SUBMIT AN ADVANCE
REQUEST
Step-by-Step Instructions on using
the Minerva Menu options
All advances must comply with the
Reimbursement of Expenses Policy.
Prepared by
Finance
Infrastructure &
Support, Financial
Services [2013]
Submit an Advance Request menu options – Step-by-Step Instructions
QUICK STEPS
How to Submit an Advance Request for Yourself (detailed instructions)*
1. Select the Employee/Finance Menu option in Minerva
2. Select the Advances and Expense Report menu
3. Select Submit a Request for an Advance
4. Select Submit an Advance Request For Yourself
5. Enter the Destination and Start and End dates
6. Select the Advance Type and Purpose
7. Enter a detailed description for the advance
8. Enter the amount being requested and the Fund code to charge
9. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC),
where the claimant is anyone other than the grantee or where a Third party payment is
being issued, enter the Claimant Affiliation
10. Click on Continue to proceed to the next screen
11. Verify FOAPAL information and if needed, split FOAPALs – see instructions below
12. Click on Save and View to verify the request
13. Click on Complete – Submit request
14. Click on Print and mail hard copy to above address
15. Ensure the appropriate individuals sign the request
16. Attach a copy of all receipts (if needed) and send the advance to the address indicated at the
top left-hand corner of the request
How to Submit an Advance Request for Someone Else (detailed instructions)*
1. Select the Employee/Finance Menu option in Minerva
2. Select the Advances and Expense Report menu
3. Select Submit a Request for an Advance
4. Select Submit an Advance Request for Someone Else
5. Enter the McGill ID of the responsible person
6. Enter the Destination and Start and End dates
7. Select the Advance Type and Purpose
8. Enter a detailed description for the advance
9. Enter the amount being requested and the Fund code to charge
10. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC),
where the claimant is anyone other than the grantee or where a Third party payment is
being issued, enter the Claimant Affiliation
11. Click on Continue to proceed to the next screen
12. Verify FOAPAL information and if needed, split FOAPALs – see instructions below
13. Click on Save and View to verify the request
14. Click on Complete – Submit request
15. Click on Print and mail hard copy to above address
16. Ensure the appropriate individuals sign the request
17. Attach a copy of all receipts (if needed) and send the advance to the address indicated at the
top left-hand corner of the request
Splitting FOAPALs (detailed instructions)*
In the FOAPAL information screen of an advance request:
1. TAB through the FOAPAL fields and modify the transaction amount to be charged to the first
FOAPAL sequence
Submit an Advance Request menu options – Step-by-Step Instructions
2.
3.
4.
5.
6.
7.
Click the Add New FOAPAL button
Enter the new Fund code
TAB through the Organization, Account, and Program code fields
Override the Activity/Location codes if required
Modify the transaction amount if more FOAPAL sequences will be added and repeat steps 2-6
When all FOAPALs have been added, click the Save and View button to continue submitting
the advance request
How to Submit an Advance Request for a Third Party Prepayment (detailed instructions)*
1. Select the Employee/Finance Menu option in Minerva
2. Select the Advances and Expense Report menu
3. Select Submit a Request for an Advance
4. Select Submit an Advance Request for Yourself/Someone Else
5. Enter the McGill ID of the responsible person - ONLY if using the menu option Submit an
Advance Request for Someone Else
6. Enter the Destination and Start and End dates
7. Select the Advance Type and Purpose
8. Enter a detailed description for the advance
9. Leave the amount field blank
10. Enter the Fund code to charge
11. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC),
where the claimant is anyone other than the grantee or where a Third party payment is
being issued, enter the Claimant Affiliation
12. Select if the Third Party is a resident outside of Canada
13. Enter the Last/First or Vendor name
14. Enter Payment Details (the first 30 characters of entered text will be printed on the cheque
stub)
15. Select the Cheque Currency Type
16. Enter the amount requested for the advance
17. Enter the Address of the Third Party
18. Click on Continue to proceed to the next screen
19. Verify FOAPAL information and if needed, split FOAPALs – see the instructions for splitting
FOAPALs
20. Click on Save and View to verify the request
21. Click on Complete – Submit request
22. Click on Print and mail hard copy to above address
23. Ensure the appropriate individuals sign the request
24. Attach a copy of the invoice and send the advance to the address indicated at the top left-hand
corner of the request
How to Open an Advance Request You Started and Saved (detailed instructions)*
1. Select the Employee/Finance Menu option in Minerva
2. Select the Advances and Expense Report menu
3. Select Submit a Request for an Advance
4. Select Open an Advance Request You Started and Saved
5. Choose the advance request you want to modify and click Open
6. TAB through the fields to make the necessary changes
7. Follow the same steps as you would to submit an Advance Request for Yourself/Someone
Else
Submit an Advance Request menu options – Step-by-Step Instructions
Need help using these Minerva menu options?
Contact the Finance Help Desk at 514-398-3463 or send us an email at [email protected].
* Tutorials are available in mycourses – see the Accountable Advances module > Submitting
an Advance page. For access to the online course (mycourses), email the Finance Help Desk at
[email protected] with your full name and McGill ID.
Submit an Advance Request for Yourself
Available in the following Minerva menus:
 Employee
 Finance (Fund) Administration
Click HELP for stepby-step instructions.
Header Information displays who is requesting the advance request (Requestor) - name, McGill ID,
and contact information for the person who is logged in to Minerva. In this case, it also indicates that
you are the Claimant.
Note: Header Information is populated from your Human Resources (HR) record on file. If any
of the displayed information is incorrect, update your address in the Employee tab of Minerva,
or, send an email to [email protected].
If you have any Outstanding Accountable Advances (past due from 30 days after the trip end date,
as indicated on the advance) they will be listed directly underneath the Header Information. These
must be reconciled before you request another advance – you must submit an expense repo
Submit an Advance Request menu options – Step-by-Step Instructions
TIP:
Required fields* must be entered in sequence. Use the TAB key on your keyboard to
navigate through the fields.
TIP:
Be sure to read the text displayed to the right-hand side of select fields - additional
instructions are sometimes provided.
1. In the Destination city field, enter the city which you will be visiting for the purpose of the trip.
2. TAB to the next field.
3. Select the appropriate Province/State from the drop-down menu.
4. Select the appropriate Destination country from the drop-down menu.
5. In the Start date field, enter the date when you plan to start travelling (i.e. the date you will
leave Montreal) in the format DD-MON-YYYY or click on the calendar icon to select a date. If
requesting an advance for expenses which will be incurred in Montreal (subject payment, living
allowance, petty cash advance), the entered date must be “future dated” – cannot be a date
prior to the hard copy of the advance being received at the Travel Desk.
6. In the Return date field, enter the date when you plan to return from travelling (i.e. the date
you will arrive back in Montreal) in the format DD-MON-YYYY or click on the calendar icon to
select a date. If requesting an advance for expenses which will be incurred in Montreal (subject
Submit an Advance Request menu options – Step-by-Step Instructions
payment, living allowance, petty cash advance) enter the same date as the Start Date. (In
these cases, the Return date may be the same date as the Start Date).
Note: The start and return dates must reflect the entire duration of the trip regardless of
whether or not you stayed extra days for personal travel.
7. Select an Advance Type from the drop-down menu:
Type
Out-of-pocket in advance
of trip
Third party pre-payment
Cash advance
Explanation
 Used to cover payments already made from the claimant's
own pocket. For example, air fare or conference fees were
paid by personal credit card before leaving for a trip.
 Payment may only be issued in Canadian dollars $ and may
be requested at any time.
 Claimants may only be McGill faculty, staff, or students.
 A copy of the invoice/receipt must be submitted, indicating
proof of payment, with the advance – keep the original
invoice to submit with the expense report.
 Only the exact out-of-pocket amount in Canadian dollars $
will be advanced.
 Used for payments made directly to agencies, hotels, or for
conference registration. For example, an invoice is received,
and you wish to issue payment directly to that organization
for the upcoming trip - payment will come out of the fund
directly.
 Third Party Prepayments can be requested by staff, on
behalf of students and visitors.
 Payment may be issued in any currency and may be
requested at any time.
 A copy of the invoice must be submitted with the advance keep the original invoice to submit with the expense report.
 Used to cover anticipated expenses to be incurred during
the trip. Should be limited to field studies, extended trips,
and trips which occur in countries where cash is the only
mode of payment.
 Cash Advances may only be requested 30 days prior to the
start of the trip to cover anticipated expenses to be incurred
during the trip.
 Claimants for cash advances may only
be McGill faculty, staff, or students.
 Payment may only be made in Canadian dollars $.
TIP - Montreal based conference registrations:
For conferences in Montreal, where no other expenses will be claimed, payment for
conference registration may be made by submitting an expense report (third party
payment) instead of submitting an advance.
Submit an Advance Request menu options – Step-by-Step Instructions
8. Select a Purpose from the drop-down menu:
Purpose
Travel
Subject Payments
Field Advance
Living Allowance
Petty Cash Advance
Explanation
To attend conferences or meetings.
For research studies - compensation given to participants for
undergoing experimental testing.
(Cannot be issued for more than a 6 month period.)
For research being done over an extended period of time, off
campus or at a remote location.
For visiting students from abroad who have no bank accounts they receive an allowance and sign a receipt.
For petty cash fund replenishments.
9. In the Describe purpose field, describe the trip/nature of the expenses to be incurred in
sufficient detail so that anyone reading the advance request may easily assess the University
business or research reason for the incurred expenses. For advances that are greater than
$5000, provide a breakdown of the advance amount – e.g. airfare $5000 and hotel $1000.
Note:
 Include research details and/or the full conference name (no acronyms) if applicable.
 If you are paying expenses for someone else who will be travelling, indicate their full
name.
 If requesting an advance on a research grant, and you are not the Principal Investigator,
your affiliation with the Principal Investigator’s research group must be specified (e.g.
student, co-applicant, research fellow etc.).
10. In the Canadian Amount $ field, enter the total amount being requested for the advance. If
you selected Third party pre-payment as the advance type, leave this field blank.
Note: Payment may only be issued in Canadian dollars. If payment was made in a foreign
curency, use the exhange rate on your credit card statement or the rate derived from the Bank
of Canada website (http://www.bankofcanada.ca/rates/exchange/).
11. In the Fund Code field, enter the fund which will be charged for this advance request. You will
be able to split FOAPALs on the next screen.
Note:
 Minerva will validate the status of the fund before allowing you to continue to the next
screen. However, it will not check for an available fund balance.
12. For requests that will be charged to a Tri-Agency grant (CIHR, NSERC, SSHRC and CRC),
where the claimant is anyone other than the grantee, in the Claimant Affiliation field, enter
the Claimant’s affiliation with the grantee’s research group (maximum of 75 characters).
Examples of affiliation:


Graduate Student
Research Staff
Submit an Advance Request menu options – Step-by-Step Instructions





Collaborator
Visiting Researcher
Guest Speaker
Project Manager
Postdoc
Note:

If a Tri-Agency grant will be charged for a Third Party Payment, the Claimant
Affiliation field must be completed - who the expense is for and their affiliation to the
research group must be specified.
If you selected Out-of-pocket in advance of trip or Cash advance as the advance type in Step 7,
leave the Third Party payments section blank and click the Continue button.
If you are making a Third party prepayment, follow the steps below.
13. In the Is the claimant a resident outside of Canada? Field, select Yes or No from the drop
down menu depending upon whether or not the Third Party is a resident of Canada.
14. Enter the Last Name/Vendor Name of the Third Party. This name must match the “payable to”
information as indicated on the invoice.
15. TAB to the next field.
16. If the Third Party is an individual, complete the First name field. If the Third Party is a
Vendor/Organization, leave this field blank.
Submit an Advance Request menu options – Step-by-Step Instructions
17. TAB to the next field.
18. Enter Payment Details. Examples of information to enter:
 Conference registration details
 Invoice numbers
Note:
 Only the first 30 characters of entered text will be printed on the cheque stub.
19. TAB to the next field.
20. Select the Cheque Currency Type from the drop down menu. If “Other” is chosen, specify the
currency in the “Describe Purpose” field used in Step 9.
21. In the Amount $ field, enter the face value of the invoice. There is no need to enter the $ sign.
22. TAB to the next field.
23. In the Street line 1 field, enter the address of the Third Party.
24. TAB to the next field.
25. If needed, use the fields for Street line 2 and Street line 3. Otherwise, leave these fields blank.
26. Enter the City which corresponds to the Third Party’s address.
27. Select the appropriate Province/State from the drop-down menu.
28. Select the appropriate Destination country from the drop-down menu
29. Enter the Postal/Zip code which corresponds to the Third Party’s address.
30. If the Phone number and E-mail address are provided on the invoice, enter the information in
the respective fields. Otherwise leave these fields blank.
31. TAB to the next field.
32. Click the Continue button.
Submit an Advance Request menu options – Step-by-Step Instructions
FOAPAL Information
The FOAPAL to charge for the advance request is displayed along with the amount to be paid.
1. TAB through the FOAPAL fields and make changes as needed:
Fund defaults in with the fund code entered on the previous screen. You may type over it to enter
a new fund. Be sure to TAB to the next field.
Orgn (Organization) and Prog (Program) codes are auto-populated based on the entered fund
code. Always leave these fields as is.
Acct (Account) code 700405 defaults in when submitting an advance request. Always leave this
field as is.
Actv (Activity) and Locn (Location) codes default in as 000000. You may override these fields.
2. Transaction amount displays the amount entered in the Canadian Amount $ field on the previous
screen. You may override this field if you wish to charge only a portion of the advance request to
this FOAPAL (splitting FOAPALs):
Splitting FOAPALs
In the Transation amount field, enter the amount to be charged to this FOAPAL and click on
the Add New FOAPAL button.
Another FOAPAL sequence will be created and the balance to be charged to this fund will be
automatically displayed in the Transaction amount field for this sequence. TAB through the
FOAPAL fields and make changes as needed.
o Enter the new Fund to charge. Be sure to TAB to the next field.
Submit an Advance Request menu options – Step-by-Step Instructions
o Orgn (Organization) and Prog (Program) codes are auto-populated based on the entered
Fund code. Always leave these fields as is.
o Acct (Account) code 700405 defaults in when requesting an advance request. Always
leave this field as is.
o Actv (Activity) and Locn (Location) codes default in as 000000. You may override these
fields.
o If no other FOAPALs are to be charged, leave the Transaction amount field as is and click
on the Save and View button.
o If more FOAPALs will be charged, enter the amount to be charged to this FOAPAL in the
Transaction amount field and click on the Add New FOAPAL button. Repeat the steps
above until all FOAPALs to charge have been entered.
3. Click one of the buttons to continue submitting the advance request.

Back to Header will bring you to the previous screen (beginning) of the advance request.

Add New FOAPAL will create a new sequence. Use this option if you wish to split the advance
request amongst multiple FOAPALs. See instructions above on Splitting FOAPALs.

Save and View will save the advance request and display the request on the next screen for
you to verify. Select this option to continue submitting this advance request.

Cancel FOAPAL will delete the FOAPAL information on this screen and brings you back to the
previous screen (beginning) of the advance request. The Fund Code field will be blank and you
will need to enter a new fund in order to continue submitting the advance request.
Submit an Advance Request menu options – Step-by-Step Instructions
Save and View Option – To continue submitting the advance request
A summary of the entered advance request is displayed.
1. Verify the Payment Information and FOAPAL distribution sections.
o Payment Information displays entered information from the first page of the advance request.
o FOAPAL distribution displays all FOAPALs to be charged for this advance request.
Fund Information displays information for all funds charged on this advance request and the
approvers associated to each fund.
o If your Unit has a local Financial Service Team (FST) in place, the FST Manager who will be
electronically approving your request will be displayed. You will be sending all completed
documents (paper copy and supporting documentation/receipt(s) for this request) to this
person and you may contact them should you have any questions about this request.
o If your Unit has no FST in place, then the Fund Administrator (in Financial Services) of the
Fund being charged will be electronically approving your request. You will be sending all
completed documents (paper copy and supporting documentation/receipt(s) for this request) to
Submit an Advance Request menu options – Step-by-Step Instructions
the Travel Desk and you may contact the Travel Desk should you have any questions about
this request.
o The Financial Manager (or Principal Investigator) listed here must sign the paper copy of this
request. If more than one fund is being charged, all of the Financial Managers listed in this
section must sign the request. If you are the Fund Financial Manager and are also the
Claimant, your direct superior must sign this request.
2. Click one of the buttons to continue submitting the advance request.

Edit Request will allow you to make changes to your advance. It will bring you to the first
screen (beginning) of the advance request.

Return to Advances Menu saves the advance request and will bring you back to the Minerva
options page for Submit a Request for an Advance. If you select this option YOU HAVE NOT
submitted this request for processing. You will be able to continue editing this advance request
by selecting the Minerva Menu Option "Open an Advance Request You Started and
Saved"..

Complete – Submit Request will send your advance request for electronic approval and
brings you to the next screen to print the request. If you select this option NO further changes
can be made to this advance request. If changes are needed, you will need to contact the
listed FST Manager/Fund Administrator and ask them to disapprove your request.
Complete – Submit Request Option – To print the advance request once it has
been submitted for electronic approval
The completed advance request is displayed.
The advance request must be printed, signed, and sent to the address displayed at the top of the
request.
Note:


Be sure to verify where to send the request. The person and address is marked in the
top left corner. If you have a local Financial Service Team in place, you will be prompted
to send all completed documents to your local resource instead of the Travel Desk (3465
Durocher Street, 2nd floor).
You will not receive an email confirming that the advance request was successfully
submitted. Each request is assigned a unique reference number that can be used to track
its status. The Reference # assigned to the advance request is displayed near the top of
the screen.
1. Click on Print and mail hard copy to the above address to print your request.
Submit an Advance Request menu options – Step-by-Step Instructions
Note: Do not forget to attach a copy of all receipt(s) to your request. Keep original receipts –
they will be submitted when you reconcile the advance request on an expense report.
2. Click on Exit at the top right corner of the screen.
3. Ensure the appropriate individuals sign the advance request:

Claimant
Note:
o When paying a Vendor/Organization, the Claimant signature box is left blank.

Fund Financial Manager or Principal Investigator of each fund charged. If the claimant is the
Fund Financial Manager, their direct superior must sign this request
4. Forward the signed Travel Advance Request to the address displayed on the advance request.
If a Financial Service Team-FST has been assigned to your Unit, they will forward the request to
the Travel Desk.
Submit an Advance Request menu options – Step-by-Step Instructions
Submit an Advance Request for Someone Else
Available in the following Minerva menus:
 Employee
 Finance (Fund) Administration
Click HELP for stepby-step instructions.
Header Information displays who is requesting the advance request (Requestor) - name, McGill ID,
and contact information for the person who is logged in to Minerva.
Note: Header Information is populated from your Human Resources (HR) record on file. If any
of the displayed information is incorrect, update your address in the Employee tab of Minerva,
or, send an email to [email protected].
TIP:
Required fields* must be entered in sequence. Use the TAB key on your keyboard to
navigate through the fields.
TIP:
Be sure to read the text displayed to the right-hand side of select fields - additional
instructions are sometimes provided.
1. In the Responsible McGill ID field, enter the McGill ID of the faculty, staff, or student on behalf of
whom you are submitting this request.
Note:
 Since you are the Requestor, you are not the responsible person for this advance request.
 The entered McGill ID dictates direct deposit information and confirms that the claimant is a
McGill faculty/staff/student.
The remaining fields in the advance request are exactly the same as if you were submitting an
advance request for yourself. Follow the step-by-step instructions in the section Submit an
Advance Request for Yourself.
Submit an Advance Request menu options – Step-by-Step Instructions
Open an Advance Request You Started and Saved
Available in the following Minerva menus:
 Employee
 Finance (Fund) Administration
Use this menu option to continue, complete or correct an existing accountable advance request which
you created and saved using the menu options Submit and Advance Request for Yourself or Submit
an Advance Request for Someone Else.
Click the Open button to continue, complete or correct the advance request.
When you select this menu option:
 all advance requests which you have started, but which have not been submitted
AND
 all advance requests which you have submitted and which were subsequently disapproved
will be displayed on the screen - a brief summary of each advance will appear in a table.
In the Reference # field, a code referring to the status of the request will be displayed. Click on the
legend link or place your cursor over the code to view a description of the request status indicator.
Submit an Advance Request menu options – Step-by-Step Instructions
Follow the same steps as you would to Submit an Advance Request for Yourself/Someone
Else. Be sure to TAB through the fields.