Office of Research and Sponsored Programs Journal Entry

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

Con’t example #1 : 6

Con’t example #1 : 7

Con’t example #1 : enter info for one of the 2, not both. 8

Con’t example #1: 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 9

Example #2: Expense transfer between projects It’s 3/13/14, Pro. Card Statement indicated PI wanted to charge to #40254000 10

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 For transfer of cash surplus or funds, answer only question #4 17

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

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 10 XXXXXX and 68 XXXXXX) • The last 3 digit in the account code (aka CSU#) is dependent on the Fund type. Use #670 XXX to debit the Fund that is giving the money and #570 XXX 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