Cash advances are created in PeopleSoft, using the Expense Self Service module.
To sign into PeopleSoft, click on the following link:
If this is your first time to use PeopleSoft, click on the “Register for My Account” hyperlink and follow the embedded instructions included in the registration process.
If you have forgotten your password or user id, click on the “Forgot My Username or Password” link on the sign in page and follow the embedded instructions included in the reset process.
If you experience other problems signing on to PeopleSoft, contact Celeste Wade, ext. 4372.
Failure to abide by the following guidelines may result in revocation of travelers’ cash advance privileges.
Cash Advances use the chartfield information maintained in your Profile's default settings. If you don't know the correct chartfield information to use in your cash advances, contact your department head or budget manager. To review or update this information, follow the steps below.
After signing in to PeopleSoft's Expense Self Service module, go to Employee Self-Service > Profiles and Preferences > Review/Edit Profile.
NOTE 1: Budget Ref should automatically default to the correct fiscal or academic year.
Bud Ref Date
2011 July 1, 2010 to June 30, 2011
2012 July 1, 2011 to June 30, 2012
2013 July 1, 2012 to June 30, 2013
Expenses will be processed using the information stored on the "Bank Accounts" tab. If you have multiple accounts, make sure you are looking at the one marked "Default" on the top right, in the Organizational Data section; the settings for your default bank account will be used to process your cash advance (and expense reimbursements).
Requests to change your default payment method from "System Check" to EFT ("direct deposit"), or update the routing (bank id) and account number information, should be submitted by phone call to Micah Grant, at extension XXXX.
If you add or change your Profile information, remember to click the Save button at the bottom of the page.
REMINDER: Any changes made to your Profile will be applied to future cash advances (and travel expense reports). Any unpaid travel transactions must be deleted and re-entered in order to reflect profile changes.
Before going to the next step, select Tools> Pop Up Blockers on your Internet Explorer window. If Pop Up Blocker is disabled, you will see the follow display – no further action is required.
If Pop Up Blocker is enabled, Click on the Menu item "Turn Off Pop-Up Blocker" to disable Pop Up Blocker.
Select the "Print" icon to display the printable view of the Cash Advance. This will take a minute or so to complete, a window should pop-up and you might see the words "Processing" or "Queued."
After the report is displayed, use the print icon in the report window (top left) to print the report.
Submit the printed copy of the cash advance along with your "hard copy" Travel Authorization Form, to Accounting Services, at least 5 days prior to the trip.
Printable travel authorization form (Excel)
Please do not enter travel authorizations through the PeopleSoft Expenses Module at this time.
On the Create Cash Advance Report page, click the Submit button.
Clicking the Submit button initiates the following processes:
Click OK to complete the submit process.
After returning from the trip, create an expense report and "apply" the cash advance to your reimbursable trip expenses.
Review the settlement information displayed on the Apply Cash Advances page:
REMINDERS: When you make changes on the Cash Advance page, you must click "Update Totals" button to recalculate and update the settlement information.
Make sure to enter all expense information before applying your cash advance. Failure to follow this admonition may result in the improper reconciliation of the cash advance, as well as under- or over-reimbursement of travel expenses.