• Skip to main content
  • Skip to main content
Choose which site to search.
University of Arkansas for Medical Sciences Logo University of Arkansas for Medical Sciences
Supply Chain
  • UAMS Health
  • Jobs
  • Giving
  • Informatics
    • About Us
    • Contact Us
    • Payee Setup
    • Vendor Setup
    • Item Master Forms
  • Procurement
    • About Us
    • Contact Us
    • Forms
    • Resources
    • Procurement Procedures
      • Pre-Purchase
        • Before Making A Purchase For UAMS
        • Utilizing Current Contracts and Agreements
        • Pricing Documentation for Requisitions
        • Source Selection
        • Competitive Bid Quote, Purchases $20,000 – $75,000
        • Sealed Bid-Proposal, Purchases Over $75,000
        • Expense Contract Reference Guide
        • Procurement Exemptions
        • Sole Source/Proprietary Procurement
      • Purchase
        • Catalog, Punchout, and Non-Catalog Purchase Requisitions
        • Standard PO vs. Framework PO vs. Supplier Contract
        • Standard PO with a Goods Line
        • Standard PO with a Service Line
        • Framework PO
        • Supplier Contract PO
        • Purchasing IT-Related Equipment or Software
      • Post Purchase
      • P-Card
        • Using a Procurement Card (P-Card)
      • Research
        • Purchasing Gift Cards for Research Participants
      • FAQs
        • Finding A Requisition
        • Finding Important Requisition Information
        • Check On the Approval Status of a Requisition
        • Find a PO for a Requisition
        • End Of Year Tasks
  • Travel and Expense Reimbursements
    • About Us
    • Contact Us
    • Car Rental
    • Hotel Information
    • Travel Procedures
      • Spend Authorization for Travel
      • Spend Authorization with Cash Advance
      • Travel For Worker
      • Travel For Non-Worker
      • Travel For Pre-Hire
      • Reconcile Travel Card (T-Card) Expenses
      • Spend Authorization & Expense Report Workday Enhancements – 11/21/23
    • Forms
    • UAMS Admin Guide Travel Policy
  • Contract Services
    • About Us
    • Contact Us
    • Independent Contractor Information
    • Mandatory State and Co-Op Contracts
    • Ntracts Resources
    • Search Firm Contracts
    • Service Contract Resources
  • Operations and Logistics Management
    • About Us
    • Asset Management Services
    • Linen Services Contact Information
    • Central Receiving
      • Receiving Dock Hours and Location
      • UAMS Shipment Addresses
      • Package Tracking
      • Material Safety Data Sheets (MSDS)
      • Central Receiving Forms
    • Freight Management
      • Vendor Shipping Guidelines
    • Property Services
      • Low Value Assets
      • Forms and Manuals
      • Property Services FAQs
    • Stock Supply Catalogs
  • Value Analysis
    • About Us
    • Contact Us
    • Workflow for New Product Requests
  1. University of Arkansas for Medical Sciences
  2. Supply Chain
  3. Travel and Expense Reimbursements
  4. Travel Procedures
  5. Spend Authorization with Cash Advance

Spend Authorization with Cash Advance

Before You Start 

  • When a traveler is unable to pay for travel expenses out of pocket, a cash advance may be provided to the traveler ahead of their travel departure date. 
  • Cash advance is only for travel expenses that cannot be paid with a department travel card (T-Card, BTA). 
    • For example, a trip including $300 for airfare, $200 for lodging, $100 for conference registration, $120 for meals, and $50 for ride share services could qualify for a $170 cash advance to cover meals and ride share services. The airfare, lodging, and registration fees can all be paid ahead of travel using a department travel card and therefore do not qualify for cash advance. 
  • The cash advance is requested through a Spend Authorization.  
    • Each expense line has a box labeled Cash Advance Requested, which should be checked if the expense item requires cash advance. 
  • Standard Spend Authorizations route for approval at the department level; however, when a cash advance is indicated, an additional level of approval is added. In these cases, Travel Management is the last level of approval. 
    • When a Spend Authorization with cash advance is submitted, the approval routing is:  
      Traveler → Traveler’s supervisor → Cost Center Manager → Travel Management (Expense Partner)

Rules and Responsibilities 

  • The request for cash advance must be made at least five days prior to travel. 
  • Items that qualify for cash advance are items that cannot be paid ahead of time with a travel card; this can be summarized as meals and transportation services.  
  • Items that do not qualify for cash advance are items that can be paid ahead of time with a travel card (e.g., airfare, registration fees, lodging, shuttle fees). 
  • Any unused advance amount must be repaid to UAMS within 15 days of return. 
    • Repayment is made at the Treasurer’s Office and requires a Record of Deposit Form. Treasurer’s Office is located in Central Building 1st Floor, Room M1092. 
    • A help sheet to complete the Record of Deposit Form is included in the Additional Help and Information section. 

Additional Help and Information 

  • See Help Page – Spend Authorization for Travel for complete information about Spend Authorizations. 
  • See UA System QRG – Request a Spend Authorization with Cash Advance for step-by-step instructions to submit the task in Workday. 
  • Form – Record of Deposit is used to return unused cash advance to the Treasurer’s Office.  
  • Help Sheet – Travel Reimbursement Payment Instructions. These instructions are provided by the Treasurer’s Office. Questions about the Record of Deposit form should be directed to the Treasurer’s Office.  
University of Arkansas for Medical Sciences LogoUniversity of Arkansas for Medical SciencesUniversity of Arkansas for Medical Sciences
Mailing Address: 4301 West Markham Street, Little Rock, AR 72205
Phone: (501) 686-7000
  • Facebook
  • X
  • Instagram
  • YouTube
  • LinkedIn
  • Pinterest
  • Disclaimer
  • Terms of Use
  • Privacy Statement

© 2025 University of Arkansas for Medical Sciences