Fiscal Operations Manual
Section 400: Expenditures
OSU employees (faculty and classified staff employed at least 0.5 FTE) who provide payments to participants for official OSU business may be eligible for a departmental advance. Regardless of the funding source, the approved use must benefit the University’s educational, research or public service mission to qualify as official University business.
Departmental advances have a preferred minimum of $250.00 and are only for the period of participant activity. Advances are intended to be used within 90 days of receipt. Advances beyond this period will be granted only in exceptional circumstances. If the approved use is cancelled or delayed, any advance that has been given is due and must be immediately returned. If the advance is related to a taxable situation/purpose, the advance is limited to 60% of the requested amount. Taxable reimbursements must be reconciled within 120 days and within the same calendar year as the advance was issued.
Procedure - Complete the appropriate OSCAR task for the Departmental Advance and submit it to the Business Center at least five working days prior to the date the advance is needed. After the advance is prepared, the employee responsible for the advance is required to sign a statement acknowledging the receipt of the advance by either direct deposit or check and agreeing to the terms under which the advance is given.
It is important to settle any advance in a timely matter. The settlement due date is clearly written on the Departmental Advance form by the Business Center and a copy is given to the employee. No other notice will be given. As a reminder, the employee’s photo ID is required when picking up an advance check from a Business Center and checks will not be released more than seven days before the approved use date.
An advance should be settled by the 15th day of the month following the completion of the approved use. A copy of the Departmental Advance form must be submitted to the Business Center with the Personal Reimbursement Request. The employee is reimbursed for the expenses less any amount advanced. If the total of the Personal Reimbursement Request is less than the amount advanced, the responsible party will be notified of the exact difference. This amount is due in full when the reimbursement request is submitted.
Settlements are audited and input into FIS Banner by the Business Center. Failure to comply with settlement procedures may result in disciplinary action against the employee. This might include turning the amount of the advance over to Payroll so it would be taxed as additional income to the responsible employee and/or limiting the employee’s ability to receive future advances.