Travel Activities Creating a Cash Advance
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1 Travel Activities Creating a Cash Advance Overview: Understanding How to Create a Cash Advance In this topic, you will learn the steps to create a cash advance. OMNI Security Role Required: FSU_TE_TRAVEL_REP Procedure Scenario: In this topic, you will learn the steps to create a Cash Advance. Key Information: Employee Name Employee ID Travel Authorization Information Page 1
2 1. Click the Financials 9.1 link. 2. Click the Main Menu button. 3. Hover over Employee Self-Service, then click the Travel and Expense Center menu. 4. Click the Create Cash Advance link. Step 5. The default Empl ID on this page is your own. Be sure to select the correct ID for the traveler. Click the Look up Empl ID button to search for an employee. 6. Only the employees for whom you are authorized as a Travel Rep will appear in the search results. If the desired employee is not listed, follow the instructions in the "Becoming a Travel Rep" tutorial to add yourself as a Rep for that employee. 7. Click the Add button. 8. A Travel Authorization MUST be completed prior to the Cash Advance report. The Description and T-Auth ID from the Travel Authorization should be included in the Cash Advance report (populated, respectively, in the Description and Reference fields). Page 2
3 9. In order to access the Travel Authorization associated with this Cash Advance first click the New Window link. Page 3
4 10. Click the Main Menu button. 11. Hover over Travel and Expenses, and click the Travel and Expense Center link. Step 12. Click the View Travel Authorization link. Step 13. Click the Search by list. Page 4
5 14. Choose any of the options seen in this menu to search for a traveler. For the purpose of this example, click the Name list item. 15. Enter the desired traveler's name or ID, according to the search option chosen. 16. Click the Search button. 17. Select the appropriate Travel Authorization from the list. Step 18. Copy the Travel Authorization Description. 19. Navigate back to the the Create Cash Advance Report screen and paste the Travel Authorization Description into the Cash Advance Description field. Page 5
6 20. Click the Business Purpose list. Page 6
7 21. Select the item from the list that matches the Business Purpose on the related T- Auth. 22. Enter information into the Comment field. 23. In order to retrieve the T-Auth ID, navigate back to the Travel Authorization screen. Page 7
8 24. Copy the Authorization ID. 25. Navigate back to the the Create Cash Advance Report screen. 26. Paste the T-Auth ID into the Cash Advance Reference field. Page 8
9 27. Click the Source list. 28. Click the Electronic Funds Transfer list item. NOTE: Travel does not process checks for Cash Advances, so Electronic Funds Transfer will always be the appropiate Source. Page 9
10 29. Enter a brief description of the Cash Advance nto the Description field. 30. Enter the Cash Advance amount being requested into the Amount field. NOTE: The Cash Advance can never exceed the amount of the related Travel Authorization. 31. Cash Advance reports should never have multiple lines. 32. Use the Save for Later button to save work and continue working at a later time. This action will not submit the Cash Advance Report. 33. Once the Cash Advance Report is complete, click the Submit button to begin the approval process. Page 10
11 34. Click the OK button. 35. The Cash Advance Report ID will now appear as the Authorization ID at the top of the page. Pay special attention to this ID. The Cash Advance Report will now route to the designated approvers (based on the traveler s active appointment's department) and then to the Prepay Auditor Page 11
12 36. Click the Home link. 37. Congratulations! You have completed the topic. End of Procedure. Page 12
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