Options for Receiving and Returning Cash Advances

Spend Authorization Payment Method Description Return unused funds by:
Check Accounts Payable (AP) issues a check and mails to employee’s address in Workday
  • Employee submits a personal check payable to Yale University referencing the spend authorization number. The check should be processed by the employee’s business office via Cash Sale ensuring to use the central COA on the transaction. (The employee’s NetID should be added to the “additional worktags” field)
  • Request deduction from Employee’s Paycheck
  • Employees leaving Yale must return unused funds via personal check
Direct Deposit AP deposits funds into employee bank account as designated in Workday (if configured) within 2 business days
  • Employee submits a personal check payable to Yale University referencing the spend authorization number. The check should be processed by the employee’s business office via Cash Sale ensuring to use the central COA on the transaction. (The employee’s NetID should be added to the “additional worktags” field)
  • Request deduction from Employee’s Paycheck
  • Employees leaving Yale must return unused funds via personal check
Cash Once all department approvals are complete and the Spend Authorization (SA) is pending Treasury approval, please proceed to Treasury Services. Cash SAs will be approved once the cash is picked up
  • Employee submits a personal check payable to Yale University referencing the spend authorization number. The check should be processed by the employee’s business office via Cash Sale ensuring to use the central COA on the transaction. (The employee’s NetID should be added to the “additional worktags” field)
  • Request deduction from Employee’s Paycheck
  • Employees leaving Yale must return unused funds via personal check
Foreign Exchange Payment Not recommended. Approval required by Controller’s office for exception-use cases N/A
Prepaid Gift Card
  • Know exact dollar amount in advance
  • Best used for small dollar amounts. Not recommended for larger than $500
  • Cash withdrawals are not permitted
  • Best used at stores and retail outlets
  • The employee will receive an email from Treasury Services when the card is ready for pickup
 Unused funds cannot be returned. For this reason, gift cards should only be used when the exact dollar amount is known in advance
Prepaid Reloadable Debit Card
  • Issued with the employee name embossed on the card. For this reason, Treasury Services requires 2 weeks’ notice to order the card and will fund it within three business days of the SA date
  • Best used for amounts $200 or more
  • Can be used for cash withdrawal
  • Employee receives an email from Treasury Services when the card is ready for pickup and can then submit SA. The card will be funded within three business days
  • Can be reloaded. However, outstanding advances must be cleared before another SA can be issued
 Email agnes.siniscalchi@yale.edu to request to have the balance of unused funds removed from the card