Purchase Requests
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Purchase requests submitted after the deadline will be included in the next purchasing cycle.
Cash Advance Process:
For Travel
https://financials.utexas.edu/hbp/part-11/4-cash-advance-for-travel
For Research Participants/Studies
Cash Advance Request Form (under construction)
Procedures for the Request
Fill in all the required fields. Failure to complete a required field will prevent you from submitting the form. Please include any additional useful information in the comments field.
Please be advised—allow at least 20 business days from the time the request is made to the date for which the check is actually needed.
Once the request has been received, you will get an e-mail confirming the request. In most cases, the request will be processed within one (1) business day of receipt (NOT the same day the request was sent). If you do not receive an e-mail within one business day of submitting a request, please contact one of the following individuals:
Larina Jones, Senior Research Program Coordinator
Jennifer Quraishi, Senior Research Program Coordinator
Once the request has been processed, you will receive an e-mail confirming that the cash advance request has been submitted for approval. The e-mail will also contain contact instructions for questions regarding the cash advance as well as any updated information about the request.
The request has to be approved by the Department Chair and the Office of Accounting. Once all necessary approvals are obtained, the cash advance check will be ready on the day stipulated in the request. The Office of Accounting will contact the requestor (faculty member or staff). The requestor will have to pick up the check in person in Main Building, Room 132. Present a valid photo ID at the time of pickup.
Important Information About Cash Advances
Complete information about cash advance policies and procedures, including links to the downloadable signature receipt forms, may be found here.
Subject Payments
It is crucial that all research subjects given money for participation in a study complete and sign either the Individual Receipt Form or the Multiple Participant Receipt Form.
Participant Forms
The Individual Receipt Form should only be used if the participant expects to receive more than $600 from research participation within one calendar year. The form may also be used to protect the privacy of the subject, but this will also require the requestor write a memo explaining why the form was used for this purpose. It is much easier (in this case) to have one person per Multiple Participant Receipt Form so as not to confuse privacy issues with tax liability issues.
Due Date
At or before the end of the period for the advance, an accounting of all of the cash given is due. The requestor is responsible for turning this in by the due date; however, Larina will send out reminders before the advance is due. Give all receipt forms and remaining funds to your Senior Administrative Program Coordinator, Larina Jones, who will reconcile your advance.
Cash advance time periods cannot extend beyond the end date of the account you are using. This "end date" is not the project end date, but the one listed on the mainframe for your current account funds. Thus, it does not matter to Accounting if your grant will continue if the continuation has not been put into the system.
Extensions
Extensions are not granted for cash advances.
Tax Exemption Form:
UT Tax Exempt number (FEIN): 74-6000203
Texas Sales and Use Tax Exemption Certification Form