Purpose
This guide walks through the process of reconciling a Cash Advance in Concur.
Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur.
Cash Advances must be reconciled within 30 days after the Event End Date.
Follow these steps to return any unused Cash Advance funds.
Cash Advances will be issued as outlined in Policy 1214: Non-Salary Cash Advances.
Reconcile a Cash Advance
1. Log into SAP Concur and select Start a Report.
2. Fill out the required fields for the Expense Report Header. View the Create an Expense Report Quick Reference Guide for information on completing this section.
3. Select Create Report.
4. Select View.
5. Select Add.
6. Select the Cash Advance you want to reconcile.
7. Select Add to Report.
8. Select Close.
9. Select Add Expense.
10. Search for and select the appropriate Expense Type.
Note: You must select from Create New Expense
11. Select Create Request. Fill out the Transaction Date, Vendor Name, City, Business Purpose, and Amount. Make sure the Payment Type is listed as Out-of-Pocket.
Note: Follow steps 12 – 20 to change the distribution information or split it amongst multiple accounts. If you do not want to change the distribution information, go to step 21.
12. Select Allocate.
13. Select Add.
14. The default COA or POETAF set when the expense report was created will be listed. Select Save to include the default as one of the distribution lines of this expense. Otherwise, change the COA or POETAF information as needed. Select Save.
15. Select Add to include a second distribution line.
16. Choose either COA or POETAF and fill out all the segments of the string. Select Save.
17. Continue to add distribution lines as needed.
18. Change the allocation split as needed.
19. Check the box of the distribution line and select Save as Favorite if it's a distribution string you will frequently use.
20. Select Save.
21. Select Save Expense.
22. Select Add Expense as needed until all Cash Advance Reconciliation Expenses have been added to the report.
23. Select Submit Report.
24. Select Accept & Continue.
25. Select Submit Report.
26. Select Close.
You have now completed the process of reconciling a Cash Advance.