The following GM Cost Transfer batch that you submitted needs to be re-worked. Next to each batch are codes 1-17, the explanations of these codes follow below. Since the batch needs to be re-worked, the user will not need to re-enter the batch from the beginning but simply correct the expenditure lines that are incorrect. If it is the organization that is incorrect, the user will need to delete all expenditure lines under the wrong organization and re-enter them again using the correct organization.  When the user is correcting expenditure lines, if the line is a credit line (i.e., a negative amount), the user will need to delete that line, save it, and then re-enter it with the correct information.  If you need assistance with re-working/correcting your batch, please contact the Oracle Help Desk at 243-7550.

REWORKING CODES

1. You must include a description/explanation of what you are trying to do in the expenditure comment field.

2. When transferring a cost you must include the original reference number in the expenditure comment field as well as the Exp Item Date and Transferred Date.

3. If you are an internal service provider, you need to include the date or the time frame (i.e. June 2001) when the charge was incurred.

4. You should not enter any one sided entries.

5. Entries should always balance to zero.  If you enter an unbalanced entry and try to correct, you need to reverse the entire cost transfer not just the out of balance lines.

6. Never use salary expenditure types.  These transfers need to originate in LD.

7. You should never be changing expenditure types between sides of the transaction.  In other words, if you credit one project for office supplies, you should be debiting the other project for office supplies.

   ·  The main exception to this is the procurement card.  In this case make sure you include in the explanation field that you are redistributing procurement card charges to the correct expenditure type

·  Correcting an error in the original expenditure type is the other reason for changing.  Make sure that this is in the explanation field and cite the type of error i.e. Clerical error, service provider error, etc.

8. You should never use one of the expenditure types that start with ‘Expenditure Credit…’ These are only for use by the Revenue Collection Department when processing expenditure credit deposits.
   
   
9. You cannot transfer charges from your agency ‘YY’ accounts to your University Award accounts.  This would be viewed as an attempt to avoid University procurement regulations.  The only exception is when the charge originated in the University system.  In this case you must provide reference #, date, and an explanation.  This also holds true of transfers from one agency to another such as Medical Center to University Accounts.

10. Transactions that result from any signed contract between HSF and the Medical Center should be handled completely outside of the Oracle system. Examples are: the allotment B process, exchange of funds for registrationor other personnel, rent agreements, etc. All such transactions must be executed through one entity writing a check to the other entity. These checks should derive from the Medical Center Peoplesoft system or the HSF Platinum system. These checks may not be deposited into the Oracle general ledger.

11. Cost transfers are not the way to fund or budget another project.  This is accomplished with Award/Project linkages and funding of the project.

12. Local (LS) and State (SS) sales and service awards should be using the recovery expenditure types on the credit side of the transaction when providing their services or products to other departments.

13. Other – See note by journal number for more information.

14. Retroactive cost transfers should follow OSP Policy and a retro request approval number should be included in the expenditure comment field.

15. The Expenditure Item Date in the “Expenditure Comment” Field does not match the date in the “Expenditure Item Date” Field .

16. When transferring a cost transfer of a cost transfer you must include the original reference information as well as the original Exp Item Date and Transferred Date.  You can not use the information from the previous cost transfer for reference information.

 17.  Expenditure item date and transferred date must be included in the comments section.

• The instructions for UVA Naming Conventions of Expenditure Batches.  See below:

Actuals [A] followed by [email id] followed by the date [ddmmyy] followed by your own 3-digit sequential number [001]