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Business and Financial Policies and Procedures

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. Complete a Travel or Program Advance Closure form. 
  2. Return the cash or check to your campus University Student Financial Services and Cashiers Office (USFSCO) with the completed Travel or Program Advance Closure form. 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. 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 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.

Travel or Program Advance Closure

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

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

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

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