Cash Advances 1. Introduction 1.1 Cash advances and cash payments can be made are available to staff, students and visitors when other means of payment are not suitable. These situations will be exceptional, and provision of a cash advance or cash payment will only be considered when all other avenues of making the payment have been considered first. 1.2 Typical examples of the need for a cash advance are: Payment of living expenses to foreign nationals who are only visiting this country for a limited period and, therefore, have not needed to set up a bank account in the UK. Instead of a temporary increase to a departmental petty cash float. Part payment of wages if a member of staff has not been paid by the payroll due to an error (the University of Manchester does not offer a cash payment service for wages in the normal way) 2. Processing A letter or memo requesting the cash advance (if receipts are required) or cash payment (if no receipts are required) should be sent addressed to Cathryn Wright or Gillian Sanderson-Thomas, Office of the Director of Finance, John Owens Building. It should include the following: A valid finance code A grid stamped and signed by the authorised signatory for that finance code. Full details of what the payment is for Full justification as to the reason why this payment should be made in cash The name of the person who will collect the cash is also required as Income Office Staff are not authorised to hand the money to anyone other than the person named. A contact name and telephone number for queries The request will then be reviewed by Gillian, Cathryn or another member of the Financial Accounting Section. In deciding whether to approve the request the person approving it must consider whether there are any other more appropriate payment routes that can be taken, insurance issues, and also the physical safety of the person collecting the cash. If not satisfied on these points, the request will be rejected and other course of action suggested. Personal (employee) expenses should be claimed in line with normal university procedures, and not through the cash advance/payment system. If receipts are required, the person requesting the cash advance will be responsible for forwarding these to Income office at a later date along with any cash not accounted for by the receipts. All records of payments and supporting documentation will be held in a central file in the Income Office.
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