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Claimants are responsible for accounting for and/or repaying ��Ӱֱ�� the advance. Please see Financial Services –Travel and Expense Reimbursements for process documentation. Expense claims will not be processed if the cash advance has not been completely accounted for and/or repayment received.

Submit related expense claim through the ERS.

Scenario 1: If a cash advance is no longer required (for example, because a trip was cancelled), claimants should immediately return the funds. 

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Scenario 2: If the expenses incurred are greater than the original cash advance, claimants should submit their expense claim, linking it to the advance. Amount in excess of advance will be paid to the claimant.  It is required that all related expenses are entered and accounted for. 

Scenario 3: If the amount of actual expenses incurred is less than the original cash advance, claimants must return the unused portion of the cash advance to Financial Services:

(See . Section “Assigning a Cash Advance or Research Participant Advance to a Claim”).

Options for repayment:

• E-transfer: For e-transfer repayment through an Interac e-transfer, please contact fsaccrcv@queensu.ca, who can arrange for a ‘request for payment by e-transfer’ to be sent to the email address of the claimant. Once the e-transfer is complete, please attach the BMO confirmation to the claim as proof of repayment as a Cash Advance Return expense type in ERS.
• Cheque: send a cheque payable to ��Ӱֱ�� sent to Financial Services. To ensure the cheque is accurately processed, claimants must fill out a cash advance return receipt.  This must be submitted with the cheque payment; it will be signed by Financial Services as proof of repayment and a scanned copy will be emailed to the email address noted on the form. A copy of this form must be submitted as a ‘Cash Advance Return’ on the ERS expense claim to account for the advance.  The Cash Advance Return Receipt can be found: Forms | Financial Services.
• Cash: Individuals who wish to repay cash advances in cash must submit the cash in person to Financial Services. Under no circumstances should cash be sent via inter-office mail. Claimants should attach the cash advance return receipt to their claim as proof of repayment as a Cash Advance Return expense type in ERS of the excess advance.
   

Submitted expense claims will be reviewed for accuracy and policy compliance.

Monitoring and follow up on outstanding cash advances

To provide effective stewardship over university assets, Financial Services monitors outstanding cash advances on a regular basis. The collection of outstanding overdue advances is the responsibility of the associated Department and will be facilitated by Financial Services.

When an expense claim for which an advance has been provided has not been filed within the required 15-day period, Financial Services will send an e-mail to the claimant monthly, requesting the claimant to submit either an expense report or repayment of the advanced funds. Starting with the second month, if the advance is still outstanding, the Approver of the advance request (and/or Principal Investigator if applicable) will be included. Starting with the third month outstanding, these will be escalated to the appropriate Business Officer via inclusion in email. Finally, beginning on the fifth month the Department Head/Principal Investigator as required will be included.

No further travel advances will be provided until the advance in question has been settled.  Any outstanding overdue cash advance amounts will be deducted from other expense claims submitted by the claimant where possible.

Any such overdue advances that are not accounted for within six months after return date of travel will be charged to the associated Department in the expense account for bad debts, in the Operating Fund. An overdue advance that has been charged back to the department does not imply that collection efforts should cease. The department is expected to exhaust all reasonable measures to recover the outstanding amount.