Research Cash Advances

A Research Cash Advance (sometimes referred to as a Working Fund) may be provided to faculty or research staff to facilitate research expenditures that are impossible or impractical to make through the normal University procurement or reimbursement processes.

Research advances are only made to Principal Investigators and are generally used for university business travel outside the United States or for human subject payments.

Principal Investigators should discuss Research Cash Advances with their Grants and Contracts Associate at least 15 business days ahead of any planned travel or other cash advance needs.

Cash advances are university funds and are not considered the sponsor’s responsibility until all expenses are reconciled and confirmed allowable.  Receiving an advance is a privilege that can be revoked at any time.

To successfully manage an advance, create a plan for tracking expenses and maintaining detailed receipts, and prepare to submit all supporting documentation to SPA at least every thirty days. Doing so allows for timely reconciliation of the accounts and accurate sponsor billing.

Need to Request a Cash Advance?

Complete a Research Cash Advance Form (PDF) (see page 2 in the PDF document) and email it to your Grants and Contracts Associate (GCA). Once approved, your GCA will submit it to Accounts Payable for processing. 

Keep the following in mind:

• As Principal Investigator, you are responsible for safeguarding the funds and obtaining appropriate receipts and documentation to support the cash advance and ensuring compliance with NIU policy and federal, state, local or other grantor guidelines, as applicable.
• You will need to provide a default cost center as a placeholder for the cash amount requested. Funds 02, 04 and 44 are not allowed as a default cost center.
• The Cost Center Manager and/or Department Head responsible for the default cost center will need to approve the cash advance.
• The default cost center will be used to cover any charges that are deemed by SPA to be unallowable and/or lack proper support documentation.
• Any unused funds must be promptly returned to the University, or the default cost center will be charged.
• Institutional Review Board (IRB) approval is required before any research cash advance is issued for human subject payments.
• Research cash advances may be requested on federal (including flow through) or private grants to facilitate the sponsored project. Expenses must meet Federal Uniform Guidance and grantor rules and requirements.
• Cash advances on State of Illinois funded grants are not permitted.