Cash Advances

Employee Cash Advance Process

Cash Advance Requests for paid Rice Faculty/Staff for international travel or exceptional circumstances are submitted via the Expense Module in iO. Please see the job aid here: ‘Creating Cash Advance Requests’. A Cash Advance cannot be requested more than three weeks prior to the trip start date. An employee can only have two Cash Advances open at one time. Once the Cash Advance Request is submitted, the request routes to the employee’s Line Manager for approval. Once the trip has taken place, the employee submits an expense report for reconciliation of the advance. Any unused funds are submitted as expense type Cash Due Rice. All Cash Advances must be reconciled through iO within 30 days of the trip end date.

Student Cash Advance Process

To request a Student Cash Advance, a Student Cash Advance Form must be completed and sent to expenses@rice.edu. The Cash Advance Auditor will review and approve or reject no earlier than three weeks prior to the trip start date (if cash advance is for travel).  Once approved, if the amount is $1,000.00 or less, the student can go to the Bursar’s Office with their student ID to collect the cash. Students can pick up any time the Bursar's Office is open (Monday-Friday 8:30am-1pm, 2pm-4pm). If the amount is over $1,000.00, the student can choose direct deposit or check. The student must keep ALL receipts for reconciliation. Once the student returns, they will receive an email with the cash advance clearing form and instructions on required documentation. The completed form and documentation must be emailed to expenses@rice.edu. The Expense Team will then reach out to the student to schedule an appointment to go over all emailed documentation. Any unused funds will be processed via a TouchNet deposit. 

Creating Cash Advance Requests

Approving and Rejecting Cash Advance Requests

Additional job aids can be found at: https://imagineone.rice.edu/training-catalog

Student Cash Advance Form

Student Cash Advance Clearing Form

Who can request a Cash Advance?

Cash advances will be issued only for international travel, student travel related to University classes, business or group travel, or exceptional circumstances.

When can I request a Cash Advance?

An advance should be requested no earlier than 15 business days in advance of the trip. If an advance is submitted earlier, the payment will not be generated until approximately 15 business days in advance of the trip.

I did not use the complete Cash Advance amount. How do I return the funds to Rice?

1. If a Rice employee has incurred less out-of-pocket expenses than the balance of their cash advance request, they will submit the remaining amount on their expense report as expense type Cash Due Rice. They will make the deposit payment following the Cash Due Rice process.
2. If a Rice student has incurred less out-of-pocket expenses than the balance of their cash advance request, they will return the funds to Rice at their appointment to reconcile their Cash Advance.

For cash advance assistance, please contact expenses@rice.edu or submit a help desk ticket for category Expenses.