Travel Advance Reconciliation

When a user completes the online travel advance form, a T-Number is produced. This number is essential when reconciling travel advances and is required on the related Travel and Business Expense Business Report when expenses are processed. If you are ready to reconcile an advance and can’t find the T-Number, look it up in ARC by searching within pre-paid vouchers.  

 

See Policy Overview for more info >

 

Advance Payments

For processing advances in ARC, the Voucher Style is Prepaid and the Voucher Type is Travel, Cash, or Prepayment (only used centrally for things like rents and insurance). 

 

Reconciliation Basics

After an Advance payment is issued, the user’s department will need to reconcile the Advance payment against actual expenses, once incurred.  To reconcile, the Voucher Style is Regular Voucher, and the Voucher Type is Advance Reconciliation. This is a new voucher type that should be used when reconciling all three prepaid voucher types (Travel, Cash or Prepayment). 

With Voucher Type Advance Reconciliation, select a Prepaid Ref: number from a drop down list on the Voucher Attributes tab. The drop down list will only display reference numbers from outstanding Prepaid advance vouchers for the vendor selected. The system will match the Prepaid Ref#s from the Prepaid voucher and the Regular voucher to reconcile the advance.

Note: Prepaid Ref# must match up between prepaid and reconciliation.  A non-match will produce an error code.

 

ARC Processing Details

When you are ready to reconcile your expenses in ARC go to:

Accounts Payable> Vouchers> Add/Update > Regular Entry

If Your Reimbursement is EQUAL to Your Advance:

• On the “Add a New Value Tab” select Regular Voucher as “Voucher Style.”

• In the “Invoice Number” field, enter the T-Number from the Travel & Business Expense Report.

• In the “Gross Invoice Amount” field, enter the amount of the advance received.

• On the “Invoice Information” tab enter the T-Number in the “Invoice Number” field then select Advance Reconciliation as “Voucher Type.”

• On the same tab, when you scroll down to view the distribution information, enter the actual expense account the employee reimbursement is to be charged to in the “Account” field then click on Voucher Attributes.

• Finally, you must select the appropriate T-Number from the “Pre-paid Ref” field pull-down. This field links the PrePaid voucher to the travel advance voucher that you are reconciling against.

If Your Reimbursement is MORE Than Your Advance:

• On the “Add a New Value Tab” select Regular Voucher as “Voucher Style.”

• In the “Invoice Number” field, enter the T-Number from the Travel & Business Expense Report.

• In the “Gross Invoice Amount,” enter the total amount of expenses.

• On the “Invoice Information” tab, enter the T-Number in the “Invoice Number” field then select Advance Reconciliation as “Voucher Type.”

• On the same tab, when you scroll down to view the distribution information, enter the actual expense account the employee reimbursement is to be charged to in the “Account” field then click on Voucher Attributes.

• Finally, you must select the appropriate T-Number from the “Pre-paid Ref” field pull-down. This field links the PrePaid voucher to the travel advance voucher that you are reconciling against.

If Your Reimbursement is LESS Than Your Advance:

              Deposit the unused advance amount via the cash module with the cashier's office using

               Account # 65399- Excess from Travel Advance

• On the “Add a New Value Tab” select Regular Voucher for your “Voucher Style.”

• On the “Invoice Information” tab enter the T-Number in the “Invoice Number” field then select Advance Reconciliation as “Voucher Type.”

• In the “Gross Invoice Amount” enter the total amount of the advance received.

• On the “Invoice Information” tab, change the “Line amount” to the amount of the advance actually spent. (For example, if a $1,000 travel advance was received, but only $800 was spent, enter $800 in the “Line Amount” field.)

• Click the “+” (plus symbol) in the upper right hand corner of the screen. This creates a second line on the invoice to record the amount of the advance not used.

• In the “line amount,” enter the amount of the advance received but not used. (Using the above example, the amount entered would be $200.)

• Change the “Account” in the “Distribution Lines” to 65399.

• Finally, you must select the appropriate T-Number from the “Pre-paid Ref” field pull-down. This field links the PrePaid voucher to the travel advance voucher that you are reconciling against.

 

For additional detail and ARC processing steps including screenshots, view the Creating Travel and Cash Advance Vouchers job aid.

 

Good to Know

If you filled out your travel advance reconciliation incorrectly by omitting or entering an incorrect “T- Number in the Pre-paid Ref number field, you may receive an additional check.  If this happens, you must return one of the checks to the University (via departmental administrator) for overpayment processing.