Steps on How to Create Cash Advances

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1 FAST Travel System Guide: How to Create Cash Advances Purpose: Definition: Navigation: Notes: To provide instructions on how to create Cash Advances (CAs) in the FAST Travel module. Cash Advance - In some circumstances a Cash Advance for USF Travel Expenses may be requested. If a Traveler falls into one of the categories as per the travel manual, a Cash Advance may be requested after the Travel Authorization is submitted and fully approved in FAST. (Travel Manual, page 30) Main Menu > Employee Self-Service > Travel and Expense Center > Cash Advance > Create To create Cash Advances, the user needs to have access to FAST and the Travel Submitter role. In addition, to create Cash Advances on behalf of other travelers, the user needs to be set up as a delegate for these travelers in FAST. To request travel roles and workflow assignments the user needs to complete the FAST Access Request for Travel Forms (Page #3), following the link To request delegate access complete and submit the Delegate Assignment Request form following the link: on How to Create Cash Advances 1 Verify that the employee profile has default ChartField values following the navigation: Main Menu > Travel and Expense > Manage Employee Information > Update Profile, and click on the tab Organizational Data. Page 1 of 6

2 on How to Create Cash Advances If the Default ChartField Values section is not complete, follow the steps in the guide Updating Traveler Profile (Pg. 3). If the ChartField is completed and accurate, continue to step #2 in this guide. 2 Follow the navigation Main Menu > Employee Self-Service > Travel and Expense Center > Cash Advance > Create, enter the employee number in the field Emp ID and click on the button Add. Page 2 of 6

3 on How to Create Cash Advances 3 Complete the section General Information. Travel Authorization: Enter or search the Travel Authorization related to the Cash Advance. : Describe in short the travel. Comment: Add any additional information about the Cash Advance. Business Purpose: Select a purpose for the travel from a drop down. The asterisks in the fields name identify these as required fields, therefore these must be filled out. The Look Up button ( ) indicates that a list of information is available to populate the field. To access the information on the list, click on the Look Up button, search by a criteria, and select the link with the result that best fits the need. 4 Complete the section Details. Page 3 of 6

4 on How to Create Cash Advances Source: Select Payment to traveler from the list. : Describe the purpose of the amount in each line. Amount: Shows how much is being requested for each line. Multiple lines can be added by clicking on the plus button add ( ) located at the end of the line. This action will display a prompt message for the user, enter the number of rows needed, and click the OK button. In this example, two rows were added to the system. 5 In the section Totals, click on the button Update Totals to update the Advance Amount. 6 Verify that the amount is accurate, click on the button Save For Later to get the Cash Advance number and save the information. Page 4 of 6

5 on How to Create Cash Advances 7 Click on the button Submit to route the Cash Advance to the workflow. In the page Submit Confirmation click on the button OK to submit the Cash Advance. After submission, the Cash Advance Status changes to Submitted for Approval. Page 5 of 6

6 on How to Create Cash Advances After saving a Cash Advance, it will keep the status Pending, and it will not be submitted for approval until the submission has been completed. Once the Cash Advance has been submitted, it will be routed to each workflow assignment for approval. 8 The submitter is responsible to follow up on the pending actions in the Cash Advance, verifying that each user in the workflow assignment approve the transaction. Page 6 of 6

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