Cash Advance and Expense Claim

Faculty may request a cash advance for program expenses directly from the Cashier using the Faculty Cash Advance Record. After receiving the funds and verifying the total amount received, faculty should legibly print his or her name and the billing year and month at the top of the form and sign in the space provided for each advance in the presence of the cashier and indicate the date of transaction. Each faculty member should keep a separate record for each billing cycle with the cashier.

Download the Faculty Cash Advance Record in Microsoft Excel here or in Adobe PDF here.

Faculty who have received a cash advance should submit receipts and/or invoices, together with unused cash and the Faculty Expense Claim form to the cashier by the last day of each month. This form may also be used by faculty who wish to be reimbursed for programming expenses paid with personal funds.

Please download the Faculty Expense Claim Form below and enter the date, a brief description, and the amount of each expense item in the space provided. Enter the budget subcategory and/or category from the list provided on the second worksheet in the same form (or leave the field blank if unknown). Enter the total amount of cash advance received for the month and the amount of change returned and the form will automatically calculate the total amount spent and total amount due. Please only include receipts for the current month.

Once faculty have submitted the Faculty Expense Claim Form, the Cashier will record the total amount of receipts returned on the original Faculty Cash Advance Record in the space marked Receipts, indicating the date faculty submitted receipts and/or invoices, and will record the amount of unused cash in the space marked Returned Cash. If the total receipts and cash equal the funds received, 0 will be entered in the space marked Remainder, and if the amount is less or exceeds the funds advanced, that amount will be recorded as a positive or negative number accordingly.

All funds owed faculty will be reimbursed in CNY directly into her or his Bank of China account, typically in the first week of the following month, after the form and receipts submitted have been checked by the Cashier and approved and signed by the Academic Director.

Download the Faculty Expense Claim Form in Microsoft Excel here.

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