An organization can request money from their RO Account made payable to an individual
to pay for items.
Vouchers must be submitted to request a cash advance. An advance may be used to
cover items such as trip expenses, organization events, supplies, etc.
The money must be used for the purposes for which it was originally intended. The
cash advance request may not exceed the current balance of the RO Account.
To receive a cash advance, the treasurer must submit a completed Cash Advance Form to the
Office of Registered Organizations with payee information and a description of how the cash advance will
be used. That information should be listed in the Invoice Information section of
the form. Attach confirmation, invoices, and any other supporting documents that will provide us with event information and the amount of cash advance you are requesting.
The treasurer and the payee are both responsible for these funds. Cash advances
must be “cleared” no later than 30 days after the event/activity occurred.
After the cash advance has been used, receipts must be submitted to the Office of Registered
Organizations to clear the cash advance using the Cash Advance Receipt Form.
An organization is allowed to have only one outstanding cash advance at a time.
Organizations requesting a cash advance with an outstanding one from the last 24
months may have their cash advance request denied
Regulations for Receipts
- The location/place where the purchase was made must be identified on the receipt.
- All small pieces of original supporting documentation (receipts, boarding passes,
name tags, etc.) must be taped to a clean 8 ½ x 11 sheet of paper. Stapled
documents and scraps of paper hanging over sides will NOT be accepted.
- When submitting more than 3 receipts, you must add all receipts on an adding machine
and submit the adding machine tape with the voucher. An adding machine is available
at the Student Organization Complex (280 Illini Union). If you are only reimbursing
specific items from a receipt, you must submit an adding machine tape with the “new”
receipt total of specified items, including the correct amount of tax.
- If the vendor has a liquor license, such as most grocery and discount stores, full
service restaurants, etc., itemized receipts are required that clearly identify
the items purchased. If an alcohol purchase is included on a receipt, the amount
of the alcohol and its tax must be subtracted from the amount payable from the RO
- Proof of payment is needed for reimbursement re- quests over $250. If possible,
always try to pay with a credit card or check. If secondary documentation is needed,
bank and credit card statements and canceled checks are easy to provide, whereas
secondary documentation for cash payments may be harder to provide.
Authorize Automatic Payments and Transfers
Use a voucher to request an automatic payment to a University office, department,
or another registered organization.
Funds will be transferred from your Organization Fund Account to that unit’s
account. Common automatic payments/transfers include catering, facility rental and
staff, technology equipment, audio/visual equipment, and print services.
When you place an order with a University department, you must provide authorization
for them to process the charges to your Organization Fund Account for payment. Funds
are transferred electronically from the Organization Fund Account to the specified
department. If you do not have funds in the account to cover costs, your organization
will become encumbered, so please make sure your account has money to cover charges.
If a department does not have the ability to debit your Organization Fund Account,
request an invoice or billing statement from that department. Obtain the FOAPAL
(department’s account number) for the transfer of funds. Submit the bill,
along with a voucher, to the Office of Registered Organizations for payment to be
transferred into the appropriate department account.
Transfer of Funds
Funds may be transferred to another account within the Organization Fund, provided
that such transfer does not violate any University statutes or policies or this
Code and does not provide the recipient organization with funds obtained in a manner
otherwise prohibited to the recipient organization. The voucher should indicate
transfer information in the Invoice Information section. You must have the full
Letters of Agreement
This is a document that can be used as a contract between an organization and a
provider of services such as DJs, lecturers, referees, judges, performers, and bands.
The document must be completed by both parties. Submit original agreement to the
Office of Registered Organizations with a voucher requesting payment from the Organization
Fund Account. If using SORF allocated funds, you must also submit a SORF Expenditure
Clearing Cash Advances
Cash advances can be cleared by indicating all funds were used, partial funds were
used, or more than the cash advance was used.
Used All Funds: All requested funds were used. Submit itemized
receipts totaling the amount of the cash advance to the Office of Registered Organizations.
Used Partial Funds: Only a portion of the requested funds were
used. You must deposit the unused portion of cash advance back into the Organization
Fund Account at Henry Ad- ministration. Submit appropriate receipts for the portion
of the cash advance used and a copy of your deposit slip to the Illini Union Office
of Registered Organizations.
Used More Than Cash Advance: All requested funds were used and
then some. Submit to the Illini Union Office of Registered Organizations, itemized
receipts for all expenses incurred and a voucher to reimburse the individual who
provided the additional funds.