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Business and Financial Policies and Procedures

8.3.2 Close a Program Advance

Policy Statement

Program advances must be promptly closed (that is, accounted for, cleared, or repaid) upon completion of the event or program for which the advance was issued. Program advances not closed with 60 days of the event or program may be reported as taxable income to the employee in accordance with IRS regulations. Program advances not close within 90 days may be deducted from the employee's wages.


To close a program advance:

If there is CASH to be returned

  1. Return the cash or check to your university University Student Financial Services and Cashier Operations (USFSCO) along with a completed Travel or Program Advance Closure Form. For additional information, consult Deposit Cash and Checks with USFSCO. Advise the cashier that you're closing a program advance. Keep the deposit receipt to submit in TEM (Travel and Expense Management System). Do not send cash or checks directly to University Payables (UPAY).
  2. Log in to TEM. In the Create New area, select the Expense Report icon. If you need help identifying the icon, consult the job aid for System Navigation.
  3. Proceed through the screens. For step-by-step instructions, consult "To Clear the Advance" in the Open and Close a Program Advance job aid.
  4. Employees - If the advance was for gift cards of any amount or tangible gifts over $100, enter each employee's name, UIN, and amount in the Notes field so UPAY can report the information to University Payroll.
    Non-Employees - If the advance was for gifts or prizes to non-employees, enter each recipient's name and address in the Notes field. If the amount is over $600 include their Social Security Number (SSN).
  5. UPAY reviews the expense report to ensure the funds were spent in accordance with University of Illinois System policy.

If there is NO CASH to be returned
Follow the above steps #2 through #4.


Forms Used in this Procedure

Travel or Program Advance Closure

Related Policies and Procedures

8.3.1 Open a Program Advance
10.3.1 Deposit Cash and Checks with USFSCO
1.3.3 What Approving or Signing a Document Means

Additional Resources

Chapter 6, How to Report in Publication 463 (2011), Travel, Entertainment, Gift, and Car Expenses
TEM Resource Page
Job aid for System Navigation
Job aid for Open and Close a Program Advance
University Payables Training Materials
Campus USFSCO office locations and hours:

Last Updated: June 5, 2013 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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