Learn how to link expenses to your cash advance, reconcile the balance, and settle the advance to close it out.
Link expenses to your advance
As you spend advance funds, create expenses in Eloope and link each one to the advance. This lets the system track how much of the advance you have used.
- Create an expense as you normally would (see Create an expense).
- In the expense form, select the advance from the Linked Advance field.
- Save the expense.
The advance detail page updates automatically to show total funds used and the remaining balance.
Three settlement scenarios
When it is time to settle, the outcome depends on how your spending compares to the advance amount.
Exact match
You spent exactly the advance amount. All funds are accounted for. Click Settle and the advance closes with no further action needed.
Underspent
You spent less than the advance amount. You need to return the remaining balance to finance.
- Open the advance and review the remaining balance.
- Click Settle.
- Return the unspent funds using the method specified by your finance team (bank transfer, cash return, or payroll deduction).
- Finance confirms receipt and the advance is closed.
Overspent
You spent more than the advance amount. The extra amount is your out-of-pocket expense.
- Open the advance and review the overage.
- Click Settle.
- Submit an expense report for the extra amount to get reimbursed through the standard approval process.
Settle an advance
- Navigate to Advances in the left sidebar.
- Open the advance you want to settle.
- Review the linked expenses and confirm they are correct.
- Click Settle.
- Confirm the settlement action.
The advance status changes to Settled and is closed. You can still view the advance and its linked expenses for your records, but no further edits are allowed.
Note: Make sure all expenses are linked to the advance before you settle. You cannot add expenses to a settled advance.
Overdue advances
If you do not settle an advance by the expected return date, Eloope sends automatic reminders:
- 7 days overdue: A reminder notification is sent to you.
- 14 days overdue: A second reminder is sent, and your manager is notified.
- 30 days overdue: A final reminder is sent to you, your manager, and finance.
Warning: Continued non-settlement beyond 30 days may result in payroll deduction of the outstanding amount or blocked future advance requests. Settle your advances on time to avoid these consequences.
