Revised: July 1, 2007
Also refer to Signature Authority Policy
Table of Contents
Expenditure Transfer Policy
Expenditure Transfer Defined
Budget Transfers Defined
Why Expenditure Transfers are Used
Fully Documented Defined
Expenditure Transfer Deadlines
Responsibility for Posting Expenditure Transfers
When Expenditure Transfers are Posted
Expenditure Transfer Procedure
Information Available on the Internet
The University will post all allowable expenditure transfers to University accounts provided the transfer requests are timely (see below) and complete.
An expenditure transfer is an after-the-fact reallocation of an expense. Expenditure transfers may be for expenses or salary (called salary redistributions). Expenditure transfers affect the "YTD Activity" column in Banner (FGIBDST).
Note: Expenditure transfers are different from budget transfers. Budget transfers are used to reallocate budget dollars whereas expenditure transfers reallocate expenses. Budget transfers must be submitted to the Budget Office for processing.
Budget transfers are used when departments want to move budget dollars. Budget transfers affect the "Adjusted Budget" column in Banner (FGIBDST).
Typically expenditure transfers are requested for a number of reasons:
- To correct errors (i.e., incorrectly charged expenses, cost overruns or disallowed costs for sponsored programs, to correct pro/corporate card postings, etc.).
- To properly allocate expenses related to a sponsored program or construction project paid in advance of Banner account establishment.
- To allocate expenses to accounts that specifically benefit from those charges (i.e., indirect costs, etc.).
To be allowable, expenditure transfers must be timely, fully documented, conform to allowability standards and have appropriate authorizing signatures. In general, the University will only transfer costs that do not violate generally accepted accounting principles, sponsorship agreements (grants, contracts, etc.), or donor intent.
An explanation and supporting documentation explaining why the transfer is needed.
The deadlines for expenditure transfers are as follows:
|Quarter Ending||Transfer Deadline|
|September 30||October 15|
|December 31||January 15|
|March 31||April 15|
|June 30||See year-end calendar
Note: It is important that business managers review their budgets on an ongoing (at least monthly) basis.
The determination of who posts the transfer depends upon the type of transfer:
|If transfer type is...||Then...|
|Operating expense transfer||Financial Reporting (Stockton campus) or Business Office (San Francisco and Sacramento campuses)|
|Salary redistribution||Payroll Department at Stockton campus.|
The transfer is posted as soon as the properly completed documentation is received. Please allow ten business days.
Follow the procedure below to transfer an expenditure:
|1||Department determines that an expenditure transfer is needed.|
|2||The form used depends upon the transfer type:|
|If transfer type is...
|Operating expense||Complete Journal Entry form|
|Salary redistribution||Complete a Recruitment/Authorization/Change form (Faculty and Staff) or an Employment Authorization/Change form (Student and temp casual employees). Both forms are available in Human Resources.|
|8500 transfers||Contact the Budget Office for additional information on 8500 transfers.|
|Note: Both forms must contain an explanation, supporting documentation, and approval by two individuals having responsibility for the accounts charged.|
|3||Responsibility for processing depends upon the transfer type:|
|If transfer type is...||Then...|
|Operating expense||Financial Reporting processes the journal entry.|
|Salary redistribution||Payroll Department process the redistribution once the appropriate form (see above) is approved by Human Resources Department and Budget Office.|
|8500||Budget Office processes 8500 transfer.|
Expenditure Authorization Policy.
The following forms are available on the Internet at http://web.pacific.edu/x8084.xml:
- Journal Entry form
Contact the following for additional information:
|If the transfer type is...||And...||Then...|
|Operating expense||Sponsored program||Sponsored Programs Office|
|Operating expense||Not sponsored program||Financial Reporting|
|Salary redistribution||Sponsored program||Sponsored Programs Office|
|Salary redistribution||Non sponsored program||Human Resources|