Cash Advance Request and Reconciliation

Cash Advance Request

If this request is for cash when you are traveling as an individual, not a group or team, please use the Travel Cash Advance Request (PDF).

To request cash for College sponsored events, teams or groups, first complete the Cash Advance REQUEST (see below).   Keep in mind, this request must be received by the Cashier no less than 10 days PRIOR to the day of pick up, as the Cashier does not keep large amounts of cash on premises.

  • Initiate the Cash Advance REQUEST (eform)  To open the eform in a new tab, right click the link and select “Open Link in New Tab”.
  • Enter your name and email, then the Approver’s name and email.
  • Once the form is completed, it will be automatically routed first to the Approver, then to Accounting, then the Cashier.
  • Once the Approver, Accounting,  and the Cashier have reviewed the request, the form will be sent as a completed PDF to the Initiator.
    • If you do not receive the completed PDF in a timely manner, open the acknowledgement email regarding the form.  Here, you will be able to view the signatures to see who hasn’t signed, and you can contact them to bring their attention to the request.  See Form Notification & Checking Form Status for more information about form notifications.
    • The date to pick up the Cash is included in the lower right of the form.  Please verify the date before picking up the cash.
  • On the cash pick up date, go to the Cashier / Student Accounts Office in 77 Macalester Street with your Macalester ID.  Only a Macalester Employee can pick up the Cash.   
  • If you would like to cancel a request, access the Cash Advance Request from the notification email, click on other actions and then click decline.

Cash Advance Request for Grants

Prepare for Cash Distribution

  • Next, prepare for the cash to be distributed.  Adapt/Print the Cash Advance RECORD link will ask you to make your own copy (lists each person who received cash); this will act as a receipt for the cash distributed.   This form should accompany the cash when it distributed out by the Macalester Employee.

Cash Distribution

  • When the cash is distributed, please have the individuals who are given the cash, sign and date the Cash Advance RECORD link will ask you to make your own copy
  • The person distributing the cash should take a photo of the completed Cash Advance Receipt (the image may need to be emailed to the person handling the reconciliation).

Cash Advance Reconciliation

  • Within two weeks of the completion of the travel/event:
    • If there is CASH REMAINING, complete appropriate Cash Advance RETURN and deliver the cash to the Cashier.
      • For amounts under $1,000 – Cash Advance RETURN under $1,000 (eform)  To open the eform in a new tab, right click the link and select “Open Link in New Tab”.
      • For amounts over $1,000 – Cash Advance RETURN over $1,000 (eform)  To open the eform in a new tab, right click the link and select “Open Link in New Tab”. 
      • Please have TWO individuals count the cash to be returned.   Initiate the form and enter your name (Cash Counter #1) and the name and email of Cash Counter #2.
      • Once the Initiator has received the PDF of the completed form, go to the Cashier / Student Accounts Office in 77 Macalester Street with your Macalester ID.  No need to print the PDF, the Cashier will scan and email the completed Cash Advance Return form as your receipt for depositing the remaining cash. 
    • Complete the Expense Report
      • Include the completed Cash Advance RETURN (eform), if there is cash left over.
      • Include all receipts.
      • Send to Macalester Accounting 
    • If you would like to cancel a request, access the Cash Advance Reconciliation from the notification email, click on other actions and then click decline.

Cash Advance Reconciliation for Grants

Contact  if you have questions.