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Business and Financial Policies and Procedures

8.4.4 Close a Program Advance to Pay Human Subjects

Policy Statement

Before you begin the procedure, it is the custodian’s and business manager’s responsibility to become familiar with additional policies related to this topic.

Procedure

To close a human subjects advance:

If there is CASH OR CHECKS to be returned

  1. Return the cash or check to your campus University Bursar with the completed Return of Money Received form. For additional information, consult 10.3.1 Deposit Cash and Checks with University Bursar. Keep the deposit receipt to submit in TEM (Travel and Expense Management System). Do not send cash or checks directly to University Payables (UPAY).
  1. Log in to TEM. In the Create New area, select the Expense Report icon. Consult the job aid for System Navigation if you need help identifying the icon.
  2. Human subject advances should be closed using the purpose “Employee Misc. Expense Reimbursement”. Proceed through the screens. For step-by-step instructions, including how to submit documentation that details how the cash was spent, consult "To Clear the Advance" in the job aid Open and Close a Human Subject Program Advance.
  3. UPAY reviews the expense report to ensure the funds were spent in accordance with University policy.
If there is NO CASH to be returned
    Follow steps 3 and 4 above.

8.4.1 Open a Program Advance to Pay Human Subjects in Cash or Cash Equivalents
8.4.2 Reconciliation of a Program Advance
8.4.3 Replenish a Program Advance to Pay Human Subjects
8.4.5 Partial Close of a Program Advance to Pay Human Subjects
8.4.6 Request Checks Made Payable to Human Subjects

TEM Resource Page
Job aid for System Navigation
Job aid for Open and Close a Human Subject Program Advance
Job aid for Create an Expense Report (ER)
University Payables Training Materials
Campus University Bursar office locations and hours:
    Urbana
    Chicago
    Springfield

Last Updated: March 17, 2020 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 15, 2017

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