SECTION 60: Cash Advances: Operational and Event

1. Payments in any amount to a non-resident alien must be reported to the IRS.  All payments made to non-resident aliens must comply with Section 77.
2. Payee tax identification is required for reportable payments.  You will need to report the name, address and tax identification number of the payee on the reimbursement voucher.  Payments totaling more than $600 (either individually or cumulatively) during a calendar year are reportable to the Internal Revenue Service.  For additional information, please refer to Section 75.

All custodians of open ended Cash Advances will be a Special Payments (SP) vendor in the new financial system in the format: Cash Advance – Custodian Name. This Cash Advance vendor must be used when processing a reimbursement of Cash Advance funds when the advance is to continue. The Cash Advance vendor will be created by the Accounting Office only – not departments.

As the intent here is for the custodian to direct the reimbursement immediately back into the department’s cash pool, the Cash Advance custodian will be reimbursed via check, not direct deposit.

1. When processing a reimbursement for a continuing cash advance, select payment reason code “R” on the Disbursement Voucher (DV).
2. The RW and all receipts must be attached to the DV.
3. Receipts must be scanned following procedures for imaging: http://archives.msu.edu/records/scanning.php?records_scanning.
4. Custodians must “approve” the DV for reimbursement. If the custodian is the DV initiator, this approval is completed upon submission of the DV. If not, the initiator must ad hoc route the DV to the custodian and the custodian must approve the DV before further routing will continue.
5. If the RW is incorrect, the DV will be disapproved by Accounting. A new DV must be created with all required attachments and submitted through the required workflow.
6. The business purpose is documented on the DV and not on the RW.
7. On the RW, the total of the itemized expenses must match the total amount indicated in the Accounting Line section.

1. The exact amount of the advance has been spent. In this case, the RW and receipts are attached to the DI and submitted through the required workflow as outlined below.
2. The entirety of the advance was not spent. In this case, the individual returns the unused funds to MSU which are deposited in the Cashier’s Office, Hannah Administration Building, 426 Auditorium Road Rm 110. (DO NOT deposit the unused funds into the department’s account.) The RW and receipts are attached to the DI and submitted through workflow as outlined below. Return options:
   1. Online payments can be processed through the Cashier’s Office payment website: https://commerce.cashnet.com/msu_8012
   2. Checks may be mailed (via campus mail or USPS) to the Cashier’s Office at 426 Auditorium Rd Room 110, East Lansing, MI 48824. Please reference the 6-digit advance so that proper credit is given.
   3. Cash and checks may be dropped off to the Cashier’s Office.
      1. Drop box in the hallway outside of room 110 (check only). Please complete the appropriate payment slip for your advance available next to the drop box and place in an envelope.
      2. Drive up mailbox located in the Administration Building parking circle (check only). Please reference the 6-digit advance number so that proper credit is given.
      3. Night depository (cash or check) located on the exterior of the Administration Building at the top of the handicap accessible ramp. Please reference the 6-digit advance so that proper credit is given.
      4. Appointments can be scheduled for the drop off of larger cash repayments that do not fit in the night depository slot. Please contact the Cashier’s Office at 517-355-5023 or msucashiers@ctlr.msu.edu for availability.
3. The individual is owed money because the expenses were greater than the advance. In this case, the RW and receipts are attached to the DI and submitted as outlined below. Once Accounting approves the RW and DI, Accounting will process a reimbursement for the balance due the individual. MSU employees with payroll Direct Deposit will be reimbursed via Direct Deposit only.

1. The DI must reflect the amount of total expenses incurred and applicable accounting string information.
2. The Advance Number, Name in which the Advance was issued, and the Name of individual to be reimbursed (if different) must be documented on the DI.
3. Within the DI, the Accounting Line “From” is used to relieve the Controller’s Office account of the advance expense. The Total from the RW must be recorded with the following account information:
   1. Account Number: AT023282
   2. Object Code: 6173
   3. Amount: Total from RW
4. Within the DI, the Accounting Lines “To” must match the amount per the Reconciliation Worksheet. Expenses will be charged according to the information on the DI.
5. The RW and images of all receipts must be attached to the DI.
6. Receipts must be scanned following MSU procedures for imaging: http://archives.msu.edu/records/scanning.php?records_scanning.
7. MSU employees must “approve” the DI for reimbursement. If the MSU employee is the DI initiator, this approval is completed upon submission of the DI. If not, the initiator must ad hoc route the DI to the employee and the employee must approve the DI before further routing will continue.
8. For accounts beginning with “RC” (grant accounts), Contract and Grant Administration must approve the DI. Therefore, the DI initiator must ad hoc route the DI for approval to the group ”CGA Processor Level 1”.
9. If the RW or the DI is incorrect, the DI will be disapproved by Accounting. A new DI must be created with all required attachments and submitted through the required workflow.