Resources | Fiscal Oversight

Who do I contact if I have a question about my ASU Foundation account? You can email us at SHESCBusinessServices@asu.edu, and we’ll be able to provide you with the details.

What do I need to provide to close-out my Spend Authorization cash advance? To help expedite your close-out process, be sure to provide your itemized receipts, any withdrawal/wire transfer documentation to confirm currency/exchange rates, and your completed transaction log detailing your various purchases.

• Spend Authorization Request Form (Faculty)
• Spend Authorization Request Form (Student)
• Supplemental Research Funds Request

Any questions pertaining to your available funding, budgets, and/or general financial reporting can be directed to SHESCBusinessServices@asu.edu.

SHESC Business Service teams strive to provide the highest level of support while ensuring we maintain compliance throughout all our processes. ASU has numerous policies and procedures we must adhere to, and our teams are here to help you navigate those requirements. Feel free to reach out to our teams if you have any questions about HR/personnel, procurement/travel, research grants/proposals, and/or facilities/front office support. If you are unsure which team can best support you, contact our Fiscal Oversight team at SHESCBusinessServices@asu.edu, and we will help direct your request to the appropriate team.

Most purchase needs should be submitted through our Business Operations page to process. However, we understand there may be times where you need a cash advance to cover non-travel-related purchases which cannot be handled through normal procurement methods. Such advances are handled via a Spend Authorization (see FIN 403 for more details). Requests related to your specific business travel needs must be submitted via Concur/My ASU TRIP; see ASU’s Travel site and SHESC’s Business Operations page for more details.

The first step in the Spend Authorization process requires the faculty or graduate student to submit the Spend Authorization Request Form. Once submitted, your form will be reviewed by the Fiscal Oversight team and routed for funding/budget approvals.  If/when approved, your request will be processed via Workday, and you will be provided with additional guidance on next steps, including being provided a shared drive and transactions log to store your receipts and document the details of your funding usage.

Due to the necessary approval routing involved with cash advances, be sure to allow for a minimum of 3-5 business days turnaround on any new request.  Last minute requests may not be possible.

Be sure to keep all original itemized receipts and update your transactions log with all pertinent expense details as you spend down your advance.  This information will be required by the Fiscal Oversight team after your advance timeframe has passed.  The more details you can provide, the smoother the close-out process will be.

Upon receipt of your documentation, the Fiscal Oversight team will work with you to process the Expense Reports in Workday to close out your cash advance.  Any excess/unused advance funds must be returned to ASU in a timely manner (i.e. within 30 days of close-out).

Due to the necessary approval routing involved with cash advance close-outs, be sure to allow for a minimum of 10-15 business days turnaround to finalize your expense report.

In accordance with FIN 403: Spend Authorization - Cash Advance and FIN 420–01: Faculty and Staff Reimbursements: Accountable Plan Rules, it is critical that you turn in your receipts as soon as possible and provide all necessary information to the Fiscal Oversight team in a timely manner (i.e. within 7-60 days after expenses are incurred and/or advance timeframe expires).  Failure to do so could result in your advance being taxable to you.