Quick Steps: Return Unused Advance Funds

Who does this?  Stanford staff that have received Advance funds which were unspent

When?  Within 30 days of completing associated travel or incurring expense, or when intended travel or intended expense is cancelled

How? 

  • If a portion of the advance amount is unspent: by clearing the advance when entering an expense report / reimbursement request in iOU for associated expenses and sending a personal check for the amount of unused funds to Disbursements.
  • If none of the advance was used: by sending a personal check for the full amount to Disbursements.

Advances that are not cleared via an expense report / reimbursement request or by returning funds, will be withheld from subsequent reimbursements to the payee, or may be reported as personal income to the payee.

 


Return Unused Advance Funds (3 steps)



  • If a portion of the advance is unspent, start at step 1
  • If none of the advance was used (you are returning the full amount) start at step 2
step 1

Clear the portion of the advance used when entering your expense report / reimbursement request:

  1. Follow Quick Steps: Enter expense report / Reimbursement Request in iOU.


    2. Note:  The amount entered on the advance clearing page should be only the amount spent. State in the business purpose field that you are submitting a check for the unspent balance separately.
step 2

Write a personal check for the unused amount of the advance:

  1. Make the check payable to Stanford University.
  2. Write the Advance Transaction number on the check and, if possible, attach the check to a printout of the Advance request.
step 3

Send the check and Advance transaction information to Disbursements by:

  • ID Mail to Disbursements at MC 8440.


    • Note:  If you would like to be notified that Disbursements has received your check, note your request when delivering your check and include your phone number or email address.
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What Happens Next?

  • Disbursements will clear the outstanding Advance.

Questions?

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