307.1 - University of North Carolina at Chapel Hill Procedure on Requesting, Reconciling, and Settling Cash Advance


This procedure addresses how to request a cash advance, guidelines for maintaining supporting documentation at the department level, and procedures for reconciling and settling cash advance.



University of North Carolina at Chapel Hill Procedure on Requesting, Reconciling, and Settling Cash Advance



This procedure addresses how to request a cash advance, guidelines for maintaining supporting documentation at the department level, and procedures for reconciling and settling cash advance.

Note: To manage study-subject disbursements refer to Office of Sponsored Research (OSR) Policy 500.14 Procedure 1 - Cash Advance Requests & Reconciliation.


This procedure applies to any department or campus unit requesting a cash advance in order to do University business.

Procedure Statement

Requesting Cash Advance

First, departments should prepare and submit a campus voucher made payable to the university employee using the employee's supplier identification number following the instructions ConnectCarolina's Creating a Campus Voucher.

Scan and attach the following documents with the check request:

  • Completed Application for Advancement of Funds Form (307.1.1f);
  • Completed Request for Advance for Purchase of Gift Cards Form (307.1.3f), if applicable;
  • Completed Cash Advance Agreement (307.1.2f), signed by the employee in whose name the cash advance will be issued, and the date the receipts are due to be returned to Accounting Services for the settlement of the advance. Make a copy of the Cash Advance Agreement for the employee.

Retain the original Cash Advance Agreement with the department for records and attached scanned copies to the voucher requesting the cash advance.

The Cash Advance Agreement includes a provision to allow the total amount of the advance to be deducted from the employee's pay if the settlement is not completed on the agreed date. In accordance with IRS Accountable Plan guidelines, the advance should not be requested until the department expects to disburse funds within 30 days of receipt.  Also, funds must be reconciled by journal entry within 60 days of receipt otherwise it will be reported as income or garnished from the employee's wages.

The general ledger account number on the voucher should be either 113920 for trust funds or 559510 for sponsored project funds. Once the voucher is approved by the department, it will be routed to Accounts Payable for review, approval, and incorporation into the next scheduled pay cycle. Once the pay cycle has been approved, the cash advance will be direct deposited into the employee's bank account.  If the department has an immediate need for payment, they may request an Express Check from Accounts Payable.

Reconciling Cash Advance

Obtain the following documentation to reconcile the cash advance:

  • Paid original receipts (except in the case of an approved UNC Institutional Review Board (IRB) request, in which the confidentiality of the recipients' identities is critical to the study)
  • A copy of the voucher that provides the voucher number and voucher chartfield string.
  • A copy of the Deposit Transmittal Report printed from ConnectCarolina for the deposit of unspent cash.
  • Please take unspent cash to the Cashier's Office for deposit after creating a deposit in ConnectCarolina.
  • Please use the exact chartfield sting from the cash advance voucher, including all chartfield string elements, so your cash advance can properly reconcile.

Reconcile the cash advance by submitting a cash advance journal entry (JCA) by using the formula described below:

  • Cash advance received from the voucher.
  • Less the sum of all payments made. The remainder amount, if any, is the unspent cash which should be equal to the cash on hand.
  • Deposit unspent cash, if any, to the University Cashier using the online Deposit Transmittal Report. The account number used on the deposit should be exact same chartfield string from the cash advance voucher, including all chartfield string elements.

For example, if you received a cash advance for $100.00, but only spent $80.00.  You would create a deposit $20.00 in ConnectCarolina then take the $20.00 via cash or check to the Cashier's Office to deposit at the bank.  You would then create a cash advance journal entry (JCA) for the $80.00 that was disbursed to fully reconcile your cash advance. 

If the employee uses the entire cash advance and needs additional funds to complete the planned disbursements, the department should submit an additional voucher for payment to or reimbursement of the employee.

Settling Cash Advance

  • Create a cash advance journal entry (JCA).
  • Obtain all forms and receipts, to include any deposits for unspent funds, and upload them to the journal entry.
  • Partial reconciliations are not allowable.  The total reconciliation amount from the amount of funds received, minus funds expended, minus any deposit returned to the university (if any) must equal zero.

Upon submission of the cash advance reconciliation journal entry, the Cash Management team will review the journal and approve or deny the cash advance settlement.  If the cash advance journal entry is approved, the Cash Management Team will reconcile the open item (supplier identification number) in ConnectCarolina clearing the university receivable.

Forms and Instructions

Related Data

Related Policies


Policy Contacts
Subject Contact Telephone Fax E-Mail
Cash Advance Cash Management 919-962-1601 919-962-3306 cash_management@unc.edu
Cash Advance Accounts Payable 919-962-0748 919-962-0748 accountspayable@unc.edu



  • June 6, 2023: rewriting for clarity purposes; updating title and scope of applicability.
  • September 6, 2011: Renamed form 307.1.4f
  • April 5, 2010
  • April 14, 2023



Article ID: 131497
Thu 4/8/21 9:10 PM
Tue 6/6/23 2:22 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Cash Manager
Next Review
Date on which the next document review is due.
06/08/2026 12:00 AM
Last Review
Date on which the most recent document review was completed.
06/06/2023 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
06/06/2023 10:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/28/2018 12:00 AM
Date on which the original version of this document was first made official.
09/01/2004 12:00 AM