Cash Advance - When and How

You can find the full regulation HERE ( click on "How to apply for overseas travel cash advance" ) but I will summarise it for you. 

Before going into details I would like you to consider your personal safety when carrying cash with you overseas, University travel insurance only covers up to £1,000 in cash. If you require a higher limit for a specific trip (e.g. in some African countries payment can be by cash only) please contact the insurance team via insurance-enquiries@york.ac.uk. The limit increase should also be documented in your travel risk assessment including security measures you will take when you are carrying cash. This is the reason why we recommend keeping cash to a minimum and paying advances into your bank account instead so you can draw this out in smaller amounts or pay for business items using your bank card. We recognise that this will incur some charges, but these will be covered by the advance. We also understand this is not always possible ( remote locations) so please be safe.

When you can apply:

1. Overseas travel
2. Long period of travel
3. Cost you foreseen is at least £250 or more

We need a minimum of 5 working days to be able to process and pay on your bank account, if you required currency please allow more time.

How to fill the form to apply (all of the following are mandatory):

• Fill all the GREEN boxes with the details of the travel such as Start date, end date, destination and why you need a cash advance.

• Fill only the relevant BLUE parts

• Add in the PURPLE box the Workorder Number   then print your name,sign and date it in the Orange Boxes it and scan it back to  Environment-finance@york.ac.uk OR sei-finance@york.ac.uk

I will then seek approval and inform you promptly when received. I will attach the receipts record form as well at the time of confirmation (form attached)

When you return

1. You will keep all the receipts and the receipts record form updated
2. You have 4 weeks to return the receipts and the log form to your finance officer ( email to Environment-finance@york.ac.uk OR sei-finance@york.ac.uk )
3. If you overspent please send on a different email an expense claim with the related receipts for the surplus money only.  See how to fill an Expenses claim HERE
4. In case of an overspend please keep the cash advance and the Expenses claim receipts separate.
5. If you spent less than what requested let me know and once I have checked all the receipts I will give you the details and the final amount to be paid back via bank transfer. 
6. If you have foreign currency, from cash advance for example, you have to exchange it back to GBP and send the receipts of the currency converter to your  finance officer. Once I have checked the receipts and the receipts record form I will give you all the details for the payment (if necessary) 

Please note: The rule of Business travel ,using our preferred supplier to book the majority of the travel still stands. The cash advance cannot be used to purchase main flight or accommodation however can be used for the internal travel if remote location for example or for subsistence, taxes and the usual items you would claim on Expense claims.

I hope this would be of help if you need it, however please remember that if you are unsure you can just drop me an email at  Environment-finance@york.ac.uk OR sei-finance@york.ac.uk