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Expenditure Inquiry - Adjusting Expenditures

Distribution

Comptroller

GM Administrator^*

GM Billing Specialist^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

Related Procedures

Reviewing Expenditures via Expenditure Inquiry

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

The Office of Sponsored Programs will perform adjustments, within the Expenditure Inquiry screen, for preliminary account purposes.

1.   Navigate to the Find Project Expenditure Items window and enter search criteria for your project.

Grants Accounting
N ® Expenditures ® Expenditure Inquiry ® Actuals
Find Project Expenditure Items

2.   Select [Find] to get your expenditure information.

3.   Select the items you would like to adjust. 

• You can also select a group of items by limiting your search on the Find Expenditure Items window.
• You can select individual items using the [Cntrl], [Shft] keys on your keyboard.
• Using the menu option [Edit], [Select All] to choose all the lines or you can adjust line-by-line. 

Note:  The burden expenditure types (ex. F&A Costs) will not transfer during this process.  Once the transfer has been processed by the UVA GM Administrator, expenditures will be re-costed and re-burdened by the system.

4.   Select by highlighting the appropriate option from [Toolsl] on the menu bar. 

The following options are available:

• Billable - Billable/non-Billable option: You can mark an expenditure line as non-billable or billable
• Billing Hold - When an expenditure is placed on billing hold it will not be included on an invoice until the Billing Hold is removed.

• Note: An example of the relevance of this function would be to mark an expenditure as non-billable that has not yet been transferred or corrected by the originator.

• One-Time Hold - This will hold the expenditure item for the current invoice only; it will be eligible for the next invoice.  The One-Time Hold is automatically removed, with the release of the current invoice.
• Release Hold - This will remove the Billing Hold on an expenditure item.
• Transfer - This function allows you to transfer/move an expenditure from one PTA to another.

  Effective: 05/13/09

  Revision: 4 dhw

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