  2. Click OK in the corresponding Message window.
  3. Once Budget Checking Status is Valid, click Printable View (see the next page).

Graphic of Travel Auth. entry screen

Graphic of Budget Check message

Step 6: Print the Travel Authorization

  1. To print this Travel Auth., use your browsers print feature.
  2. Be sure to have the employee and their supervisor sign the Travel Authorization.
  3. Scan the signed Travel Authorization.
  4. The signed Travel Authorization must be attached to the Cash Advance.
  5. Optionally, the signed Travel Authorization may also be scanned and attached to the Travel Authorization.
  6. The original, signed Travel Authorization should be held by the department.

Graphic of printed Travel Auth.

Step 7: Copy the Authorization ID and Create a Cash Advance

  1. Copy the Authorization ID.
  2. Click Create a Cash Advance.

Graphic of Travel Auth. entry screen

Step 8: A new tab/window opens displaying the Cash Advance Report

  1. In Reference, paste the copied Authorization ID. Include all ten digits.
  2. Click the Source drop-down menu and select Automated Clearing House (for all employees with direct deposited payroll).
  3. Enter the total Amount from the Travel Authorization (the amounts must match).
  4. Click Attachments to attach the scanned, signed Travel Authorization.

Graphic of Cash Advance entry screen

Step 9: Attachments

  1. Click Add Attachment
    • Up to 5MB per attachment, 20MB total.
    • Acceptable types: xls, xlsx, doc, docx, jpeg, jpg, pdf, tiff, tif, zip
  2. Click Browse
    1. Select file name, click Open
  3. Click Upload
  4. Enter a Description
  5. Click OK

Graphic of Cash Advance Attachments screen

Graphic of File Attachment screen

Step 10: Submit the Advance for Accounts Payable Approval

  1. Click Submit (it is not necessary to click Save for Later)
  2. Click OK in the corresponding Submit Confirmation window.
    • Upon submission, the Cash Advance is sent directly to Accounts Payable via workflow.
    • Accounts Payable will verify that the Travel Authorization has been approved before approving the Cash Advance for payment.

Graphic of Cash Advance entry screen

Graphic of Submit Confirmation

Step 11: Copy the Advance ID and Submit the Travel Authorization

  1. Copy the Advance ID. Close the Cash Advance tab (or window) and return to the Travel Authorization tab/window.
  2. Paste the Advance ID in the Travel Authorization Comment field.
  3. Click Submit.
  4. Click OK in the corresponding Submit Confirmation window (not shown).
    •   The Travel Authorization is submitted via workflow for Department Approval.
    •   Accounts Payable will verify that the Travel Authorization has been approved before approving the Cash Advance for payment.

Graphic of Cash Advance entry screen

Graphic of Travel Auth. entry screen