Cost Transfers - Transferring Charges Using Expenditures Batches in GA

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Distribution

Comptroller

GM Administrator^*

GM Setup Specialist^*

GM Billing Specialist^*

GM Award Manager^*

GM Project Manager^*

GM Transaction Specialist^*

Related Procedures

Expenditure Batches in GA

Ownership

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

Before beginning your batch gather the following information from the Discoverer Report IS.FM_Expenditure Detail by Project:

The PTAEO that incurred the cost
The Expenditure Item Date
The GL Transfer Date
The Transaction Number

1. Log into the Integrated System and one of the following responsibilities:

GM Award Manager
GM Project Manager
GM Transaction Specialist

2. Complete the Expenditure Batches form.

3. Select [Expenditures]. The Expenditures window appears.

4. Enter only the incurred by organization in this portion of the window.

If you are processing expenditure/s for an Org other than your own, use the LOV to change the Org or if you know the Org number, enter it for the correct expending Org.
The expenditure ending date defaults in from the Expenditure Batch screen.
The Batch Control Total defaults in from the Expenditure Batch screen.
The individual control and running totals update as you input information/transactions.

Entering Expenditure Items

Folder Tools are available for the Expenditure Items portion of this window.
Use scroll bars to view all fields (you may use the tab key to move to each field).
If you modify the region you can see all columns as you enter data.

5. Enter the date the expense was actually incurred in the Expenditure Item Date field.

This data element comes from the Discoverer Report IS.FM_Expenditure Item Detail by Project.
Note: Select the correct PTAE for the expenditure. You have already entered the organization "O" in the top part of the Expenditures window.

6. Enter the Project Number, Task Number and the Award Number or select them from the LOV.

The system looks at the start and end dates on the PTA and will not allow expenditures outside of those dates.

7. Select the Expenditure Type (LOV).

Note: The list of expenditure types and their descriptions may be found in the Discoverer report IS.FM_GA Expenditure Types. Log on to Discoverer (you must have the ODS Specialist IS responsibility) to view this Discoverer report.

Only expenditures (E in PTAEO) that are included on the Allowed Cost Schedule (ACS) related to the Award you have selected will appear using the LOV in the Expenditure Type field.

If the expenditure type you selected has been restricted by Transaction Controls, you will receive an error message when you save.

Transaction controls apply to all grant and contract projects established on 03-JAN-05 or later.
Transaction controls prevent the charging of certain expenditure types (E in PTAEO) to a grant or contract, which would typically not be an allowable direct charge.
Transaction controls are used as a way of improving University compliance with sponsor and federal requirements.

8. Use the LOV (Ctrl L) to default in Non-Labor Resource. This is system defined according to the expenditure type ("E") you have chosen.

9. Use the LOV (Ctrl L) to default in Non-Labor Org. This is system defined according to the expenditure type ("E") you have chosen.

10. Enter the quantity ($ amount) of the expenditure.

A credit is a negative number (i.e. -2000).
A debit is a positive number (i.e. 2000).

11. Enter comments. This field is free-form text and allows for 240 characters. Certain audit information must be recorded here.

Retro Number (For Grants & Contract Awards only if the transaction date is over 90 days old)
Expenditure Item Date
Transfer Date
Transaction Number
Reason for transfer/correction

Refer to:

Accounting Services Department

Grants and Contracts (OSP)

The comment field can be used for reporting purposes within Discoverer.

12. Save your work.

Goto task #6 When entering more than one transaction for the same incurred by org go to the next available record in the Expenditure Items region and repeat steps 12-20.

Goto task #4 When entering more than one transaction for different orgs go to the next available record in the Expenditures region and enter the organization number in the organization field then

There is no limit to the number of incurred by orgs or line items you can create.

13. Return to the Expenditure Batches window by closing the Expenditures window.

Note: Check to make sure that your batch running total = 0.

Note: Some schools and departments require a review of Actual Expenditure Batches before submission to Accounting Services and Office of Sponsored Programs for final review and approval. In those cases, the Batch Creator would save the batch then notify the viewer (i.e. E-mail, phone etc.) that a batch or batches have been created and ready for review.

14. Select [Submit] on the Expenditure Batches window.

You will not be able to submit if your control and running totals are not equal.

End of activity.

Effective: 08/18/04

Revision: 07/14/08 mr

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