Op Advs on Sponsored Accounts and/or with Subject Pay
Hello Everyone,
With implementation of a new system there is bound to be a learning curve, along with frustration, as we all learn new procedures. This message is intended to be a quick reference on processing Operational Advances regarding Sponsored Project accounts. If you need the full instructions please review the tutorials.
Since implementation on October 5th, Sponsored Projects has seen several Disbursement Vouchers (DV) requesting new Operational Advance (Op Adv) and just as many Distribution of Income and Expense (DI) e-docs to settle an Op Adv. Of the documents that have been routed recently, 2/3 needed revising.
Here is a quick overview of the process:
To establish an advance
· Complete a DV
· Payment Reason Code X – Other.
· Using Object Code 8310
· Send the DV Coversheet and Promissory Note to Sponsored Projects to my attention (for Sponsored accounts ONLY)
· I will process a Pre-Encumbrance e-doc once the DV has been completely approved.
To Replenish a Revolving advance
· Complete a DV
· Payment Reason Code X – Other.
· Using the Expenditure Object Code appropriate for the receipts you are turning in.
· Send DV Coversheet and receipts directly to Accounts Payable.
To Settle an Advance (Partial or Full)
· Complete DI
· Accounting Lines Tab
· From: Use account found in your search (mentioned below) and O/C 8310
· To: Use the account and O/C you intend to put the expenses on.
· You might need to do a search to make sure you are using the correct account. Object Code 5590 was not fed over, but the advance is sitting on an account under O/C 8310. If the account was a One-to-One account it Op Adv is sitting on the main account. However, if the account was part of a Many-to-One account it could be sitting on the account ending in …01 instead of …00.
· You can do a quick search by going to Balance Inquiries > Available Balances and entering in Chart Code: UA and your main account number along with Object Code 8310. If you don’t find anything with that query, check the account again but replace the last Zero with a One. You will also be able to drill down on the “Actuals Amount” to find the original advance information.
· If the advance was establish in FY11 make sure to change the Fiscal Year field before you do your search.
· For advances established in the new system, I will release the Pre-Encumbrance once everything has been approved. As for advances established in the old system, I will reconcile on our end to make sure it has all been settled.
Receipts: Please DO NOT attach any receipts in the Notes and Attachments area, especially if they are for Subject Pay and have SSNs on them. All receipts should be sent directly to Accounts Payable, they will scan them and add them as an Image File. That tab will then be available on the document and you can view them there.
If all else fails and you are still in doubt, please do not hesitate to call a Super User (oh wait, that’s me! J) or send me an email. Remember, FSO may have a slightly different process for their advances, but all the Codes and Object Codes still remain the same.
Thank you.
Kim Affolder
Administrative Associate
UAccess Financials Super User
Sponsored Projects Services
University of Arizona
Phone: (520) 626-6314
Fax: (520) 626-4137
Email: kima@email.arizona.edu
Dept. Email: sponsor@email.arizona.edu