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					                                        GONZAGA UNIVERSITY
                                     EXPENSE ADVANCE REQUEST


NAME                                                             DATE CHECK IS NEEDED
           Last Name             First Name            MI


HOME ADDRESS:                                                    TELEPHONE (EXT.) #



ID NUMBER

** Please submit this request to Accounts Payable (AD Box 81)at least six business days prior to the date needed.**

The University requires prompt and accurate financial reporting of expenses, therefore, I agree to submit a detailed
expense report within 15 days following my return. A separate expense report is necessary for each advance. Until this
advance is cleared, no additional advances will be issued. I acknowledge that if I do not adequately account for
my expenses and return any excess reimbursement within 60 days after the expense was paid or incurred, per
IRS regulations, the advanced amount will be included in my wages and Federal Income Tax and Social Security Tax
will be withheld from my payroll check.

DATE       ___________________                         EMPLOYEE SIGNATURE _______________________________
                                                       (Employee must sign to receive advance)


ADVANCE AMOUNT                                         DATE LEAVING

                                                       DATE RETURNING


PURPOSE OF ADVANCE:              ______________________________________________________________________

__________________________________________________________________________________________________


                   FUND                 ORGANIZATION                  ACCOUNT              AMOUNT




PRIMARY BUDGET OFFICER                        ________EXT.
                                 _____________________________              GU BOX                        DATE
 SIGNATURE


To be reimbursed for expenses in excess of the advance amount, a Reimbursement Request must accompany your expense
report and be signed by the appropriate budget officer.



Controller's Use Only: Doc.# I ______________________


                                                      D:\Docstoc\Working\pdf\9ed3fc66-0bdb-4251-ab4b-23687deb5baa.xls
       6/26/2011                                Revised 9/24/07 Controller's Office              LW doc, public folders
                                                                                                                                                                     Page 2.



                                                  EXPENSE ADVANCE REQUEST - INSTRUCTIONS

DEFINITION: Money given to an individual (current employee or current student) prior to a trip, purchase of an item, or event . . . with the requirement
that the receipts be returned to the Controller’s Office to support the expenses incurred. Excess funds not used for the stated specific purpose are returned
to the Controller’s Office, and if expenses incurred exceed the advanced money, reimbursement to individual will be made.

POLICY:
    **    CASH ADVANCES CAN BE GIVEN ONLY TO CURRENT EMPLOYEES OR CURRENT STUDENTS.
    **    ALL ADVANCE DOCUMENTATION MUST BE RETURNED WITHIN 15 DAYS OF COMPLETION OF TRAVEL TO THE CONTROLLER'S OFFICE GENERAL CASHIER’S
          WINDOW. UNTIL ADVANCE IS CLEARED, NO ADDITIONAL ADVANCES WILL BE ISSUED.
    **    IF THE ADVANCE HAS NOT BEEN CLEARED WITH ADEQUATE ACCOUNTING AND/OR RETURN OF EXCESS REIMBURSEMENT WITHIN A REASONABLE PERIOD
          OF TIME (60 DAYS FROM THE TIME THE EXPENSES WERE PAID OR INCURRED). THE ADVANCE AMT. WILL BE INCLUDED IN THE EMPLOYEE'S WAGE.
          AND TAXED BY BOTH SOCIAL SECURITY AND FEDERAL INCOME TAX.
    **    ONCE AN EXPENSE ADVANCE HAS BEEN ADDED TO THE EMPLOYEE’S EARNINGS AND TAXED, IT WILL BECOME THE EMPLOYEE’S RESPONSIBILITY TO REPORT
          THE ACTUAL EXPENSE TO THE IRS ON THEIR INDIVIDUAL TAX RETURN.
    **    IF THE ADVANCE IS FOR A CURRENT STUDENT (NON-EMPLOYEE), THE AMOUNT NOT CLEARED WITH ADEQUATE ACCOUNTING AND/OR RETURN OF EXCESS
          REIMBURSEMENT WITHIN A REASONABLE PERIOD OF TIME (60 DAYS FROM THE TIME THE EXPENSES WERE PAID OR INCURRED), THE ADVANCED
          AMOUNT WILL BE INCLUDED ON THE STUDENT ACCOUNT BILLING.
    **    NOTIFICATION WILL BE GIVEN AT APPROXIMATELY 45 DAYS REMINDING OF FINAL DUE DATE AND PRIOR TO INCLUSION OF ADVANCE IN EMPLOYEE’S WAGE
          OR STUDENT BILLING.
                                                                           GONZAGA UNIVERSITY
                                                                       EXPENSE ADVANCE REQUEST




                                          NAME                          1                                    DATE CHECK IS NEEDED                  2
                                                     Last Name              First Name           MI

                                          HOME ADDRESS:                 3                                    TELEPHONE (EXT.) #                    4


                                          ID NUMBER (Student Only)                 5

                                          ** Please submit this request to Accounts Payable (AD Box 81)at least six business days prior to the date needed.**

                                          The University requires prompt and accurate financial reporting of expenses, therefore, I agree to submit a detailed
                                          expense report within 15 days following my return. A separate expense report is necessary for each advance. Until this
                                          advance is cleared, no additional advances will be issued. I acknowledge that if I do not adequately account for
                                          my expenses and return any excess reimbursement within 60 days after the expense was paid or incurred, per
                                          IRS regulations, the advanced amount will be included in my wages and Federal Income Tax and Social Security Tax
                                          will be withheld from my payroll check.

                                          DATE               6                                   EMPLOYEE SIGNATURE                      7
                                                                                                 (Employee must sign to receive advance)

                                          ADVANCE AMOUNT                           8             DATE LEAVING                              9

                                                                                                 DATE RETURNING                        10


                                          PURPOSE OF ADVANCE:                     11




                                                            FUND                  ORGANIZATION                   ACCOUNT          AMOUNT

                                                                   12                                 13                 14             15




                                          PRIMARY BUDGET OFFICER                            16        EXT.         17 GU BOX           18 DATE                  19
                                           SIGNATURE


                                          To reimbursed for expenses greater than the amount of the advance, a Reimbursement Request form must accompany
                                          your expense report and be signed by the appropriate budget officer.


                                          Controller's Use Only: Doc.# I ______________________



                                          INSTRUCTIONS FOR COMPLETING FORM:

                                              1      NAME OF EMPLOYEE/STUDENT REQUESTING CASH ADVANCE
                                              2      DATE CHECK IS NEEDED. NOTE THAT THIS FORM SHOULD BE COMPLETED AND PROCESSED AT LEAST SIX
                                                      BUSINESS DAYS PRIOR TO THE DATE THE MONEY IS NEEDED.
                                              3      HOME ADDRESS OF EMPLOYEE/STUDENT REQUESTING ADVANCE
                                              4      BEST PHONE NUMBER TO REACH REQUESTER IF QUESTIONS
                                              5      ID NUMBER (FOR STUDENTS ONLY)
                                              6      TODAY'S DATE
                                              7      EMPLOYEE SIGNATURE
                                              8      CASH ADVANCE AMOUNT
                                              9      DATE THE EMPLOYEE/STUDENT IS LEAVING, OR DATE OF EVENT (IF APPROPRIATE)
                                              10     DATE THE EMPLOYEE/STUDENT IS RETURNING (NOT TO BE FILLED OUT IF THE PURPOSE IS NOT TRAVEL)
                                              11     PLANNED USE OF FUNDS
                                              12     FUND NUMBER IF RESTRICTED FUND
                                              13     ORG FOR APPROPRIATE DEPT. WITH FUND 1000
                                              14     ACCOUNT FOR APPROPRIATE EXPENSE CATEGORY
                                              15     AMOUNT OF ADVANCE TO GO TO SPECIFIC ACCOUNTING STRING
                                              16     SUPERVISOR WHO HAS SIGNATURE AUTHORITY. THE PERSON RECEIVING THE ADVANCE CANNOT
                                                      SIGN AS SUPERVISOR OR PRIMARY BUDGET OFFICER.
                                              17     EXTENSION OF PRIMARY BUDGET OFFICER
                                              18     GONZAGA MAILING ADDRESS OF PRIMARY BUDGET OFFICER
                                              19     DATE PRIMARY BUDGET OFFICER SIGNED
                                                 GONZAGA UNIVERSITY
                                              EXPENSE ADVANCE REQUEST


NAME                                 1                                            DATE CHECK IS NEEDED                2
             Last Name                   First Name              MI


HOME ADDRESS:                        3                                            TELEPHONE (EXT.) #                  4



ID NUMBER (Student Only)                              5

** Please submit this request to Accounts Payable at least six business days prior to the date needed.**

The University requires prompt and accurate financial reporting of expenses, therefore, I agree to submit a detailed
expense report within 15 days following my return. A separate expense report is necessary for each advance. Until this
advance is cleared, no additional advances will be issued. I acknowledge that if I do not adequately account for
my expenses and return any excess reimbursement within 60 days after the expense was paid or incurred, per
IRS regulations, the advanced amount will be included in my wages and Federal Income Tax and Social Security Tax
will be withheld from my payroll check.

DATE                     6                                       EMPLOYEE SIGNATURE                          7
                                                                 (Employee must sign to receive advance)


ADVANCE AMOUNT                                        8          DATE LEAVING                                9

                                                                 DATE RETURNING                             10


PURPOSE OF ADVANCE:                              11




                       FUND                           ORGANIZATION                    ACCOUNT          AMOUNT

                                12                                    13                       14           15




PRIMARY BUDGET OFFICER                                      16             EXT.          17 GU BOX          18 DATE       19
 SIGNATURE


To be reimbursed for expenses in excess of advance, a Payment Voucher must accompany your expense report
and signed by the appropriate budget officer.



Controller's Use Only: Doc.# I ______________________


For Form Instructions, see page 2

				
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