Cost Transfer Process

Submit the PDF Cost Transfer Form and supporting documentation as an email attachment to your authorized approver(s). The Cost Transfer Form must be used to obtain approval of journal entries subject to the Cost Transfer Policy.

Cost Transfer Request Form

Cost Transfer Approvers

Cost Transfer Instructions:

Under 90 Day Cost Transfer Process:

• Step 1: The department prepares the draft journal entry (or A/P adjustment for equipment purchases).
• Step 2: The department completes the Cost Transfer Form. The form can be completed in PDF form or printed.
• Step 3: The department submits the completed PDF form (and all supporting documentation) through email to the authorized approver (the "approver") (see list of cost transfer approvers).
  • Please note: This inbox is monitored during normal business hours. Under 90 day CT requests received after this time on day 90 will not be reviewed as under 90 day cost transfers and must be resubmitted as over 90 day cost transfers.
• Step 4: The approvers reviews the Cost Transfer Form and contacts the department if more information is needed. If the cost transfer is approved, the approver signs the form and returns the signed form to the department.
• Step 5: Once the department receives the signed Cost Transfer Form, the journal entry should be posted on a timely basis. Change the effective date on the pending adjustment to the approved date when posting. The department is responsible for maintaining all documentation.

Over 90 Day Cost Transfer Process:

• Step 1: The department prepares the draft journal entry (or A/P adjustment for equipment purchases)
• Step 2: The department completes the Cost Transfer Form. The form can be completed in PDF form or printed.
• Step 3: The department submits the completed PD form (and all supporting documentation) through email to the school-level authorized approver or OSP approver.
• Step 4: The school-level approver reviews the Cost Transfer Form and either contacts department for more information or approves the cost transfer. The department is responsible for maintaining all documentation.
• Step 5: After the school-level approver signs the Cost Transfer Form, the school-level approver emails the form with attachments to the OSP Approver.
• Step 6: The OSP Approver reviews the cost transfer. If the cost transfer is approved, the OSP Approver will sign the Cost Transfer Form and email the signed form to the department and the school-level approver.
• Step 7: Once department receives the signed Cost Transfer Form, the journal entry may be posted. Change the effective date on the pending adjustment to the approved date when posting. The department is responsible for maintaining all documentation.

Cost Transfer Approvers