Q1. Are there any limits on the amount for advance payment?
A1: Each individual transaction should have an amount over MOP2,000 but less than MOP15,000.

Q2. What can user do if the aggregate unsettled advance exceeds MOP200,000?
A2: For such significant amount of unsettled advances, it is advised to settle the outstanding cases before asking any new requests.

Q3. What means of payment is available for advance for payment?
A3: Cash and other means, for example, uncrossed cheque or bank draft, are available for advance for payments.

Q4. If there are two or more invoices from the same supplier, each invoice is less than MOP2,000, but the sum of them is over MOP2,000, can they be settled by advance payment?
A4: Each identifiable transaction less than MOP2,000 can be settled by petty cash if the purchases are not made on the same day. Petty cash replenishment can be made on the spot at the Treasury counter upon submission of replenishment form with original invoices and receipts. In case the identifiable transactions are numerous, normal reimbursement process instead of cash advance should be followed.

Q5. Who can be the payee on the “Advance for Payment Request Form” and who is eligible for collecting the money?
A5: A staff of the grade of senior administrative assistant (and equivalent) or above should be responsible for managing the advance for payment.

Q6. How long is the processing time per each advance for payment?
A6: Three working days must be allowed for the processing of request. Cash denominated in currencies other than MOP and HKD may need more processing time and subject to the availability of foreign currency from our banker.

Q7. Why separate form for each honorarium is required upon submission of documents to FO?
A7: As UM has to report to the government the payment to individual, the data is necessary for compliance purpose. A separate request form will provide the necessary data.

Q8. What will happen if the cash advance is not used for the original purpose? For example, in the application form, cash advance was requested for travelling but subsequently, amount was used for entertainment purpose.
A8: Cash advance should be used for designated purpose in accordance with the application form. Justification should be provided for any change of purpose and subject to the decision of the Management.

Q9. Can the payee delegate another person to pick up the cash advance? What would be the proper procedure?
A9: Written authorization (or via email) from the responsible staff can serve the purpose but the payee is still accountable for the advances.

Q10. Can the submission of the original receipts, money to return and documents to the Finance Office be extended to a longer period instead of 2 weeks?
A10: All cash advance should be settled as soon as possible for accountability purpose. To ensure proper control, cash should be reconciled against the supporting documents every day. Therefore, two-week after the close of the event should be sufficient in settling the case.

Q11. Is advance for payment available throughout the year?
A11: All requests for advance for payment must be submitted to FO on or before 15 December due to year end closing and related settlement must be sent to the Accounts Section of Finance Office on or before 21 December.

Q12. What kind of currency can user request?
A12: Provision of foreign currency bank notes other than Hong Kong Dollars is subject to the availability from our banks.

Q13. Can user request foreign currency coins for advance for payment?
A13: No. Foreign currency coins are not available from the banks.

Q14. Can user return foreign currency (both notes and coins) to the Finance Office?
A14: Foreign currency notes in good condition are acceptable but coins are not. Banks do not accept foreign currency coins.

Q15. How can user handle refund of cash advance for foreign currency in coins?
A15: Foreign currency in coins should be exchanged to MOP and return to the Finance Office.

Q16. Can user get the advance or return money to the Finance Office at any time?
A16: For your own convenience, it will be better if you can arrange in advance the time schedule on which you will pick up/return money from/ to the Treasury Section of the Finance Office. Please note the business hour of FO counter.

Q17. If staff members make purchase with credit card, can they apply for advance for payment to settle the credit card balance?
A17: If staff members make purchase with credit card, he/she should claim reimbursement by submitting the Payment/Reimbursement Form with the respective receipts and/or invoices with proof of payment.

Q18. Is there any penalty for late submission of the original receipts, money to return and documents to the Finance Office?
A18: Units are required to submit the original receipts, money to return and supporting documents of the overdue advance for payment to the Finance Office before the new application will be processed.