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Business and Financial Policies and Procedures

8.3.1 Open a Program Advance

Policy Statement

A program advance may be used when a unit needs to pay for a one-time event or program activity and it is not practical to use other payment methods. Program advances may not be used for travel-related expenses. An employee can have only one outstanding program advance at any given time. The payee is personally responsible for the safe keeping and repayment of the advance. Lost or stolen advances cannot be replaced using any type of University of Illinois System fund.

Program advances must be closed promptly upon completion of the event or program. Program advances not closed within 60 days of the event or program may be reported as taxable income in accordance with IRS regulations. Advances not closed within 90 days may be deducted from the employee's wages.

For information about paying human subjects, consult 8.4.1 Open a Program Advance to Pay Human Subjects in Cash or Gift Cards.

For information about using a bank account in a foreign country, consult 14.4 Manage Foreign Bank Accounts.


To open a program advance:

  1. Estimate how much money you will need. Allow at least 2 business days for processing. If the program involves travel, use the T-Card (Travel Card) to pay for the travel portion. Obtain a program advance for all non-travel expenses.
  2. Log in to TEM (Travel and Expense Management System). 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 the Open and Close a Program Advance job aid.
  4. UPAY reviews the request and processes for payment. Payees will be notified at their university email address when the payment is deposited to their payroll bank account.

14.4 Manage Foreign Bank Accounts
8.3.2 Close a Program Advance
8.4.1 Open a Program Advance to Pay Human Subjects in Cash or Gift Cards
1.3.3 What Approving or Signing a Document Means

TEM Resource Page
Job aid for System Navigation
Job aid for Open and Close a Program Advance
University Payables Training Materials

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

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