The purpose of this policy is to define how cash advances will be processed by the WVU Foundation.

This policy applies to all University employees, including those on the regional campuses, who require cash advances to pay for expenses that will be incurred while traveling on official University or WVU Research Corporation funded business.

Cash advances from the Foundation will be on an exception basis only, and therefore, may be requested only when:

1. The vendor will not accept the University Corporate Travel Card for payment of charges, and
2. The vendor will not Direct Bill the travel expenses to the appropriate WVU Department, and
3. The cash advance cannot be obtained through one of the Corporate Travel Card Programs, and
4. The cash advance cannot be obtained from the State of West Virginia.

The WVU Foundation will not process cash advances when travelers or departments fail to make travel arrangements or cash advance requests in a timely manner.

A Dean or Vice President must approve all exceptions and this authority cannot be delegated.

Exception requests will be subject to post audits.

The State of West Virginia has certain restrictions that apply to cash advances. Refer to section 10.2 of the Higher Education official travel regulations for more information.

The ATM cash advance limit on individual Corporate Travel Cards and Team Account Cards may be temporarily increased to cover most registration fees and/or travel to remote locations where cash is required. The Travel Management Service processes requests for temporary ATM limit increases.

Procedure development rests with Business Services.

All employees are charged with providing full support to this policy. It is the responsibility of the Dean or Director to implement and maintain this policy within their college, department, or unit. Business Services, at 293-4001 or P.O. Box 6001, is available to answer questions or provide additional information regarding this policy.

The responsibility for interpretation of this policy rests with the Director of Business Services, West Virginia University.

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