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 for ‘Creating Cash Advance Requests’. Once the Cash Advance Request is submitted, it will route to the employee’s Line Manager for approval. A Cash Advance cannot be requested more than 3 weeks prior to the trip start date. An employee can only have 2 Cash Advances open at one time. Once the trip has taken place, the employee will submit an expense report for reconciliation of the advance. Any unused funds will be 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
A completed 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 3 weeks prior to departure. Once approved, if the amount is $1,000.00 or less, the student can go to the Cashier’s Office with their student ID to collect the cash. If the amount is over $1,000.00, the student can choose direct deposit or check. Students can pick up any time the Cashier’s Office is open (Monday-Friday 8:30am-1pm, 2pm-4pm). 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. If the student has money left over, the department will process a TouchNet deposit.