{"id":2271,"date":"2025-08-29T16:54:39","date_gmt":"2025-08-29T16:54:39","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/?page_id=2271"},"modified":"2025-12-19T15:41:42","modified_gmt":"2025-12-19T15:41:42","slug":"cashadvance-2","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/cashadvance-2\/","title":{"rendered":"Cash Advance Request and Reconciliation"},"content":{"rendered":"<section class=\"alert-box block-container\" >\n    <div class=\"alert-box__container\">\n        <div class=\"alert-box__content\">\n                <div class=\"alert-box__card\">\n                    <div class=\"alert-box__card-container\" >\n                        <div class=\"alert-box__card-inner\">\n                            <div class=\"alert-box__card-inner-content\">\n                                <h3 class=\"alert-box__card-heading\">Please note<\/h3>\n                                <p class=\"alert-box__card-copy\">If this request is for an advance when you are <b>traveling as an individual, <\/b> not a group or team, please visit the webpage about <\/p>\n                                <div class=\"alert-box__card-cta\">\n                                   <a href=\"https:\/\/www.macalester.edu\/business-services\/traveladvance-2\/\" target=\"_self\"> Travel Advance Request and Reconciliation<\/a>\n                                <\/div>\n                            <\/div>\n                        <\/div>\n                <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n<h2 class=\"wp-block-heading\">Cash Advance Request<\/h2>\n\n\n\n<p>Faculty or Staff can request cash for College sponsored events, teams or groups, first complete the Cash Advance REQUEST (see below). \u00a0\u00a0Keep in mind, this request must be <strong>received<\/strong> by the Cashier no less than <strong>10 days PRIOR<\/strong> to the day of pick up, as the Cashier does not keep large amounts of cash on premises.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Initiate the <strong><a href=\"https:\/\/eform.pandadoc.com\/?eform=6a08f867-d994-4272-8d9a-cef7532cae85\">Cash Advance REQUEST (eform)<\/a><\/strong><em>&nbsp; To open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;. <\/em><\/li>\n\n\n\n<li>Enter your name and email, then the Approver&#8217;s name and email.<\/li>\n\n\n\n<li>Once the form is completed, it will be automatically routed first to the Approver, then to Accounting, then the Cashier.<\/li>\n\n\n\n<li>Once the Approver,&nbsp;Accounting,&nbsp; and the Cashier have reviewed the request, the form will be sent as a completed PDF to the Initiator.\n<ul class=\"wp-block-list\">\n<li>If you <strong>do not<\/strong> receive the completed PDF in a timely manner, open the acknowledgement email regarding the form.&nbsp; Here, you will be able to view the signatures to see who hasn&#8217;t signed, and you can contact them to bring their attention to the request.&nbsp; See <strong><a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/?page_id=2289&amp;preview=true\">Form Notification &amp; Checking Form Status<\/a><\/strong> for more information about form notifications.<\/li>\n\n\n\n<li>The date to pick up the Cash is included in the<strong> lower right of the form.&nbsp;<\/strong> Please verify the date before picking up the cash.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>On the cash pick up date, go to the Cashier \/ <span style=\"font-weight: 400\">Student Accounts Office in 77 Macalester Street with your Macalester ID.\u00a0 Only a Macalester Employee (Faculty or Staff) can pick up the Cash.\u00a0\u00a0<\/span><span style=\"font-weight: 400\">\u00a0<\/span><\/li>\n\n\n\n<li>If you would like to cancel a request, access the Cash Advance Request from the notification email, click on <em>other actions<\/em> and then <em>click decline<\/em>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><a id=\"GrantAdvance\"><\/a>Cash Advance Request for Grants<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use <strong><a href=\"https:\/\/eform.pandadoc.com\/?eform=e13fd989-3f4e-43eb-8daf-ad119ae2d146\">Macalester Cash Advance Requests for Grants (eform)<\/a><\/strong> <em>to open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;.&nbsp; <\/em><\/li>\n\n\n\n<li>Enter the PI as the Approver.<\/li>\n\n\n\n<li>Grants Accounting will the copied on the request.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Prepare for Cash Distribution<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Next, prepare for the cash to be distributed.&nbsp; Adapt\/Print the <strong><a class=\"more\" href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1cRg-5PigPG5Z_uv6vnudc3jW145_xAA3lCl9U4pyblQ\/copy\">Cash Advance RECORD<\/a> <\/strong><em>link will ask you to make your own copy<\/em> (lists each person who received cash); this will act as a receipt for the cash distributed.&nbsp; &nbsp;This form should accompany the cash when it distributed out by the Macalester Employee.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Cash Distribution<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>When the cash is distributed, please have the individuals who are given the cash, sign and date the <strong><a class=\"more\" href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1cRg-5PigPG5Z_uv6vnudc3jW145_xAA3lCl9U4pyblQ\/copy\">Cash Advance RECORD&nbsp;<\/a><\/strong><em>link will ask you to make your own copy<\/em><\/li>\n\n\n\n<li><strong>The person distributing the cash should take a photo of the completed Cash Advance Receipt <\/strong>(the image may need to be emailed to the person handling the reconciliation).<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Cash Advance Reconciliation \/ Return<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400\">Within <strong>two weeks<\/strong> of the completion of the travel\/event:<\/span>\n<ul class=\"wp-block-list\">\n<li>If there is CASH REMAINING, complete appropriate Cash Advance RETURN and deliver the cash to the Cashier. <\/li>\n\n\n\n<li>Note, there is no need to provide a FOAPAL on this form, as Accounting tracks the FOAPAL indicated on the  Cash Advance Request (above). \n<ul class=\"wp-block-list\">\n<li>For amounts<strong> under $1,000<\/strong> &#8211; <strong><a class=\"more\" href=\"https:\/\/eform.pandadoc.com\/?eform=fa64d70d-a763-4c83-a18c-87eafce8409c\">Cash Advance RETURN under $1,000 (eform)<\/a><\/strong><em>&nbsp; To open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;. <\/em><\/li>\n\n\n\n<li>For amounts <strong>over $1,000<\/strong> &#8211; <a class=\"more\" href=\"https:\/\/eform.pandadoc.com\/?eform=3adf6ed9-03a0-4e97-9b4f-ba27f29f337c\"><strong>Cash Advance RETURN over $1,000 (eform)<\/strong><\/a> &nbsp;<em>To open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;.&nbsp;<\/em><\/li>\n\n\n\n<li>Please have TWO individuals count the cash to be returned.&nbsp; &nbsp;Initiate the form and enter your name (Cash Counter #1) and the name and email of Cash Counter #2.<\/li>\n\n\n\n<li>Once the Initiator has received the PDF of the completed form, go to the Cashier \/ Student Accounts Office in 77 Macalester Street with your Macalester ID.&nbsp; <strong>No need to print the PDF, the Cashier will scan and email the completed Cash Advance Return form as your RECEIPT for depositing the remaining cash.&nbsp; <\/strong><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span style=\"font-weight: 400\">Complete the <strong><a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/expensereport\/\">Expense Report<\/a><\/strong><\/span>\n<ul class=\"wp-block-list\">\n<li>Include the <strong>completed<\/strong> <strong>Cash Advance RETURN (eform)<\/strong>, if there is cash left over.<\/li>\n\n\n\n<li>Include all receipts.<\/li>\n\n\n\n<li>Send to <a href=\"mailto:accounting@macalester.edu\">Macalester Accounting&nbsp;<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>If you would like to cancel a request, access the Cash Advance Return from the notification email, click on <em>other actions<\/em> and then <em>click decline<\/em>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><a id=\"GrantReturn\"><\/a>Cash Advance Reconciliation \/ Return for Grants<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use <strong><a class=\"external\" href=\"https:\/\/eform.pandadoc.com\/?eform=1e366f2f-532c-4c40-a9b4-11b0a2ea921b\">Cash Advance RETURN under $1,000 for Grants (eform)<\/a><\/strong> <em>to open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;.&nbsp;<\/em><\/li>\n\n\n\n<li>Use <strong><a class=\"external\" href=\"https:\/\/eform.pandadoc.com\/?eform=0a686397-3716-4bf5-8d15-58a7eb41a4db\">Cash Advance RETURN over $1,000 for Grants (eform)<\/a><\/strong> <em>to open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;.&nbsp;<\/em><\/li>\n\n\n\n<li>Enter the PI as the Approver.<\/li>\n\n\n\n<li>Grants Accounting will the copied on the request.<\/li>\n<\/ul>\n\n\n\n<p>Contact <a class=\"email\" href=\"mailto:accounting@macalester.edu\">Macalester Accounting&nbsp;<\/a>&nbsp;if you have questions.<\/p>","protected":false},"excerpt":{"rendered":"<p>Cash Advance Request Faculty or Staff can request cash for College sponsored events, teams or groups, first complete the Cash Advance REQUEST (see below). \u00a0\u00a0Keep in mind, this request must be received by the Cashier no less than 10 days PRIOR to the day of pick up, as the Cashier does not keep large amounts [&hellip;]<\/p>","protected":false},"author":44,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-2271","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2271","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=2271"}],"version-history":[{"count":128,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2271\/revisions"}],"predecessor-version":[{"id":11231,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2271\/revisions\/11231"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=2271"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}