Cost Transfers
Cost transfers move expenses between sponsored research projects or between non-restricted SpeedTypes and sponsored projects.
The nature of cost transfers makes them subject to extra scrutiny during audits. Therefore all cost transfer journal entries must be approved by the Campus Controller’s Office (CCO). Different requirements apply to different cost transfers, depending on the timing of the cost transfer and the expense accounts involved. See the Cost Transfer Policy and Guidance for details.
New! Use this quick reference checklist to help you submit and review cost transfers.
Read the full Campus Controller's Office policy for cost transfer information and guidance.
Topics include JE approval process, PET approval process and relationship between PETs and ePERs.
For more information about financial transactions and the general ledger processes associated with the Finance System.
Frequently Asked Questions
Transfers processed between 30 and 90 days after the end of the month in which the transaction appeared on the reporting system statement must include written justification and all relevant back-up documentation. Cost transfers completed more than 90 days beyond the end of the month in which the transaction appeared are considered exceptions and require substantial and reasonable justification.
Header descriptions should provide a clear, complete explanation concerning the transfer and must include:
- The cause of the error (why the receiving FOPPS was not charged originally).
- Justification that the charge is allowable, allocable and provides direct benefit to the project receiving the charge.
- Cost transfers after 90 days require not only an adequate explanation of charge but also an explanation of the delay in processing the correction. Late transfers may need additional review by the project’s financial analysts before the JE can be approved.
- Abbreviations, incomplete sentences and other word reduction techniques are expected in the journal header due to the 254 character limit.
Please note that according to federal guidelines, “...an explanation which merely states that the transfer was made ‘to correct error’ or ‘to transfer to correct project’ is not sufficient.â€