Title: How to Use Advance and Cash-Return Expense Types
Advance and Cash-Return are two pre-defined expense types in Unanet. This document describes the general guidelines on how these expense types should be used.
What’s covered in this document:
In Unanet, Advance and Cash-Return represent an exchange of monies between the expense user and the company as opposed to an actual expense incurred. The Advance expense type represents cash advances that an employee receives prior to incurring an expense and is used within the product to deduct from the overall reimbursement due to the employee. The cash return expense type represents the amount of a cash advance not utilized by the employee that should be returned to the company.
Advance can be put on an Expense Request with all of the other estimated expenses. Once the Expense Request is approved and converted into an active Expense Report, the employee will record the actual expense amounts. The Advance expense line item on the Expense Report will decrement the reimbursable amount.
Many Unanet clients choose not to integrate the Expense Request into the accounting system, so typically the advance amount is not integrated with the accounting system until after the final Expense Report is created. Therefore, the company should enter the advance in the accounting system manually at the time that monies are transferred to the employee, since this typically happens prior to actual travel (and since the Unanet voucher would be filled out after actual travel).
- The employee creates a request for an Advance of $500 for an upcoming trip. The request will include other estimated expenses for expense types such as airfare, lodging, etc.
- The Finance team follows a process outside of Unanet to track the advance payment to the employee for $500.
- After the trip, the employee enters the expenses in Unanet with an expense report which includes the $500 cash advance. This entry should use the payment method of “Company Paid.”
- If less than $500 is spent, the employee needs to include the Cash-Return expense type. The amount of the Cash-Return will be equal to the negative reimbursement amount.
- If the employee spent more than $500, the employee reimbursable amount will show the correct amount owed to the employee.