# Cost Transfer Summary Flowchart ## expand\_more The [Cost Transfer Policy](/cost-transfer-policy) is based on a series of conditions. Actions required depend on the answers to the following questions. ## Question 1: Will the transfer to a federally funded sponsored award impact any of the following? - Previously submitted financial report, - Carryforward request required by sponsor, - Previously submitted final invoice, - Final Figure previously confirmed by the department, **or** - Sponsored invalid code combination not corrected within 90 days. If yes to any, stop. Do not process. Contact OSP. If no to all in Quesion 1, proceed to Question 2. ## Question 2: Does the transfer meet one of these general exemptions? - The original transaction as posted to the General Ledger was $1,000 or less. - A debit made within the same accounting period (same month) regardless of the original transaction amount - A debit to a non-federal funding source. - ONLY credits a federal award. - ONLY corrects Period of Work Performed or HUID. - ONLY corrects tub, org, and/or root of the costing string. - ONLY corrects object codes. For salary object codes changing someone’s classification (e.g. 6150 to 6450), you must have approval from payroll or HR to perform the journal. - ONLY transactions originally posted to balance sheet object codes (0540) and have not appeared as an expense on the GL. If yes to any of these exemptions, process the transfer as a journal. If no, proceed to question 3. ## Question 3: Is this a Salary or a Tuition Remission Transaction (see policy for object codes)? If yes, does this transfer meet any of these exemptions? - For effort certified annually: transfers made within 90 days AND salary is not previously certified AND before the certification deadline. - For effort certified quarterly: salary is not previously certified AND before the certification deadline. - Prepaid tuition remission (6430): journaling tuition remission transaction related to certified salary (object code 6140) within 90 days after moving the related salary. If yes to any, process the transfer as a journal. If no, proceed to question 5. ## Question 4: For costs that are not salary or tuition remission, does this transfer meet any of these exemptions? - Transfer is within the same fund and is not an Invalid Code Combination over 90 days. - Corrects an Invalid Code Combination within 90 days. - Transfers allowable pre-award expenses made within 90 days. - The result of a routine allocation made within 90 days for initial distribution of shared service or service charges based on a documented allocation methodology. - Allocates stipend payments made within 90 days. Typically, object codes 6440, 6450, 6452 and 6455 are not certified in ecrt. - Transfers tuition support (obj. code 6430) associated with stipend payments on object code 6440 made within 90 days of when the error was discovered. If yes to any, process the transfer as a journal. If no, proceed to question 5. ## Question 5: For costs that are not salary or tuition remission, does this transfer meet any of these exemptions? - Transfer is within the same fund and is not an Invalid Code Combination over 90 days. - Corrects an Invalid Code Combination within 90 days. c) Transfers allowable pre-award expenses made within 90 days. - The result of a routine allocation made within 90 days for initial distribution of shared service or service charges based on a documented allocation methodology. - Allocates stipend payments made within 90 days. Typically, object codes 6440, 6450, 6452 and 6455 are not certified in ecrt. - Transfers tuition support (obj. code 6430) associated with stipend payments on object code 6440 made within 90 days of when the error was discovered. If yes to any, process the transfer as a journal. If no, proceed to question 6. ## Question 6: It is a Cost Transfer. Is the transaction over 90 days? (Note: 90 days means 90 calendar days starting with the 15th of the month following the one in which the charge was originally transacted.) If yes, proceed to question 7. If no, do the following: - Complete [Cost Transfer Request Form](/files/cost_transfer_request_form.pdf), - obtain approval, and - post prior to 90 days. ## Question 7: Is the transaction one of the following? - Due to a relevant Delayed Action Memo with an issue date that is within 60 calendar days. - Due to failure of another department to take action. - Due to sponsor requirements. - Debit to correct a credit to a federal award. - Other extenuating circumstances. If no, contact tub or OSP. If yes, complete Cost Transfer form and submit to school/tub level approver. Approver submits to OSP cost transfer inbox.