Expense Transfer 90 Day Procedure
Prepared by: Susan Wilhelm
June 22, 2012
Steps necessary for acceptance and approval of transfer prior to posting by Position Management.
The need for payroll expense transfers should be avoided whenever possible. Wages and benefit charges to grants/contracts should be accurately programmed into the PS Payroll system to distribute pay and benefits directly to all programs and sponsored projects in accordance with a reasonable estimate of the work assignments to be performed during a given pay period. Errors or modifications of estimated effort should be adjusted within the system within a reasonable time (less than 90 days) from the original payment period.
Effective July 1, 2012, payroll expense transfers 90 days or less must be entered into the Expense Transfer system via a HR PeopleSoft panel, not through submission of payroll expense transfer forms that are entered by Position Management. Expense Transfer Manual.
All transfers greater than 90 days of the original pay period require a Dean, Vice President or previously approved designated signature on the Cost Transfer Justification form and on the Payroll Actuals Expense Transfer form. In an effort to minimize the approval and processing time from approval to posting date, the Dean/Vice President or other approver’s office must scan and email the transfer entry, signed cost transfer justification form and supporting documentation to the Controller’s University Accounting Office (UA) or Sponsored Programs Financial Administration. Once approved by UA or SPFA, this office will email the documents to the Position Management Expense Transfer Service Account for processing.
All transfers that include a sponsored program must be emailed to the Sponsored Programs Financial Administration (SPFA) Service Account for review and approval. Only those entries that do not include a sponsored program should be emailed to the University Accounting Service Account for approval.
To ensure a timely and accurate process, please type “Payroll Expense Transfer” in the subject line of the email. For sponsored program expense transfers, also include at least one of the sponsored program or program speed type(s) in the subject line to expedite assignment to an SPFA accountant.
It is essential to provide concise, yet appropriate explanations to the cost transfer questions. Supporting documentation must tie into the numbers proposed for adjustment without requiring an accountant or auditor to recalculate detailed transactions. For example, if multiple checks require reallocation, summarize the data from the supporting check documentation on an excel spreadsheet. The volume of supporting documentation should be kept to the minimum necessary to substantiate the proposed entry.