Apply Cash Advance

If you have used a Cash Advance to pay for an expense, you can apply that advance while editing your expense in your expense report. 

Steps for Applying a Cash Advance

1. Open the Expense Report
   Select the relevant Expense Report that contains the expense you want to update
   
   

2. Select the Expense
   Click the Expense you want to apply the Cash Advance to. 

3. Update Payment Type
   In the Expense screen, find the Payment Type field and select Paid with Cash Advance. 
   
   

4. Save Your Changes
   Click the Save icon to save your changes. 
   
   
   The adjusted calculations will appear in the upper part of the Expenses list. 

Understanding How Cash Advances and Expenses Work Together

Here’s an example scenario to demonstrate how to interpret the relationship between a Cash Advance and an Expense:

• Cash Advance Issued to Employee (-$60):
  The employee receives $60 upfront from the company, which they owe back until the expense is documented.

• Expense Incurred ($60):
  The employee spends the $60 on an approved expense. At this point, the employee neither owes nor is owed money but must report the expense.

• Expense Report Created ($60):
  The employee documents the $60 expense in the expense report.

• Cash Advance Applied:
  The employee indicates that this expense was paid using the earlier $60 Cash Advance, completing the record.

This process ensures that neither the company nor the employee owes any money once the expense is properly documented and the cash advance is applied.

Handling Differences Between Cash Advance and Expense Amounts

If the amount of the Cash Advance and the total of the Expense do not match, the difference must be settled.

• If the Employee Spent More Than the Expense amount:
  The employee must either:

  • Return the unused cash to the company (if the employee owes the remaining balance

  • Apply the remaining Cash Advance amount to another expense, as needed.

• If the Cash Advance is Less Than the Expense Amount:
  The employee applies the Cash Advance as usual, and the remaining balance will be settled as follows:

  • If the employee paid the remaining amount out of pocket, the company owes the employee that balance.

  • If a corporate card was used for the remaining balance, the company will settle the amount with the financial institution.

For mobile instructions, please refer to this article.