Request an Advance for HHS Contracts
Organizations can request advance payment ahead of HHS services provided.
Before we begin
The steps below can be completed by users provisioned with any of the roles below:
- Vendor Admin
- Vendor Financials L2
Overview
An advance payment is any revenue received before services are provided and payments earned. A recoupment is the repayment of an advance.
City agencies are required to issue advances on Health and Human Services (HHS) contracts equal to at least 25% of the fiscal year annual budget. If you do not have an HHS contract with the City, an advance cannot be requested. To determine whether a contract is an HHS contract, check if the Industry field (listed on the contract Header page) displays Human/Client Service.
Important: It is at the discretion of the contracting agency to determine the advance and recoupment amounts and terms. Please contact your Contract Manager for more information.
Create an Advance Request
-
Click Financials in the top navigation menu.
-
Select Browse Contracts Budgets from the drop-down.
- In the Keywords field, enter the Purchase Order (PO) ID number containing the budget for which you want to request an advance.
- Remove all status filters except for Active. Advances can only be requested for active POs
- Click the Search button. Search results appear in a table below the search filters.
-
Click the pencil icon in the left-most column of the table to open the PO.
-
In the Purchase Order, click the Request Advance button near the top of the page.
Note: This button will not be available if the budgeted amount is missing on the active PO.
The Request Advance page opens into the Overview tab.
Note: The Advance Header section will display empty fields, except for the Status and Link to PO fields. The empty fields will automatically populate after filling out the required fields in the Advance Request section and saving the work.
-
Scroll down to the Advance Request section and fill in the required fields:
- Advance Label
- Advance Amount Requested
- Advance Reason
Important: Advances can only be requested for up to 25% of the budget. Multiple requests can be submitted.
-
Click the Save button.
An Advance Request in Draft status has been created.
If needed, the Advance Request can be canceled by clicking the Cancel Advance button or forwarded to anyone at your organization by clicking the Forward button.
Alert Messages
The following alerts may display after the Advance Request is created:
-
Alert 1: The total advance amount on the linked PO is not at least 25% of the FY Budgeted Amount.
This caution alert displays when the Advance Amount Requested is below 25% of the budget. This alert does not block the user from submitting the Advance Request.
Note: Advances can only be requested for up to 25% of the budget
-
Alert 2: The Advance Amount Requested must be less than or equal to the Remaining Amount minus the total Remaining Recoupment Amount on the linked PO Budget item.
This blocking alert displays if the Advance Amount Requested exceeds the remaining budget amount.
Update the advance amount and click Save.
Submit an Advance Request
To complete the advance request, click the Submit Advance button near the top of the page.
Upon successful submission, the Advance Request status will update to Advance Approval in Progress status.
Next Steps
Once the Advance Request has been approved, the status will update to Approved and eventually Disbursed. It is at the discretion of the contracting agency to determine the advance and recoupment amounts and terms. Please contact your Contract Manager for more information.
Last updated: March 27, 2025