Ãå±±ÂÖ¼é

The Ãå±±ÂÖ¼é may advance funds to its employees to fund research projects and compensate participants.

1. Complete the Request for Cash Advance Information form.
2. Complete the Authorization to Deduct Outstanding Travel Advance from Payroll Checks
3. Cash, gift certificates and gift cards for any amount are disallowed for employees (staff, faculty, or student-employee). These items are taxable to the recipient, and it is administratively infeasible to assess and collect the required taxes and fringe benefits. An employee of the Ãå±±ÂÖ¼é is defined as an individual that is employed for at least 19 hours per week and/or employed in a position for which student status is required as a condition of employment (HOOP section 7, chapter 12.11).
4. Keep a log of the cash or gift cards distributed including the recipients’ name and email address, the amount, the date that the gift card was given and the signature of the recipient.
5. Keep the receipt showing the payment for the gift cards purchased.
6. Submit a BC reimbursement request once the research has been completed to reconcile the cash advance.
7. Attach the following documents to the reimbursement request:
   1. A properly completed and signed Entertainment Expense Form
   2. Receipts
   3. Log of recipients
   4. If there are any unused funds, the deposit slip must be submitted to the BC along with a check payable to UTEP so the BC can make the deposit and reconcile the cash advance.

All forms can be found under the “Useful forms” tab.