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[" Charge Transfer Request Form Instructions"]
["Purpose:  The purpose of this standard operating procedure (SOP) is to establish the roles of Shared Services Finance (SSF) and the Departments in processing Charge Transfer Requests (CTRs) for operating expenses and entering such transfers in BA3."]
["Introduction: CTRs are designed to transfer expenses from one speedtype and/or account code to another speedtype and/or account code."]
[null,"*For a list of Department speedtypes go to:","University reportsàFinancialsàDepartmentàDetailàUBMà18Speedtype Listing by Department"]
[null,"*For a list of account codes go to:","University Reportsà FinancialsàListingsàLI-01 Account Listing"]
[]
["Please note:  This form is designed to be \"inclusive\".  All information in regards to this transaction can be contained within the various tabs of this workbook."]
[]
["Step 1","Complete the Charge Transfer Checklist Form."]
[]
[null,"A)  Use the Yes/No dropdown options in the yellow area of the Charge Transfer Form, answer the following questions:"]
[null,"   Does this request involve payroll expenses?","This form should not be used.  Please use the Payroll Charge Transfer Form."]
[null,"   Does this request involve non-payroll expenses?","If you answer yes, you will need to include University Report CONT-03A or CONT-03B showing where the charge hit the speedtype."]
[null,"   Does this request involve a sponsored program speedtype?","If you answer yes, you will need to complete the Cost Transfer Justification Form (see step 2 below)."]
[null,"   Have you verified there is budget to process the below change?","There must be an adequate amount of uncommitted balance available to cover this expense on the receiving speedtype. "]
[null,"   Have all departments involved approved this transaction?","If you answer yes, you will need to obtain and include email approval(s) from ALL department(s) involved "]
[]
[null,"B)  In the \"FROM\" area (shaded blue) enter the speedtype, project (if applicable), account code and amount of the expense(s) you want to move."]
[]
[null,"C)  In the \"TO\" area (shaded pink) enter the speedtype, project (if applicable), account code and amount of the expense(s) you want to receive the expenses."]
[]
[null,"D)  In the Description area, using 30 characters or less, briefly describe this transaction.  This area will print on the University Reports.  For example:  correcting acct codes; correcting speedtypes; etc.    "]
[]
[null,"E)  In the Full Description area, enter an explanation of this transfer.  Please include any identifying information such as check numbers, po numbers, etc"]
[]
["Step 2","Does this Charge Transfer involve a Sponsored Program Financial Administration speedtype?"]
[null,"Sponsored Program Financial Administration speedtypes are grants or contracts and will typically begin  with GB, IC, IB, EB, CB or CN, etc."]
[]
[null,"If your answer is yes, you will need to complete the Cost Transfer Justification Form (located on the 4th tab of this workbook) on transfers involving grants."]
[null,"Please note:  this form is included in this workbook as a convenience for the end user.  SPFA will still require a \"wet\" signature from the Prinicipal Investigator of the grant.  Once the form has been signed by the PI, it can be scanned and included within this workbook on a separate tab."]
[null,"A)  Answer all 4 questions on the Cost Transfer Justification Form."]
[null,"B) The PI of the grant speedtype must sign and date the form."]
[null,"C) When the form has been completed, continue to Step 3 below"]
[null,"If your answer is no, continue to Step 3."]
[]
[]
["Step 3","Are the expenses over 90 days old?"]
[null,"If yes, the transfer must be approved by the Dean or the Dean's designee.  Continue to Step 4 Below"]
[]
[null,"If no, Skip to Step 5 below"]
[]
["Step 4","Email the Charge Transfer form, and corresponding documentation to the Dean or Dean's designee."]
[null,"Include:  Charge Transfer Justification Form"]
[null,"                     Cost Transfer Justification Form (If a grant speedtype is involved)"]
[null,"                    Any backup to support the charge (i.e. University Report showing where the expense was charged)"]
[null,"Note:  "]
[null,"A)  If the Dean or Dean's Designee approves the transfer, and it involves a grant, they will forward to SPFA for approval.  "]
[null,"B)  If the Dean or Dean's Designee approves the transfer and it does not involve a grant, they will forward to hscssfin@louisville.edu for processing"]
[null,"C)  If the Dean or Dean's Designee denies the transfer, it is returned to the Departmental."]
[]
["Step 5","E-mail the Charge Transfer Checklist Form along with required documents (i.e., document package) to  hscssfin@louisville.edu."]

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[{"$f":"TODAY()","v":"2016-05-19"}]
["Charge Transfer Request Form"]
["Use the drop down menu to answer the following questions:",null,null,"Yes/No","If you answer Yes, you will need to include:"]
["Does this request involve payroll expenses?",null,null,null,"This form is not for payroll.   Please use the Payroll Charge Transfer Form"]
["Does this request involve non-payroll expenses?",null,null,null,"University Report CONT-03A or CONT-03B showing where charge hit"]
["Does this request involve a sponsored program speedtype?",null,null,null,"The completed Cost Transfer Justification Form"]
["Have you verified there is budget to process the below change?"]
["Have all departments involved acknowledged this transaction?",null,null,null,"Email approvals from all departments involved in transfer"]
[]
["Please transfer the following expenses:",null,null,null,null,null,null,null,null,"Examples:"]
["From (Credit)",null,null,null,"To (Charge)",null,null,null,null,"1) Postage was charged in error to 01234.  The correct speedtype is H0123"]
["Speedtype","Project","Account code","Amount","Speedtype","Project","Account code","Amount",null,"From  01234  545210","To H0123 545210"]
[]
[null,null,null,null,null,null,null,null,null,"2) Cost Share needs funded"]
[null,null,null,null,null,null,null,null,null,"Credit CS123456   473000","Charge  01234   573000"]
[]
[]
[]
[]
[]
[]
[]
[null,null,"Total",{"$f":"SUM(D13:D22)","v":0},null,null,"Total",{"$f":"SUM(H13:H22)","v":0}]
[]
["Description (Only first 30 characters will show on University Reports):"]
[]
["Full Description with Backup (CK#, PO#, EJE#, ETC.):"]
[]
[]
[]
[]
[]
[]
[]
[]
["Upon completion of this form, email to HSC Shared Services Center Finance at hscssfin@louisville.edu\nIf expenses are over 90 days, email to 90-day approver."]

{"sheet":"Cost Transfer Justification","index":3,"n_rows":31,"n_cols":4,"rows_kept":31,"cut":false,"hidden":false,"merged":[[7,3,9,11]]}
["UNIVERSITY OF LOUISVILLE"]
["SPONSORED PROGRAMS FINANCIAL ADMINISTRATION"]
["COST TRANSFER JUSTIFICATION FORM"]
[]
["Sponsored Programs Financial Administration (SPFA) reserves the right to reject any cost transfers for lack of"]
["documentation and/or proper authorization. (All cost transfers require adequate supporting documentation to"]
["identify amounts and original dates.)"]
[null,null,null,"Please note:  this form is included in this workbook as a convenience for the end user.  SPFA will still require a \"wet\" signature from the Prinicipal Investigator of the grant.  Once the form has been signed by the PI, it can be scanned and included within this workbook on a separate tab."]
["1. Why was this expense originally charged to the program/project from which it is now being transferred?"]
[]
["2. Why should this charge be transferred to the proposed receiving program/project? (PI should explain how the charge directly relates to the scope of work) (Attach any necessary supporting documentation)"]
[]
[]
["3. If applicable, why is this cost transfer being requested more than 90 days after the original date the transaction was recorded? (Attach any necessary supporting documentation)"]
[]
["4. What corrective action has been taken to eliminate future need for cost transfers of this type?"]
[]
[]
[]
["Principal Investigator’s Signature:__________________________________________ Date: ____________________"]
[]
["Printed name, title and phone no.:____________________________________________________________________"]
[]
["NOTE: By signing above, requestor certifies that the cost to be transferred is an appropriate expenditure for the"]
["sponsored grant or contract charged and that the expenditure complies with the terms and restrictions governing"]
["that sponsored grant or contract."]
[]
["Dean/Vice President Authorization:____________________ ________________Date:____________"]
["(required if greater than 90 days)"]
[]
["SPFA Authorization: _______________________________________ _______Date____________"]

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["Please paste any necessary back up on this tab."]

{"sheet":"Journal Feed","index":5,"n_rows":21,"n_cols":4,"rows_kept":21,"cut":false,"hidden":false,"merged":[]}
["Speedtype","Acct","Description","Amount"]
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