How To: Return Unused Advance Funds

Before You Start

Advances that are not applied via an expense report or by returning funds, may be:

Withheld from subsequent reimbursements to the payee, or
Reported as personal income to the payee

Note: If none of the advance was used (you are returning the full amount), start at Step 3. You do not need to create an expense report in the Expense Requests system.

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Step 1 – Log in to Expense Requests

Step 2 – Apply an Advance

If partial advance is spent, refer to Step 8 of How To: Create Domestic Expense Report or How To: Create a Foreign Expense Report for an SU Payee to apply the spent portion of the advance to an expense report.

Step 3 – Write a Personal Check for the Unused Amount

Step 4 – Send Check and Advance Transaction Information to Travel and Reimbursement Department

Payments can be:

Deposited at the drop box by the University Payments Office (formerly University Cashier's Office) at Tresidder Union – 459 Lagunita Drive (near the parking area); address the envelope to:

Travel and Reimbursement, Payment Services
MC: 8440
Attn: Judy Feron
Dropped off at the Will Call window located on the 2nd floor (Suite 7) at Tresidder Union – 459 Lagunita Drive

Note: If you would like to be notified that Travel and Reimbursement Department has received your check, note your request when delivering your check and include your phone number or email address.

What's Next?

Travel and Reimbursement Department will clear the outstanding Advance.
See all Expense Requests How Tos.

Financial Systems - Expense Reports and iOU for Business Affairs