Procedure Guidelines and Business Process Guide
University Accounting & Reporting – General Accounting
Expenditure Transfer Request
Training Guide
Department:
Procedure Title:
BACKGROUND:
An expenditure transfer may be requested if a transaction has been recorded in the wrong Chartfield
or when a department is sharing the cost
of something. Note: The original expenditure that is being
corrected must have already posted. As long as an expenditure transfer is allowable and requested
within the appropriate mid-year and end-of year time period, a request form is required. The
requested time period is as follows:
1. July
1 to December 31 corrections submitt
ed by January 31
2. January
1 – June 30 corrections submitted by the prescribed date in the Year End Close
Deadlines Memo
3. Effective January 18, 2016, expenditure transfer requests are no longer accepted f
or ProCard
transactions. This change was necessary due to:
a. Use tax allocations not being properly tied to the originating expenditures
b. Transactions had already incurred two approvals – the cardholder and the approving
official. Both the cardholder and the approving official should be aware of the correct
funding sources for the purchase when approving ProCard statements. Some exceptions
apply.
PROCESS:
The
Non-Payroll Expenditure Transfer Form is a read-only Excel spreadsheet
template and can
be found at: http://www.afd.calpoly.edu/accounting-reporting/forms
¾ SAVE THE TEMPLATE AS A MICROSOFT EXCEL SPREADSHEET
Save as type must be: Microsoft Excel Workbook (.xls)
¾ In the top portion of the form, fill in the following sections:
¾ Date:
Current date
¾ Orig De
pt: Department of person submitting the request
¾ CC: Include any person affected by expenditure transfer, or when the Orig Department is not
the same as the department being charged for the expense(s).
¾ Prepared By: Your name
¾ Description: Describe what you are doing. This will show up on Dashboards when the journal
is posted.
¾ Line Description: The description should be similar to that shown on Dashboard by specifying
the type of expense being transferred, the identifying journal, purchase order number, etc.
associated with each expense amount and the reason for this transfer. It may only contain 20
characters, so make it intuitive.
¾ Net = 0.00: Confirm that the expenditure transfer request nets to zero. Lines must include a
debit (charge – positive amount) and a credit (reduction of charge – negative amount) amounts
that net to zero.
All fields associated with the transfer of the expense (in blue) must be populated.
All applicable chartfields must be populated. The Account should begin with a 6xxxxx for
expense or a 5xxxxx for revenue. The Fund and the Dept. ID are specific to a department or
must have been provided by another department in the case of chargebacks.
All expenditure transfer requests to external Auxiliary Organizations (Corporation and ASI),
must include
the following chartfields at a minimum-- Fund Code: SL002, Dept. ID: Your
Department and Program/Project Codes: CPC = R1000 with Project Code Zxxxxx, and ASI =
Program Code R1001 with Project Code Yxxxxx.
¾ Supporting
Documentation: Please attach the appropriate supporting documentation for
every expenditure transfer request. We must see all chartfields for this transaction (blank or
not). We require that you provide Dashboard backup (preferably an Excel download) go to <
My
Revenue and Expense Transactions tab > Fill in appropriate criteria and scroll down to the
3
rd
view > Actuals Custom Summary.
¾ Send: the completed expenditure transfer request form with appropriate backup via email to:
CONTACT:
Contact name:
Elizabeth Baker
Phone Ext: Email:
6-5813 edbaker@calpoly.edu
