Attachment II
AP-5 Research
Advance Request
Form Instructions
Principal Investigator’s Responsibilities
1. Safeguard all cash and cash equivalents received under the advance.
2. Collect and submit all required documentation (i.e. receipts, receipt acknowledgments, etc.)
3. Complete an AP-6 Research Advance Reconciliation Form to clear out actual expenditures against your
advance within 30 days of
the
Use of Funds end date.
4. Unused funds must be deposited at the Student Business Services Office. (Deposit information GL 101120 Fund 2025031000.) The deposit receipt must be included as support on the Form AP-6 to be submitted within 30 days of the Use of Funds end date.
5. Past due advances (any 30 days past Use of Funds end date) will prohibit additional advances being received by the requestor.
6. Unsubstantiated amounts or expenses not in compliance with university policy are the responsibility of the principal investigator.
Field Instructions
1. Principal Investigator Enter the name of the
principal investigator responsible for the advance request.
This Texas
State employee
is the primary lead
on the research
project.
2. SAP
Vendor
No. Enter the vendor number assigned in the accounting
system
for the requesting investigator.
Refer to the Vendor Maintenance
web site for instructions on
requesting
a number or
identifying
an
existing number.
3. Project Enter the research project name for which
the
funds will be used.
4a-b. Use of Funds Beginning & End Date
Enter the dates for which
the use of advance funds will be needed. This date may
not exceed
3 months without prior approval.
4c-d. Grant
Beginning & End Date Enter the date
in which the grant will begin and
end.
5. Advance Type Select the appropriate type
of
advance you are requesting:
a. One Time Intended for projects where
a relatively moderate advance is needed for a
short time frame.
b. Revolving Intended for situations where a relatively
large advance
is needed for a
relatively long period
of
time. Advance is split into several payments during this period.
c. Estimated Payments Enter the number of payments for which a revolving
advance will be
disbursed.
d. Human Subjects Intended for one-time advances where
study
participants (human subjects) will be awarded
cash or cash
equivalents for their participation.
6. Human Subjects Institution
Review Board number and approval date must be
provided.
7. Rationale for
Advance Request Provide a justification statement to
substantiate the issuance of the advance.
8. Cost Center Enter the SAP cost center number. Not required
when entering an
internal order (field
10).
9. Fund Enter the SAP fund number.
10. Internal Order Enter the SAP grant or internal order number.
11. Sponsored Class GL Expense Code Distribute
the
advance
in relation to
the
expected
expenditures. Use
the drop
down GL list for your distribution.
12. Amount Enter the requested
advance amount. For revolving advances, the
amount will be split evenly using
the
estimated payment number in
field
5, unless different written
instructions are provided.
13. Date Advance Needed Enter the last possible date the advance is needed
in the
requesting investigator’s
control.
14. Total Enter the sum
of
all field 12
entries.
This is the total amount of the
advance.
15. Contact Person Enter the name and
telephone
number of the
contact person.
16. Approvals Obtain the appropriate approvals. If the approver is the requesting investigator, approval at least one level higher is required.
a. Requesting Investigator Required.
b. Academic Chair If the amount exceeds $2,500.00
c. Academic Dean If the amount exceeds $10,000.00
d. Office of Sponsored Programs Required
for sponsored projects
e. AVP for Research Required for human subject advances and research
enhancement projects only
Effective 1/01/13