Return to Checklist: Winter / Summer
Cash advances:
When the time comes to finalize your cash advance, your program coordinator will contact you to set up a meeting. These meetings take about 45-60 minutes. At the meeting, you'll determine who is taking what money overseas, and for what purpose. Prior to the meeting, co-directors should decide between themselves how they intend to split program funds (i.e. who will be responsible for which areas of the budget.) If you're working with a resident director, you'll need to know which program items that person is paying for; these funds will be wired to our on-site account.
After the meeting with your program coordinator, you will be sent an email advising you that a web form needs your attention. Log in via the link provided and approve the cash advance by filling in your name as Traveler and selecting your supervisor (usually office coordinator or asst to chair) and the account administrator (Lisa Huber) from the drop down boxes. Until this web form has been approved, your cash advance request cannot be processed. Once the form is completed, the finds will then be deposited into your bank account several weeks before you depart (in the same way that your salary is direct-deposited). If you would like your cash advance to be deposited into a personal account overseas, you will have to handle the wire transfer yourself, as the University does not deposit funds into personal overseas accounts. If you incur any bank fees from this transaction, submit the bank statements or receipts with your reconciliation at the end of your program.
Come to the cash advance meeting prepared with a list of the meals for which you will request a per diem (i.e. those not already prepaid or included in your lodging cost or provided by a travel agency in a package deal). The list needs to include the dates and types (breakfast, etc.) of the meals. In addition, bring a copy of your program itinerary for your program coordinator.
It's also a good idea to re-read through the Budget FAQ to remind yourself exactly what is considered an allowable expense in each category.
IMPORTANT: When you get back to the U.S., you'll have 30 days to "reconcile" the cash advance. Make sure to submit your reconciliation within those 30 days, otherwise the Accounts office will deduct the full amount of your cash advance from your UD paycheck.
