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Cost Transfer Summary Flowchart

The 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, 
  • Previously submitted final invoice, 
  • Final Figure previously confirmed by the department, or
  • Sponsored invalid code combination not corrected within 90 days.

If yes, stop. Do not process. Contact OSP.

If no, 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
  • Is being transferred within the same general ledger period (same month)
  • 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 in the non-salary range
  • Only transactions that post to balance sheet object codes

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?

If yes, proceed to question 4.

If no, proceed to question 5.

Question 4: 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): transfer to align tuition remission with salary is made within 90 days of posting the related salary (6140), or an adjustment made before the salary is certified and before the certification deadline.  

If yes, process the transfer as a journal.

If no, proceed to question 5.

Question 5: For all other types of costs (not salary or tuition remission), does this transfer meet any of these exemptions?

  • The transfer is within the same fund and is not a sponsored 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
  • Stipend payments (6440, 6450, 6452, 6455 not certified in ecrt) made within 90 days
  • Transfers tuition support (obj. code 6430)(obj. code 6430) within 90 days of when the error was discovered.

If yes, 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:

Question 7: Is the transaction one of the following?

  • Due to the relevant late Action Memo and issued within 45 calendar days
  • Due to failure of another department to take action
  • Due to sponsor requirements
  • Debit to correct a credit to a federal award

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.