Advance Payment (Vorschuss)

Advance payments should generally be used sparingly. Typically, advance payments are made only in connection with an event that requires significant upfront expenses or requires cash.

To receive an advance payment, you must complete an advance payment request form. This form must specify a recipient to whom the advance payment will be made. This person is responsible for the funds. The advance payment request can be submitted at the same time as a project proposal, or at a later stage of event planning.

The amount specified on the request will be transferred by HTU to the designated account on the date indicated there. Due to bank business hours, the advance payment may not reach the recipient’s account on the same day. Therefore, it is recommended to choose a date so that the funds are transferred 2–3 business days before the actual date of use.

To use as change

If the advance payment is to be used as change, it must be withdrawn as cash from the recipient’s account. This means that a cash register log must be maintained. Experience has shown that it makes sense to select a recipient who also has a bank branch in Graz. The advance payment is then repaid using the revenue from the event, as part of the deposit of the revenue. The amount of the advance payment should be deposited separately from the remaining revenue. The advance payment is thus refunded via the cash register log. Further information can be found in the explanation of cash register logs.

Making Digital Payments

If purchases are made exclusively using a debit card or an online bank transfer, no cash register log needs to be filled out. As proof of the use of the advance payment, an incoming invoice form must then be submitted along with the invoice resulting from the purchase. If any balance remains from the advance payment, it must be transferred back to the HTU account. Please consult the department for financial affairs regarding the reference of the transfer.

Mixed scenarios

For example, if the recipient of the advance payment makes purchases via bank card in the run-up to an event and only then withdraws the remainder of the advance in cash as change, a cash register log must be maintained to record all cash transactions, and an incoming invoice form must be submitted listing the purchases made via bank card.