Advances of Expenses

Introduction Request advance Incur expenses and record expenditure Reconcile advance and settle balance Process controls

Focus Points

  • Request forms should be fully completed to avoid queries.

R12 Key Changes

  • Queries will be managed through the Oracle Financials system - facilitating a quicker resolution.

The University provides a facility where, under certain circumstances, expenses may be paid in advance. It is still necessary to obtain receipts and proofs of purchase to validate any payment made, and a further condition is that a full reconciliation of actual expenditure against funds advanced is made.

Refer to the guidelines on Advances (section 4.4) of the Expenses and Benefits Guide for circumstances when an advance payment can be made.

Version Control

2013: Process updated in line with the R12 project changes. Previous versions are available on request via