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SURC Accounting

Cash Advances

Funds can be released from a Club or Organization account for an advance. To complete a cash advance, 2 forms must be filled out in our office.

*If the purpose of the advance is to pay for a personal service, or payment to an individual, please speak with SURC Accounting as payment may need to be completed via a check cut by the University in addition to other required documents.

To authorize the release of funds, two Club/Organization signatories must approve the withdrawal.

The individual receiving the advance must be identified prior to the second club authorization signature. The recipient must provide identification to be verified against the name indicated on the withdrawal form.

When 7 days have passed after the event or travelers have returned from their destination, receipts, unused cash, or a combination of the two adding up to the total amount of the advance must be turned in to SURC Accounting to reconcile the withdrawal. 

Please notify SURC Accounting if the deposit is from an advance for reconciliation purposes as unused funds are deposited separate from other funds to ensure recovery of the advanced funds and to assist in tracking account activity.

Clubs/Organizations that have overdue receipts will not be allowed to initiate additional advances until receipts have been submitted – long term overdue receipts can result in a Club or Organization’s account being frozen.

NOTE: There is a $300.00 cash withdrawal limit per day, per Club/Organization. If the amount of the advance is larger than this, a check can be cut and mailed to the individual, which requires a 3 day processing period plus delivery time after all club signatories have signed and adequate documentation is received. Check advances require the same detail and procedures as a cash advance.

1A receipt is any document that shows a charge amount and proof of completion of the payment (e.g. credit/debit card charge, $0.00 ending balance, etc.)

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