Overview


Cash Advances are issued by the company to settle transactions to vendors who are not accepting any other mode of payment aside from Cash. In these scenarios, a Cash Advance must be requested by the transacting employee to pay the vendor. All Cash Advances must be liquidated in a timely manner (within 14 calendar days from issuance), otherwise it will result in salary deduction.


Employee Responsibility


  • All employees should ensure that Cash Advances will be liquidated no more than 14 calendar days from the date of remittance to his/her account.If the expense is not liquidated within the given period, the Cash Advance will be deducted on the nearest scheduled payroll run.


    • Payroll deduction reversal will only happen once the liquidation is approved by the Finance Manager. Reversal of the deduction will be credited on the nearest payroll run. 


  • An off-boarding employee will not be cleared from Finance should there be any outstanding Cash Advances for liquidation. Immediate settlement will be required for clearance purposes.  

  


Process Flow





1. Submit the Cash Advance Request using the Cash Advance Request service ticket



    1.1 From the Beacon homepage, click Service Catalog.

    

    


1.2 On the next page, click Employee Services.


1.3 Hover around Cash Advance Request then click Request Now.



1.4 On the next page, enter the following information:


 



Field

Parameters

Tribe / Department

Select your corresponding Tribe / Department.

Purpose of Cash Advance

Indicate the reason why a cash advance is necessary and the ticket number of the approved Purchase Requisition Form:


Ex. Vendor is not accepting any cheques or electronic fund transfer - SR-1667

Vendor

Enter the vendor’s name

Cash Advance Required Date

Enter the required date of the Cash Advance.


Note: Finance processes payment every Tuesdays and Thursdays only. 

Cash Advance Currency

Select if the Cash Advance needs to be remitted in AUD or PHP

Cash Advance Amount

Enter the amount, in reference to the Vendor’s Quote / PO

Documentation Requirement

All Cash Advance requests must be supported by the following:


  • Quotation from the Vendor, detailing the items to be purchased

  • Approved Purchase Requisition ticket or Purchase Order issued by Groworx Finance


Attach these documents in pdf format by clicking Attach a file. Requests without proper documentation will not be approved. 


            Once done, click Place Request.


2. Groworx Finance team reviews the Cash Advance Request. The request needs to be approved by the Finance Manager prior payment. 


2.1 If the Cash Advance Request is complete and valid, Groworx Finance will schedule the request for payment.


2.2 If the Cash Advance Request is not valid, Groworx Finance will close the ticket and inform the requester that the request has been rejected. 


3. Once approved, Groworx Finance will remit the Cash Advance to the employees registered payroll bank account.