Expenditure Batch Comment Examples

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

Distribution

Comptroller

GM Administrator

GM Billing Specialist

GM Setup Specialist

GM OSP Setup Specialist

GM Award Manager

GM Project Manager

GM Transaction Specialist

Expenditure Batch Comment Examples

EID (Expenditure Item Date): DD-MMM-YY, TD (Transfer Date): DD-MMM-YY, Trans # (Transaction Number): ________, enter reason for transferring cost (i.e. Misallocation of costs, transposition error, service provider error; ... correcting an error in the original… Expenditure Type / PTA /PTAE / PTAEO/Task or Organization)

*For Grant and Contract Awards (Sponsored – G Awards) add Retro Number (Supplied by OSP) if the original transfer date is more than 90 days old. (Example) Retro Number: AB-xxxxxx-xxx (Place retro number as first item in the comment field)

*Request a retro number from OSP prior to creating the cost transfer.

Refer to http://www.virginia.edu/finance/polproc/proc/8-21.html

Refer to http://www.virginia.edu/finance/polproc/proc/8-20.html

*In cost transfer batches involving a “G” project in the debit (charging) side of the transaction an explanation is required as to the “allocation” of the costs to the project. Explanations must relate to the technical goals of the project and/or the specific use of the items charged. For travel and student support costs, include the name of the person, travel destination and purpose of travel, when applicable.

Note: The expenditure item date on the expenditure line must be the same as the original Expenditure Item Date on the report and in the comment.

P-Card Charges

*If you missed the window of opportunity to correct P-Card charges in AP you will need to due a cost transfer to correct the "PTAEO":

EID (Expenditure Item Date): DD-MMM-YY, TD (Transfer Date): DD-MMM-YY: ________, Trans # (Transaction Number): ________, redistributing P-Card charges to the correct… (Expenditure Type/PTA /PTAE / PTAEO/Task or Org).

*For Grant and Contract Awards (Sponsored – G Awards) add Retro Number if the original transfer date is more than 90 days old. Follow procedures as stated above for Retro Numbers.

Re-charge Operations (Internal Service Providers)

Type of charge (i.e. testing/analysis of protein samples) for the month of MMM-YYYY

Type of Service performed by _____________ for _____________ on DD-MMM-YYYY

Note: OSP may require the exact date of service to be entered in the Expenditure Item Date field or the last day of the billing period.

Surplus Property

Sales surplus property, Name of Item on DD-MMM-YYYY sold to Department Name.

Effective: 03/30/09

Revision: 4 dhw5y

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