#  Cost Transfers 

 



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A cost transfer is a reassignment or transfer of an expense that was previously recorded elsewhere in the general ledger. Cost transfers receive additional scrutiny when the expense is being transferred onto a federal award since these transfers must comply with OMB Uniform Guidance. Department/Local Level Managing Units must comply with Harvard’s [Cost Transfer Policy](/cost-transfer-policy) to ensure sponsored expenditures are:

- Properly allocated
- Corrected when posting errors occur
- Removed when unallowable

Department/Local Level Managing Units must follow local procedures for reviewing, approving, and posting adjustments in the general ledger. The “Transaction Types and Cost Transfer Form Requirements” section of the [Cost Transfer Policy](/cost-transfer-policy) and [Cost Transfer Summary Flowchart](/cost-transfer-summary-flowchart) assist with making a determination on whether a Cost Transfer Form is required. If the adjustment will result in a cost transfer to a federal award AND meets the criteria for requiring a [Cost Transfer Form](/sites/g/files/omnuum12866/files/2026-02/cost_transfer_request_form_march_2025_final.pdf "cost_transfer_request_form_march_2025_final.pdf"), a Cost Transfer Approver will need to review and approve the cost transfer prior to posting the adjustment in the general ledger, as outlined in the [Cost Transfer Process.](https://osp.finance.harvard.edu/cost-transfer-process)

There are two types of cost transfer which require varying levels of approval:

Under 90 Day Cost Transfers – require approval by a [Department, School or OSP Approver](/cost-transfer-process#Approvers)

- Over 90 Day Cost Transfers – require approval by a [School **and** OSP Approver](/cost-transfer-process#Approvers)

A [Cost Transfer Calculator](/sites/g/files/omnuum12866/files/office-for-sponsored-programs/files/cost_transfer_calculator_september_2019.xlsx "cost_transfer_calculator_september_2019.xlsx") is available to determine if a cost transfer is over or under 90 days.