Update to Policy 9.15 Operational Advances and New Resources

Mon, 05/10/2021 - 4:23 pm

Financial Services and Sponsored Projects Services have updated policy 9.15 Operational Advances. Additionally, related forms have been created to utilize Adobe Sign for a paperless electronic routing and approval process.

To assist business offices with the operational advance process, a new on-demand tutorial video and Quick Reference resources are available on the Financial Services website. A new UAccess Analytics dashboard to help manage open advances is being developed and will be announced once it is released.

A summary of key changes to the policy and related forms are:

  • Graduate Students and Designated Campus Colleagues with Affiliate or Associate status are now eligible to obtain an Operational Advance based on business need.
  • A new Operational Advance Request that is completed via Adobe Sign will ensure that department leadership is aware of and accepts the financial risk of issuing an Operational Advance.
  • The Promissory Note has been replaced by a Custodial Agreement. Custodial Agreements are completed and signed electronically using Adobe Sign.
  • An individual may receive an additional Operational Advance provided they do not have an outstanding advance that is past due or that exceeds $10,000.
  • Operational Advances should be issued for the shortest duration necessary but no more than one year. Exceptions may be made for Operational Advances on Sponsored agreements.
  • Operational Advances must be settled timely. If funds are required past the settlement date, a new Operational Advance must be requested.
  • Only one account number is permitted for each Operational Advance.  Expenses may be moved by processing the appropriate document in UAccess Financials.
  • The policy format has been aligned with standard University policy formatting and includes a Frequently Asked Questions section.

These updates will be discussed at the next Research Administrator’s Monthly Forum to be held on Wednesday, May 12, 2021 from 9:00 AM – 10:30 AM. Registration for the Forum is located in EDGE Learning. For questions about this training, contact Sponsored Projects Services at sponsor@email.arizona.edu.

We would like to thank Internal Audit, Office of the General Counsel, and Office of the Provost for their contributions to improve the policy, forms, and procedures.

If you have questions or need assistance, please contact your Financial Services Fund Accountant for non-sponsored accounts, or Sponsored Projects Services at opadv@email.arizona.edu for Sponsored accounts.