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What is a cash advance?

In travel expense management, a cash advance is a pre-approved sum of money provided to an employee before a business trip to cover anticipated expenses. This advance helps employees manage travel-related costs without needing to use their personal funds upfront. 💸

Key Points:

  1. Purpose: To provide employees with funds in advance to cover travel expenses.

  2. Process: Employees request a cash advance, which is reviewed and approved by the company based on estimated travel costs.

  3. Usage: The advance can be used for expenses like transportation, lodging, meals, and other travel-related costs.

  4. Reconciliation: After the trip, employees submit an expense report detailing how the advance was spent, along with any receipts. Any unused funds are returned to the company.

  5. Policy Compliance: Advances are granted according to the company's travel policies and may require documentation and approval from managers.

Example:

An employee is given a $500 cash advance for a business trip. They use the funds to pay for hotel stays, meals, and transportation. After returning, they submit an expense report with receipts totaling $480 and return the remaining $20 to the company.

Benefits:

  • Convenience: Employees can cover travel costs without using personal funds.

  • Financial Management: Helps employees manage travel expenses effectively.

  • Policy Adherence: Ensures travel expenses are pre-approved and within budget.

In summary, a cash advance is a pre-trip fund provided to employees to cover anticipated travel expenses, requiring subsequent reconciliation to ensure proper use and compliance with company policies.

If you wish to harness the advantages of establishing this type of setup, we encourage you to reach out to your Company Administrator of the Mobilexpense application within your organization. They can assist you in exploring the potential need of requesting cash advance option within Mobilexpense app. 🙂

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