Outstanding Cash Advance – Reconciliation Process

Per the Travel Policy, all cash advances must be reconciled and substantiated within 30 days of completion of the trip. If a trip is cancelled, the traveler must repay the cash advance immediately.

To appropriately reconcile a cash advance, the traveler’s receipt documentation should be processed via an expense report that is linked to the approved spend authorization in order for the expenses to post against the cash advance balance. If all receipt documentation has been submitted and there are unused funds remaining, the traveler is expected to repay the University for the outstanding balance by check. For questions on the reconciliation process, contact the Travel Office at travel@osu.edu or 614-292-9290.

If unused funds are unable to be returned or reconciled, units are advised to consult with their fiscal support staff and/or service center to determine next steps. For unique circumstances or accounting issues that do not require utilizing the recoupment process, please reach out to the Controller’s Office (bf-ctlaccounting@osu.edu) for further assistance.  If recoupment is applicable, the unit is responsible for initiating the process. A change was made to production the week of 3/18 so that this can now be accomplished via customer invoice. Instructions can be found in the Cash Advance Process job aid located in the Administrative Resource Center (ARC).