REQUEST FOR CASH ADVANCE
Systems and Procedures
A Division of The Corporate Controller's Office
IN

REQUEST FOR CASH ADVANCE

Table of Contents:


Use of Google Chrome Required:

NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

Purpose:

The Request for Cash Advance form is used to request cash advances which will be issued at the discretion of the Financial Officer or Director of Finance & Business (hereafter FO). The Request for Cash Advance form is NOT to be used for travel advances. Please see the Request for Travel Advance form for that purpose.

All advances create an accounts receivable in the name of the employee receiving the advance. All advances must be reconciled when:

General Information:

The Request for Cash Advance form is used for several different purposes. They are as follows:

Establishing a Financial Officer Operating Funds - Requests for Financial Officer Operating Funds are established using the Request for Cash Advance form which is used as back-up for the Non-PO Invoice process. The Assistant Controller/Director, University Financial Officer must approve this request. Non-PO Invoice requires several days for processing and issuance of a check/ACH to the employee. Please allow sufficient processing time.

Cash advance from Financial Officer Operating Fund - Requests for a short-term or temporary advance from the FO via the Financial Officer Operating Fund. The Request for Cash Advance is completed by the employee requesting the short-time or temporary advance and submits the form to the FO. If the FO agrees to the advance, the form is retained by the FO to account for the monies distributed from the Financial Officer Operating Fund. When the advance is returned, the form is updated to indicate the advance has been returned.

Petty Cash Fund - Used to establish a fund, only with PRIOR approval of the Business Area FO, for minor local purchases for other operational needs which individually do not cost more than an amount specified in Policy FN05 Financial Officer Operating Funds or BS14 Penn State Purchasing Card. The completed Request for Cash Advance form is submitted as back-up to the Non-PO Invoice process. The Non-PO Invoice is submitted in the name of the employee receiving the advance. These funds are not disbursed from the Financial Officer Operating Funds. By issuing the petty cash request through SIMBA, an accounts receivable is created in the name of the employee receiving the petty cash funds.

Change Funds - Used to establish a fund for cash register operations or other areas where cash collections take place and the need for having change-on-hand exists. Refer to Policy FN05 Financial Officer Operating Funds. The completed form is retained by the FO to account for the monies distributed from the Financial Officer Operating Fund. When the advance is returned, the form is updated to indicate the advance has been returned.

Other - Used for unusual circumstances in connection with University business which an employee is not expected to finance personally.

The following are general rules surrounding cash advances:

Exhibit and Instructions:

This form has fill-and-print form fields and digital ID (electronic signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signatures.

For step-by-step instructions on completing the Request For Cash Advance form, click on link below:

Request for Cash Advance Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" or "Open with Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. A new versions of the document will open. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

Repeat this process for each document that will be combined (each file name must be different from the previous)

Applying Digital ID's on PDF's (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Complete all fill-and-print form fields before completing the signature process:

  1. Open the Request for Cash Advance
  2. Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
  3. Complete all fill-and-print fields
  4. Once the form is complete, click in the signature form field and either:
    • select your digital ID and click continue, or
    • create your digital ID, select your digital ID, and click continue
  5. Review the information in the appearance box and click sign
  6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
    • A pop-up window opens with the file name containing request-for-cash-advance-form in the name field. Add a dash and the requestors last name, a dash, and first name (i.e., request-for-cash-advance-form-smith-mary)
    • Select a location where you will be able to retrieve the document
    • Click Save
  7. Close the form version appearing on your screen
  8. Open the version containing the event host's last name saved in the previous steps
  9. Verify that the digital ID appears on the document
  10. Close the document

Applying Digital ID's When Document Contains Multiple Signatures:

The Request for Cash Advance Form requires multiple signatures. Please complete the following process for obtaining those signatures:

  1. The requestor of the advance completes and saves the form using the naming convention defined above
  2. The requestor sends an email, with the above referenced document as an attachment, to the budget administrator (or delegate) for initial approval
  3. The budget administrator (or delegate) opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the name)
  4. The budget administrator (or delegate) sends an email, with the above referenced document as an attachment, to the Business Area FO or the Assistant Controller/Director, University Financial Officers (if request is to establish a Financial Officer Operating Fund)
  5. The Financial Officer (or delegate) opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the name)
  6. The Financial Officer contacts the requestor to:
    • If approved - Discuss the disbursement of the funds; or
    • If denied - Discuss why the request was denied.
  7. See below for document retention requirements

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Request for Cash Advance form
Document: Ultimate Distribution: Retention Periods: Disposition Method:
Original Financial Officer Until settled, then end of fiscal year +2 years Paper Document = Secure Bin disposal or shred

Electronic Document and data = delete and empty computer recycle bin
Copy Employee
(after settlement of advance)
- - - - - - - - - -
Transitory Copies* Created during the digital ID process End of fiscal year +1 year Electronic Document and Data - delete and empty computer recycle bin

* Transitory Copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

Where to Send Completed Forms:

The employee takes the approved form to the Financial Officer.

Contact Information:

For questions, additional detail, or to request changes to this form, contact your Business Area Financial Officer.

Cross References:

(11/3/2021)