The University of Arizona

Loading the Account Budget

Sponsored Projects Services (SPS) will load award budgets automatically into the UAccess Financials system once the award is fully executed.

If the project is non-federal or foreign sponsored you will need to establish a Cash Monitoring Plan from the options below.

Cash Monitoring Plans

A cash monitoring plan is important for projects with non-federal and foreign sponsors. There is a greater risk of these sponsors defaulting on sponsored agreements by failing to pay outstanding invoices. When this happens, departments become responsible for expenditures greater than receipts. Attempts to mitigate these situations through legal action are not always practical or successful. Thus, the principal investigator should work with SPS to create a cash monitoring plan.

Two budget load options are available to support cash monitoring plans:

  • The cash budget load option is the default option. SPS will load budget as cash is received. If a department incurs expenditures greater than cash received that department must establish a Backstop Account. The department will receive monthly budget deficit notices when expenditures exceed receipts. SPS will notify the principal investigator, unit and college of unpaid invoices greater than 90 days past the date the invoice was submitted to the sponsor.
  • The full budget load option: SPS will load the full budget listed in the award document. A separate backstop account is not required to incur expenditures greater than cash received. The department will not receive monthly budget deficit notices until expenditures exceed the full budget. SPS will notify the lead principal investigator, unit and college of unpaid invoices greater than 90 days past the date the invoice was submitted to the sponsor.

See this link for the Non-Federal payment policy (coming soon).

See this link for the Non-federal payment budget authority form (pdf).

See this link for the Non-federal payment policy waiver request (pdf).

For changes to the project budget, see the Project Changes page.