Policy Steward: 
Director of Vendor Payment Strategies
Format Updated: 
University Policy & Standards Converted: 
Revision Date: 
Tuesday, November 2, 2021

This information replaces FIS 407-07 Departmental Advances (Non-Travel) 


OSU employees (faculty and classified staff employed at least 0.5 FTE) and graduate assistants (appointed at .3 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.  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.

Procedure – To submit a request, complete the Departmental Advance Form and submit it to appropriate 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.  The employee's photo identification is required when picking up advance check from the Business Center.  The advance will not be released more than seven days before the approved use date.

Settlement of the advance is due within 60 days upon the completion of 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 difference and repayment to the University is due in full at that time.

If the approved use is cancelled or if employment is terminated, any advance that has been given is due and must be immediately returned.

Failure to comply with settlement procedures may result in disciplinary action against the employee.  Any past due balance will be turned over to Payroll to be deducted or withheld from the employee’s wages or other amounts due to OSU.  This may affect the person’s ability to receive future advances.