An advance payment request allows you to receive funds from the accounting office for future expenses, for example if you're going on a business trip or purchasing goods for the University. Follow the detailed steps for each scenario listed below to receive your advance. Once you've spent the money, make sure to submit an expense report no later than 30 days afterwards.

Supplier advance payment request when invoice not yet received

When you need to make payment or partial payment for goods that haven't been delivered or services that have not yet been rendered, you must complete an advance/payment request form and attach a copy of your order form, letter, or pro forma invoice. The payment request should be filed properly and must be signed by the cost center manager before being sent to the accounting office.

For any new supplier, the accounting office needs a RIB in order to make payment. The RIB should include:

  • French company: name of the bank + city + IBAN account + SWIFT code (or BIC)
  • EU company: name of the bank + city + IBAN account + SWIFT code (or BIC)
  • U.S. company: name of the bank + complete bank address + account number + ABA or routing number + recipient address
  • International companies (other than EU and US): name of the bank + complete bank address + account number + SWIFT code (or BIC) + recipient address

After receiving goods or services, you must always obtain an official invoice from the supplier and send it to the accounting office. This invoice should indicate that it has been “paid” or partially paid. The final amount to be paid should deduct the advance paid. Please note that:

  • when you send this invoice to the accounting office, write in red "already paid". Do not sign it with the mention "OK for payment" or it could be paid a second time.
  • You should always send the original invoice to the accounting office and keep a copy for your own records
  • Payments are made once a week and you need to take into account internal mail delay. The payment request should be received by the accounting office no later than Thursday in order for the payment to be made the following week. The bank transfer is sent to the bank in the middle of the week and a copy is mailed to supplier.
  • For regular invoice payments, you do not need to complete the payment request form.

Employee advance payment request

Before going on business trips or making purchases for the University using personal funds, employees can request an advance payment to cover the costs. This advance payment is provided by the accounting office and is only for professional reasons. To receive a salary advance for personal reasons, please humanresources [at] aup.edu (contact the human resources office). 

To receive an advance payment you need to:

  • complete the advance/payment request form and justify the amount by a proposal or an explanation of the expense. You must also indicate the event/travel dates and place(s).
  • Include a copy of the order form, reservation, pro-forma etc. and make sure to indicate the cost center and sub cost center.
  • 5. Specify how we should make the payment. Option A) by check: make sure to include the name of the beneficiary. Indicate the address where the check should be sent. You can also let us know if you prefer to come by the accounting office to pick it up. Option B) By wire transfer: include the bank information of the recipient in the form of a RIB printout
  • sign the advance payment request and also have it signed by your cost center manager. If the person requesting this advance is the cost center manager, a second signature is required: either by a dean, vice president or the President.
  • attach a copy of your approved "ordre de mission" if the payment request is for travel.

When the travel or the reception is over, you have to complete an expense report form within 30 days and follow the exact expense report procedures, otherwise the advance will be deducted from your payslip. If you spent less money than the advance, you have to attach a check to your expense report form or bring cash to reimburse this difference. If you have spent more than the amount of the advance, the difference will be reimbursed with the agreement of the cost center manager. Please note that:

  • You should always send the original invoice to the accounting office and keep a copy for your own records
  • Payments are made once a week and you need to take into account internal mail delay. The payment request should be received by the accounting office no later than Thursday in order for the payment to be made the following week. The bank transfer is sent to the bank in the middle of the week and a copy is mailed to supplier.

Get in touch to discuss your advance requests

If you have any questions about our advance request policies or want to discuss a specific request, please do not hesitate to get in touch with the accounting office. We would be delighted to help you and ensure that you have the necessary funds for your professional. We look forward to hearing from you!