Cash Management FAQs

Cash Management - Frequently Asked Questions

1. What do we do in Cash Management?

   In Cash Management, we are responsible for managing the invoicing, payment application, collections, refunds, and supplier registration processes with the agencies. Our main responsibilities include:
   
   

   • Sending invoices: We send invoices to the agencies based on the specifications and requirements outlined in each contract.

   • Applying payments: We apply payments received from the agencies to the corresponding invoices.

   • Collections: We follow up with the agencies regarding any outstanding balances on invoices that have been issued and work to ensure timely payment.

   • Processing refunds: We process refunds to the agencies when a project has a credit balance at the end of the project period.

   • Supplier registration: We complete and maintain supplier registrations with the agencies to ensure they have our most up-to-date information. This helps ensure that payments are sent to the correct mailing address or deposited into the correct bank account.

      

2. What should I do If I receive a check in my department that belongs to a Grant?

   If you receive a check related to a Grant, please:

   • Send an email to gma-cashmgmt@utep.edu to notify Grant Management Accounting about the payment.

   • Deliver all Grant-related checks to:

                      Kelly Hall – 6th Floor

                      Attention: Grant Management Accounting

    

3. What should I do if a Sponsor inquires about an invoice related to a Grant?

   Please forward the email to gma-cashmgmt@utep.edu.

   Please include the following information:

   • Award Number

   • Principal Investigator (PI) Name

   This information will help Grant Management Accounting identify the appropriate award and assist with the Sponsor’s inquiry.

    

4. How often does Cash Management send invoices to the Sponsors?

   Cash Management issues grant invoices in accordance with the billing terms and requirements specified in the applicable grant or award agreement.

   Most grants follow a monthly or quarterly cost-reimbursement billing schedule.

   For questions regarding a specific invoice or billing schedule, please contact Cash Management at gma- cashmgmt@utep.edu and provide the Award Number and Principal Investigator (PI) Name.