Instructions
for Clearing a Cash Advance
Required Documentation:
- Travel/Cash Advance Request & Reconciliation Form filled out with the expense account and amounts to be charged. The vendor name and address, dates of travel and the purpose for the cash advance is required.
Required Receipts:
- Airfare/Rail Ticket Stub: (the original passenger receipt/coupon attached
to the ticket which indicates the traveler's name, destination(s), date(s) of
travel, and cost) should be attached. For an E-ticket you must submit your
internet confirmation sheet and a copy of your credit card statement showing
payment.
- Original itemized receipts must be provided for lodging, vehicle rental, registration
fees, and individual meals. Please review the Williams College Travel
Guidelines for a detailed documentation of the College's travel policies and
allowable expenses.
- Receipts that are smaller than 8 1/2 x 11 must be taped to an 8 1/2 x 11 sheet
of white paper. Do not remove the method of payment or the total amount of transaction
from the receipt.
Several receipts may be taped to each sheet of paper
(one side only). Please do not overlap the receipts.
- The Cash Advance Form must to stapled ON TOP of the original
receipts. Place staple in the upper left hand corner of the form.
Checklist for Clearing the Cash Advance:
I have...
_____ Reviewed the form for complete Peoplesoft account number.
_____ Reviewed for required authorized signatures.
_____ Attached all required documentation.
_____ If required, attach cash or a check made payable to Williams College for the amount
due to the college.
Important
- The receipts are original.
- The original passenger receipt/coupon from the airline ticket or appropriate
E-ticket documentation is attached. (Travel itineraries or boarding passes are excluded)
- Receipts that are smaller than 8 1/2 x 11 are taped to an 8 1/2 x 11 sheet of white paper
(one side only). Please do not overlap receipts.
_____Provided an explanation, approved by an authorized signer, for any expenditure
that does not have a receipt.
_____Verified all calculations including a review of the mileage (55.5 cents per mile).
_____Provided proof of mileage by use of Mapquest.
_____Provide a printout of the conversion rate if receipts are international.