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Field Advance

After a field advance request is submitted for approval, the approver will receive an email from fieldadv@uw.edu with a link for the designated approver to submit review and approve/decline the request. 

If the approver cannot find the email, the approver can log in to the field advance dashboard and approve the request by logging in here: https://web.fmdata.uw.edu/BankingAccounting/Field_Advances

Additional UW employees are only added as the Requestor to manage or reconcile the advance on behalf of the Custodian.  Multiple approvers are now allowed.

To add additional requestors:

  • Log onto your field advance dashboard
  • Click on your field advance number (blue link)
  • Click on “Manage Additional Requestors” at the top of the page
  • Type in name of requestor
  • Click “Add”

Please log in to the field advance dashboard to review the status of a field advance you have requested or approved. Check the appropriate box in the left-hand corner of the screen to view the field advances on the dashboard.

To determine the status, locate “Status Description” on the dashboard.  Below it defines what each status represents:

In Process – The request has not been submitted for departmental approval; the custodian can still edit the request

Departmental Approval Required – The request is pending departmental approval; the custodian should contact the approver to approve the request

Central Office Approval and Processing – The field advance desk received request and it is pending their review

Waiting Funding – The field advance desk has approved the request and the funding is in pending/in progress

Current – Field advance processed and funded

Yes, a field advance can be requested on behalf of a student or faculty member.  The custodian must be a permanent UW employee and not have any past due field advances.

 

If a new UW debit card needs to be ordered on a field advance request, it takes up to 5-7 business days to arrive.When the debit card is received, you will be able to pick the card up at our office or we can send via campus mail.

Funds will be loaded on the card once the card has been activated by the cardholder.Email fieldadv@uw.edu to let us know you have activated the card.

Yes, a field advance can be requested on behalf of a student or faculty member.  The custodian must be a permanent UW employee and not have any past due field advances.

Yes, the UW per diem debit card is reloadable.  The cardholder should keep the card until the card expires for faster funding of future field advances.

Yes, a Custodian can have multiple field advances as long as they are not past due. Please make sure to keep track of your receipts by field advance, as receipts submitted that do not fit the timeframe of the advanced funds will not be accepted.

After a field advance request is submitted for approval, the approver will receive an email from fieldadv@uw.edu with a link for the designated approver to submit review and approve/decline the request. 

If the approver cannot find the email, the approver can log in to the field advance dashboard and approve the request by logging in here: https://web.fmdata.uw.edu/BankingAccounting/Field_Advances 

The approver on the field advance request is also the approver for the reconciliation.  If the approver is needs to be changed, please email fieldadv@uw.edu for assistance.

Field Advance = Receipts (Receipts/Invoices Show Paid) + Remaining Funds Not Spent (To be Returned)

To help you balance your field advance before submitting the reconciliation online, you can use our Balancing Spreadsheet to help determine if the field advance reconciliation is in balance.  Field advances must balance to zero, so if you are off by a few pennies, round those line items to balance.

If you have funds that are remaining on the UW per diem debit card after you have reconciled (you must submit your receipts before returning funds), click on “Return Funds” and the field advance desk will unload the card.  Do not withdraw cash.

If you have cash or a check to deposit, please email fieldadv@uw.edu for deposit materials and to assist with closing your field advance online.

If you need to send funds back electronically (wire or ACH), please email fieldadv@uw.edu to obtain payment instructions.