Skip to main content

Cash Advance Guidance

The University can advance cash for activities related to a sponsored project utilizing unrestricted University funds. Cash advances may be used for study subject compensation, extended fieldwork in remote locations, certain travel expenses, collaborating institutions requiring advanced payment, and other exceptional circumstances.

Cash advances should not be used to pay a vendor/supplier/consultant- these transactions should be processed and paid via campus voucher. Cash advances are to be made only for business expenses incurred by, or on behalf of, an employee in their capacity as such. This guidance provides detailed steps to request and reconcile a cash advance related to sponsored research.

See OSP Operating Standard 500.14 – Cash Advances opens in a new tab for more information. The UNC Finance Division’s Policies and Procedures Manual opens in a new tab should be followed for requesting and reconciling cash advances for non-sponsored activities.

  • All advances for domestic use must be reconciled within 60 days after receipt of the advance unless required sooner for reporting purposes.
  • All advances for foreign use must be reconciled within 90 days after receipt of the advance unless required sooner for reporting purposes.
  • A project may request a third advance if the other advances are in compliance with this operating standard.
  • Advances to a third-party institution or University foreign facility should not exceed two (2) months of that institution’s operating cash required for the project.
  • Advances must be reconciled in a timely manner after the end date of the project as required by the reporting requirements of the agreement and Office of Sponsored Programs (OSP)

  • Complete and send the following signed documents to SponsoredPrograms@unc.edu:
  • The request is reviewed for completeness and allowability on the project by the assigned Sponsored Programs Specialist (SPS).
  • If approved, the SPS will return the form to the submitter, within 3 business days of receipt.
  • Department submits a campus voucher (PDF) opens in a new tab (within 10 business days of receiving the approved form) requesting the approved amount on account code 559510 for sponsored projects.
  • OSP Pre-Audit Technician reviews the voucher documentation for completeness and allowability; transaction will be subject to rejection without all required documents.
  • If approved, the voucher payment is processed by Accounts Payable and distributed to the cash advance recipient identified in the form.

  • Create a reconciling journal (JCA – OSP Cash Advance Reconciliation) moving expenses from account code 559510 to the appropriate account code for the type of expense (i.e., 523150 – study subject payment or 523160 – study subject expense).
  • Complete and attach the following documents to the journal transaction:
  • OSP Pre-Audit Technician reviews the journal documentation for completeness and allowability. Some situations where transactions may be subject to rejection are if all required documentation is not included and/or expenses were incurred outside the award period of performance.
  • If the journal is approved, the expense is moved to the requested study subject expense type. If the reason for rejection was due to non-compliance with any University policy, the advance must be reconciled to non-sponsored funds.

Back to Top