Research and Sponsored Projects Manual (RSP)

RSP 506–02 Table

The principal investigator or designated support staff for PI initiates the Non-Payroll Cost Transfer Request (CTR) form or a Payroll Redistribution, through the PeopleSoft Human Resources Information System (HRIS), as applicable, and explains specifically how the error or other circumstances occurred that would justify the cost transfer. Statements such as “to correct errors” or “to transfer to correct agency/org” are not acceptable.

Note: To ensure that the university is in compliance with these regulations, the PI is responsible for ensuring that expenditures are regularly monitored and that cost transfers are:

1. made within 90 days after the month in which the cost was originally recorded in the university’s financial data warehouse but no later than 60 days after the project terminates

   and

2. supported by a written explanation that describes in detail why the transfer is necessary.

If the transfer is a nonpayroll expense, the principal investigator attaches a copy of the Advantage A611 E-Wreport reflecting the transaction(s) to be transferredand any other documentation supporting the transfer, prepares the JV or IX document in Advantage and saves it, and prints and signs the JV or IX document and forwards it with the CTR form and A611 E-W and any other supporting documentation to Grant and Contract Accounting.

If the transfer is a payroll expense, the principal investigator prepares the PeopleSoft HRIS Payroll Redistribution and explains specifically how the error occurred and includes justification for the cost transfer. If the person entering the redistribution is not an account signer on the account receiving the expense, the account signers will be notified for approvals.

Grant and Contract Accounting or Research Administration and Analysis reviews and verifies the transactions to be transferred, validates the appropriateness of transfer to new account (object codes, period of time, available funds), and reviews the justification.

If further justification is needed or the request is denied, Grant and Contract Accounting or Research Administration and Analysis returns the original request form(s) to the principal investigator or other person who submitted the form on behalf of PI, with an explanation. If the person submitting the transfer is not an account signer on the account receiving the expense, the account signers will be notified for approval of the transfers.

If approved, Grant and Contract Accounting or Research Administration and Analysis completes the necessary entries to record transfer of nonpayroll expenses or approves the Payroll Redistribution in PeopleSoft HRIS.

Return to RSP 506–02