Operational Advance Tutorial Announcement

New! Operational Advance Tutorials, Checklists, and Best Practices

FSO, Sponsored Projects, and UITS are delighted to announce the release of our updated and expanded Operational Advance tutorials. You will find the new section in the UAccess Financials online tutorials under Payments & Reimbursements > Operational Advances

In particular, we would like to point out the handy checklist to help you through the process of requesting and settling your operational advances (Payments & Reimbursements > Operational Advances > Operational Advance Checklists).

We would also like to take this opportunity to remind you of a few key points about Operational Advances: 


  • Enter the Document Number of the Disbursement Voucher used to request the Operational Advance in the Org Doc # fields on all documents related to the advance. Doing so will allow you to quickly search for all documents tied to that advance. 
  • To assist with the approval process for the advance, attach a copy of the signed Promissory Note to the Disbursement Voucher.    


  • Always send the original of the signed Promissory Note to FSO Operations at P.O. Box 210158, USB 402. Once the original is received, the copy on the Notes & Attachments tab will be removed.
  • Never attach sensitive information (credit card numbers, social security numbers, personal health information, research subject data, etc.) to the Notes and Attachments tab in UAccess Financials. Instead, send documents containing this information directly to the appropriate central office.

Finally, remember to request the advance at least five to seven business days before it is needed in order to allow for processing time.

We hope these tutorials and checklists are useful to you. As always, feel free to ask any questions you may have.


Tammy Strom, Financial Services Office
Kim Affolder, Sponsored Projects Services
Melanie Cooley, University Information Technology Services