Cash Advances

Cash advances are available to employees for travel expenses, they are not available to students or guests. University-issued credit cards are the preferred method for travel expenses, as they minimize the need for cash advances and reduce the risks associated with carrying cash. These are the procedures for requesting, using, and substantiating cash advances when credit cards are not a viable option. Cash advances may be approved under the following circumstances:

• Travel to locations where credit cards are not widely accepted
• Situations where vendors do not accept credit cards

Two cash advance options exist: Traditional and ATM.

Traditional Cash Advances

• Requested through a Spend Authorization in Workday using either the Meal Per Diem or Miscellaneous–Travel expense items
• Typically approved for trips exceeding 30 days
• Typically approved for employees serving as group leaders
• Funds are deposited into the employee’s designated bank account (as set in Payment Elections within Workday’s Expense Hub)
• Deposits are generally made approximately 14 days prior to departure
• Workday Article (Detailed Instructions): Traditional Cash Advances

ATM Cash Advances

• Available through an approved limit on a university travel or corporate card
• Typically approved for trips under 30 days or travel to areas where credit cards are not accepted
• Fees are assessed by the university bank and potentially the issuing bank
• Request Process: the employee’s Finance Business Partner must submit a request via email to card-management@byu.edu
• Workday Article (Detailed Instructions): ATM Cash Advances.
  

Accountability and Reconciliation

• All cash advances must be substantiated on an expense report within 30 days after returning from the trip
• Employees should request only the amount necessary; advances for unplanned or emergency use are discouraged
• After submitting the expense report any amount owed to the university will appear in My Financial Center
• Employees must promptly repay any outstanding balance

Compliance Requirements

• Unsubstantiated advances or unreturned funds after 60 days are subject to:
  
  • Reporting on the compliance reports distributed to the applicable college/division
  • Reporting to the Tax Office and may be treated as taxable income to the employee

Group Leader Cash Advances

• Employees serving as travel group leaders may request per diem cash advances for student participants
• A disbursement log is maintain to document distribution of funds:
  
  • Each student signs the log next to the amount of their allocation
  • Two employees that witnessed the distribution sign the log
  • The log is loaded with all related receipts as part of the expense report

Electronic Per Diem Payments for Large Travel Programs

The university utilizes an electronic payment program that distributes per diem electronically to each student participant. This program is currently used by athletic team travel, performing arts tours, and study abroad programs.

Campus departments prepare the needed advances on an approved template and emails it to card-managment@byu.edu along with the name of the group and spend authorization details to be processed.

Contact Purchasing & Travel for more details about this program.

Updated: May 12, 2026