Section 8-B430. CASH ADVANCES TO EMPLOYEES

 

430.1The President may authorize cash advances to employees in the following instances:

 

(a)To cover authorized expenses incurred on behalf of the University;

 

(b)To cover the cost and expense of authorized travel on official University business; and

 

(c)To make authorized purchases of minor items in accordance with standard limitations to be established by the President.

 

430.2When an advance is made under §430.1, the employee shall submit the original copy of all invoices and receipts to document the expenditure of funds and return any unspent funds within seven (7) calendar days after returning to the work site.

 

430.3The University shall only be obligated to recognize expenditures that are adequately documented, are consistent with the authorization, and are made in accordance with University travel expense requirements, cost principles, and other applicable limitations.

 

430.4The President may also authorize cash advances to employees to cover salaries or wages of employees not paid when due on the regular payday when the delays are not through the fault or negligence of the employees.

 

430.5 Current employees who have received cash advances under §430.4, shall be required to sign appropriate agreements developed by the President which authorize automatic payroll deductions through the Office of the Comptroller.

 

430.6If it is determined that an employee has failed to properly account for funds advanced under §430.1, the employee shall be entitled to contest the determination through appropriate grievance procedures.

 

430.7If an employee files a timely grievance, the University shall not activate the payroll deduction under § 431 until a final determination is made by the President under the grievance procedures.