Cost Transfers (GL Expense Transfers)

Purpose This session is designed to provide an overview of cost transfers (GL expense transfers) and its application at Augusta University. Read as is.

Objectives Purpose of cost transfers (GL expense transfers) Different types of cost transfers (GL expense transfers) What, how and who to submit cost transfers (GL expense transfers) This session will detail the purpose of cost transfers; provide an overview of the different cost transfer types and discuss the ‘what’, ‘how’ and ‘who’ of cost transfer submissions.

Agenda Purpose of cost transfers (GL expense transfers) Accounts Payable and PCard - 700000 & 800000 budgetary account codes Travel - 600000 budgetary account codes Uploads v. paper Query criteria AP Upload Example Travel Upload Example Personal Service Upload Example Read As Is.

Purpose of cost transfers (GL expense transfers) To correct any part of the chart field combination (CFC) i.e. Account code, Fund, Department, Program, Class or Project. To move an expense to an alternate CFC. The purpose of cost transfers is to either make corrections to or move expenses to and/or from Chart Field Combinations.

Accounts Payable, PCard, 700000 & 800000 budgetary account codes Can be submitted as an upload or paper cost transfer. Both forms can be found on the Financial Accounting and Reporting website https://www.augusta.edu/finance/controller/financial-accounting/ Budgetary Accounts such as Accounts Payable and Pcard can be submitted as an email using the upload spread sheet or as a paper cost transfer form. Both forms can be found on the Controller’s Division webpage.

Accounts Payable, PCard, 700000 & 800000 budgetary account codes (cont’d) A completed paper cost transfer can be found on the Financial Accounting and Reporting website - How Do I? under View a Sample Form https://www.augusta.edu/finance/controller/financial-accounting/finacctg_howdoi.php

This is a copy of the paper cost transfer from and example of how it should be completed.

The Budget Transaction Detail report or query can be used as backup. Accounts Payable, PCard, 700000 & 800000 budgetary account codes (cont’d) The Budget Transaction Detail report or query can be used as backup. 120_GL_JOURNAL_LIKE_CFC is a good query to use. Authorized Signature should match what is on file with Financial Information Systems and Reporting. Person preparing cost transfers name should be legible, i.e. printed, and a contact number. Back up information such as The Budget Detail Report or Query information should be submitted with the Cost Transfer request. It should have appropriate authorized signatures and contact numbers.

Travel 600000 budgetary account codes Travel, account codes that begin with a 6, need the employee Id. Per Diem and Fees, account codes that begin with 751 and 752 need vendor Ids. The employee and vendor Ids are used as the Open Item Key. These accounts are required to be reported to the Georgia Department of Audits by employee and vendor. When submitting cost transfers for Travel expenses, the employee id or vendor id are required for State reporting purposes.

Travel 600000 budgetary account codes (cont’d) The Budget Transaction Detail report or query can be used as backup. 120_GL_JE_LIKE_CFC_OPEN_ITEM is a good query to use. But this query will only pull account codes that have open items populated. Account codes like 714100 will not pull on this query. The query will only pull 6%, 751%, and 752% account codes. The Budget Transaction Detail Report or Query information can be provided as back up for Travel cost transfers.

Uploads v. Paper Any cost transfer that is more than 10 lines will need to be submitted to financialcal@augusta.edu as an upload. Uploads save departments time and help limit keying errors. Queries downloaded to Excel and used for the upload. Approval can be via email, with a simple reply from the individual who is authorized to sign. Cost Transfer that require more than the 10 lines provided on the cost transfer form should be sent on an upload spreadsheet and emailed to financialcal@grul.edu. Approvals can be in the form of an email response.

Query Criteria Here is an example of how the query, MCG_GL_Journal_Like_CFC ,is used.

AP Upload Example 120_GL_JOURNAL_LIKE_CFC Query Account Fund Dept Program Class Bud Ref Project Ref Line Descr Sum Amount Year Period Journal ID Date Long Descr 727110 10000 30300010 16200 11000 2013 00921374 ACCUDATA 104.12 1 AP00074596 7/10/2012 AP Accrual 714102 15400 00926062 NASFAA 1,519.00 2 AP00075363 8/1/2012 Query modified to use as an upload. JE amount column added as well as the CFC that the expense are being moved to, i.e. GCHCAF00100. Account Fund Dept Program Class Bud Ref Project JE Amount Ref Line Descr Sum Amount Year Period Journal ID Date Long Descr 727110 10000 30300010 16200 11000 2013 (104.12) 00921374 ACCUDATA 104.12 1 AP00074596 7/10/2012 AP Accrual 714102 15400 (1,519.00) 00926062 NASFAA 1,519.00 2 AP00075363 8/1/2012 20070 62030 GCHCAF00100 Here is an example of an AP upload. The query information was downloaded to excel and then modified to be used as an upload spreadsheet.

Travel Upload Example 120_GL_JE_LIKE_CFC_OPEN_ITEM Query Account Fund Dept Program Class Bud Ref Project Open Item Key Ref Line Descr Sum Amount Year Period Journal ID Date Long Descr 641110 10000 30300010 16200 11000 2013 999999 00957198 Craft 11/29/12 Athens GA 51.410 6 AP00078457 12/5/2012 AP Accrual 641160 00958226 D265570_CRAFT_112812 41.680 AP00078577 12/10/2012 00975786 CRAFT_022013_STATEWIDE 65.000 8 AP00080173 2/21/2013 Query modified to use as an upload. JE amount column added as well as the CFC that the expense are being moved to, i.e. GCHCAF00100. Account Fund Dept Program Class Bud Ref Project JE amt Open Item Key Ref Line Descr Sum Amount Year Period Journal ID Date Long Descr 641110 10000 30300010 16200 11000 2013 (51.41) 999998 00957198 Craft 11/29/12 Athens GA 51.41 6 AP00078457 12/5/2012 AP Accrual 641160 (41.68) 00958226 D265570_CRAFT_112812 41.68 AP00078577 12/10/2012 (65.00) 00975786 CRAFT_022013_STATEWIDE 65.00 8 AP00080173 2/21/2013 20070 62030 GCHCAF00100 GCHCAF00400 Here is an example of a Travel upload. The query information was downloaded to excel and then modified to be used as an upload spreadsheet.

Questions/Answers

References Websites GRU Controllers Division https://www.augusta.edu/finance/controller/ USG BOR Policy Manual https://www.usg.edu/business_procedures_manual/ For additional information, please access the Controller’s Office webpage or the USG BOR Policy Manual.

Conclusion This concludes Cost Transfers (GL Expense Transfers) If you have any questions, you may contact Julie Wilson – juwilson@augusta.edu, 706-721-9179 Laura Craft – lcraft@augusta.edu, 706-721-6235 Barandy Brock – bbrock@augusta.edu, 706-721-2903 Andrea Bennett – anbennett@augusta.edu, 706-721-2136 Tania Harris – tanharris@augusta.edu, 706-721-2135 Thank you For any questions, please contact the listed Financial Accounting personnel. Thank you.