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Sponsored Projects Administration

Cost Transfer Request

POLICY OVERVIEW
It is University policy (HOOP 96) to assure all expenditures are accurately reflected in the accounting records. To accomplish this, cost transfers may be necessary to move expenses to or from any account.

PROCEDURE
Once departments have identified the need for a cost transfer, the procedures below must be followed and the appropriate approvals obtained on a Cost Transfer Request.

Sponsored Project Accounts
Sponsored Project Accounts are those accounts that include grants and contracts that have an assigned PeopleSoft Project Number and are processed by Post Award Finance (PAF).

Payroll Expense – Departments must comply with the Retro PA and Effort Reporting policies and submit a PA request to the SDR team.  In addition, departments must also submit a Cost Transfer Request to PAF for approval and attach to the retro PA request in HCM.

Non-Payroll Expense – Departments must submit a cost transfer request with the required documentation to PAF.
The PAF team will review those cost transfer requests to determine if the cost transfer request is allowable with the rules and institutional policy governing the accounts.

All Other Accounts
All Other Accounts are all accounts other than those defined as Sponsored Project Accounts (e.g., state accounts, designated accounts, service department accounts, etc.) that are handled by General Accounting.

Payroll Expense – Departments must comply with the Retro PA policy and submit a PA request to the SDR team.

Non-Payroll Expense – Departments must submit the following information to General Accounting.
• Accounts affected by cost transfer
• Amount to be transferred
• Date of expense
• Expense detail from the accounting system