Operational Advance

Tutorial: Establishing an Operational Advance

Watch the tutorial video below for a detailed walk-through on Establishing an Operational Advance.

Watch Video

Refer to Policy 9.15 Operational Advances for additional information.


Quick Reference

Roles and Responsibilities Workflows

Operational Advance Request Form

Department Business Office

Initiates Operational Advance Request Form

Approved Recipient

Reviews, updates and signs Operational Advance Request Form

Authorized Supervisor

Reviews and signs Operational Advance Request Form

Department Leadership

Reviews and signs Operational Advance Request Form


Operational Advance Custodial Agreement

Department Business Office

Prepares Operational Advance Custodial Agreement

Approved Recipient

Reviews and signs Operational Advance Custodial Agreement

Authorized Supervisor

Reviews and signs Operational Advance Custodial Agreement


Disbursement Voucher

Department Business Office

  • Initiates DV
  • Attaches Request Form and Custodial Agreement to DV
  • Submits DV

Central Admin (FNSV/SPS)

Reviews and approves DV

Central Admin (AP)

Disburses funds

Approved Recipient

  • Maintains accurate records of receipts
  • Submits timely receipts to Business Office to replenish advance

Department Business Office

  • Monitors open advances
  • Prepares DVs to replenish advances
  • Submits original receipts/documentation

Central Admin (AP)

  • Reviews receipts
  • Disburses funds

Approved Recipient

  • Maintains accurate records of receipts
  • Submits timely receipts to Business Office to settle advance

Department Business Office

  • Monitors open advances
  • Prepares DI and/or CR to settle advances
  • Submits original receipts/documentation

Central Admin (FNSV/SPS)

Reconciles operational advance and approves or acknowledges UAccess Financials document(s)

Central Admin (AP)

Reviews receipts

UAccess Financials

  1. Operational Advance Request Form
  2. Custodial Agreement *
  3. Disbursement Voucher (DV) *
    • Description: "Op Adv Request"
    • Explanation field: should include:
      • Settlement Date
      • Period of Use – Sponsored Agreements only
      • Omitting any of this information will delay the approval process
    • Org. Doc. #: Use the DV eDoc number being prepared
    • Payment Reason Code: X – Other
    • Due Date: Date funds needed
    • Object Code: 8310
    • Invoice Number: "OPADV + <Date Funds needed by>"
      • Notes & Attachments: Operational Advance Request Form & Custodial Agreement must be attached. IRB Approval Letter must be attached if DV for subject pay. Business Purpose must be listed in the notes section.

* When establishing an operational advance, create a DV, add a description of “Op Adv Request,” and save the document before starting the Custodial Agreement. The DV eDoc number needs to be included on the Custodial Agreement. Once the Custodial Agreement is fully signed, complete the DV and submit.

COPY original Disbursement Voucher (DV) (ties docs together)

  • Description: "Op Adv Replenishment"
  • Explanation field:  should include:
    • Period of Use – Sponsored Agreements only
  • Org. Doc. #: Use Original Establishing DV eDoc #
  • Payment Reason Code: X – Other
  • Payee Type: Employee
  • Account: Use establishing account
  • Object Code: Use the appropriate expense code to match the receipts
  • Amount should be equal to the amount of the receipts submitted and not greater than original advance amount
  • Invoice Number: "REPOPAD + <Date Funds Needed>"

Distribution of Income & Expense (DI, YEDI)

  • Description: "OP Adv Settlement"
  • Org. Doc. #: Use Original Establishing DV eDoc #
  • Accounting Lines:
    • From: UA – Establishing Account – Object Code 8310
    • To: UA – Establishing Account – Expense Object Code
    • Amount MUST match original advance amount

Cash/Check Portion

Cash Receipt (CR)

  • Description: "Op Adv Settlement"
  • Org. Doc. #: Use Original Establishing DV eDoc #
  • Account: Use establishing account
  • Object Code: 8310
  • Amount should be equal to original advance amount minus receipt amount

Receipts Portion

Distribution of Income & Expense (DI, YEDI)

  • Follow the instructions for "Settling an Advance with Just Receipts"
  • The "From" and "To" lines will ONLY be for the amount of the receipts, NOT the original advance amount
  • Reference the CR eDoc # in the Notes & Attachments

To clear Advance amount

Distribution of Income & Expense (DI, YEDI)

  • Follow the instructions for "Settling an Operational Advance with Just Receipts"
  • Amount should be equal to original advance amount
  • Reference the DV eDoc # in the Notes & Attachments
    • (see below for Receipt attachment)

Reimbursement for receipts greater than Advance amount

COPY original DV (ties the docs together)

  • Description: "Reimburse Op Adv Request"
  • Org. Doc. #: Use Original Establishing DV eDoc #
  • Payment Reason Code: E – Expense Reimbursement
  • Payee Type: Employee
  • Due Date: Date funds needed
  • Account: Use any account expense is allowable
  • Object Code: Use appropriate expense code to match the receipts
  • Amount should be equal to receipts greater than original advance amount
  • Invoice Number: "EXPREIM+ <Oldest receipt date>"
  • Payee/Authorized Recipient can only be a University employee, graduate student or Designated Campus Colleague with Affiliate or Associate status.
  • An individual may not receive an additional Operational Advance if the individual is already an Approved Recipient with an outstanding Operational Advance that is past due or that exceeds $10,000.
  • *Inv. Number: Refer to Invoice Number Guidelines for more information.
  • ALWAYS put the Original Establishing DV eDoc number in the Org. Doc. # field, with no other information.  This will connect all payment/replenishment/settlement documents to the advance for reporting purposes.
  • Departments can elect to pre-encumber and unencumber operational advance amounts using object code 5590.