Office of Research and Sponsored Programs Journal Entry Adjustment/Transfer Form Tuesday’s Grant Administration Training Session April 22, 2014 by Karen Lee

Types of Journal Entry Adjustments/Transfers I) Adjustment/Transfer for Expenses (costs): a- within the same project b- between different projects II) Transfer of Funds ($ money) a- internal funding (i.e. ORSP small grants) b- carryover funds to the subsequent year when a different project number assigned c- surplus > $10 that does not need to be reverted back to sponsor 2

Example #1 : Expense Transfer Within a Project It is 3/6/14, GA found 2 invoices that were recently paid and charged to the incorrect account code. 3

Example #1 - the Journal Entry Request would be: 4

Con’t example #1 : 5

6

7

8 enter info for one of the 2, not both.

Con’t example #1: 9 Must answer questions #1 & #2 Answer all 3 questions when the original transaction is over 90 days old at the time of J.E. request

Example #2: Expense transfer between projects It’s 3/13/14, ProCard Statement indicated PI wanted to charge to #

Con’t example #2: 11

Con’t example #2: 12

Con’t example #2: 13

Example #3: Transfer of Funds * GA’s gotten approval from sponsor to keep and use the surplus* 14

Con’t- example #3: Transfer of Funds 15

Con’t- example #3: Transfer of Funds 16

Con’t- example #3: Transfer of Funds 17 For transfer of cash surplus or funds, answer only question #4

Example #4- transfer funds within the same fund type, i.e. between SP & ST 18 When transferring $ within the same Fund type (ex- SP/ST), use “000” for the last 3-digit of the account code in both 670XXX & 570XXX.

Tips: When transferring expenses: Enter all the debit (where the expenses are going to) lines first, follow by the credit lines (where the expenses are moving from) Fill in the description; and reference either the journal line or voucher number of the original transaction. Answer both questions 1 and 2. Need to also answer question #3 if the original transaction being transferred was posted more than 90 days ago. When transferring funds: Other than money from the sponsor, we never transfer funds (add revenue from any other source) into an externally funded projects (i.e. project number between 10XXXXXX and 68XXXXXX) The last 3 digit in the account code (aka CSU#) is dependent on the Fund type. Use #670XXX to debit the Fund that is giving the money and #570XXX to credit the Fund that is receiving the money, where “XXX” is the destination fund (CSU#) * Use “000” when transfer funds in the same Fund type (note: SP and ST are the same Fund type * Use “491” for externally funded project (it’s when you do carryover funds to subsequent year when a new project number is assigned) * List of CSU# of all Fund types. – GAs/GSCs are recommended to consult with TSPA when submitting this type of JE request. 19

CSU# for transferring funds 20