Effort Reporting SystemEffort Reporting SystemCost Transfer DemoCost Transfer Demo

A step-by-step guide to A step-by-step guide to doing cost transfers doing cost transfers

(retros) in ERS.(retros) in ERS.

When to do retros in ERSWhen to do retros in ERS

You will need to do cost transfers in You will need to do cost transfers in ERS only if the payroll period ERS only if the payroll period affected has been loaded and affected has been loaded and initiated in ERS.initiated in ERS.

If the period has not been loaded and If the period has not been loaded and initiated, then the retros will be done initiated, then the retros will be done in the regular retro system and fed in the regular retro system and fed into ERS with the payroll.into ERS with the payroll.

Multiple Cost Transfers in ERSMultiple Cost Transfers in ERS

If you have multiple cost transfers for one If you have multiple cost transfers for one person for the period, you need to person for the period, you need to combine them and do them all at once. combine them and do them all at once. Each form can accommodate only one cost Each form can accommodate only one cost transfer.transfer.

If you have done a cost transfer and If you have done a cost transfer and discover the form needs to be pre discover the form needs to be pre reviewed again, you will need to redo the reviewed again, you will need to redo the first cost transfer.first cost transfer.

Select the effort form to be pre reviewed.Select the effort form to be pre reviewed.To add the new account, click on Add Account button at top.To add the new account, click on Add Account button at top.

Input as much information as you have to find the account.Input as much information as you have to find the account.If you know the account number, that’s all that will be necessary.If you know the account number, that’s all that will be necessary.

Click on Continue (DO NOT HIT ENTER) when you are done.Click on Continue (DO NOT HIT ENTER) when you are done.

On this screen, click on the Account drop down box arrow.On this screen, click on the Account drop down box arrow.When you have found the correct account from the drop down menu, When you have found the correct account from the drop down menu,

click on Add Account (DO NOT HIT ENTER) to add it to the effort form.click on Add Account (DO NOT HIT ENTER) to add it to the effort form.

You can input the transfer as $ or as % (click on the input as % button.)You can input the transfer as $ or as % (click on the input as % button.)$ will generally be more accurate since this is averaged over 6 months. $ will generally be more accurate since this is averaged over 6 months.

Enter the debits (as a positive) and the credits (as a negative.) Enter the debits (as a positive) and the credits (as a negative.) Click on Proceed (you need to be in “input as $” to proceed.)Click on Proceed (you need to be in “input as $” to proceed.)

Here you are entering the cost transfer for the entire current ERS period.Here you are entering the cost transfer for the entire current ERS period.

On the Define Cost Transfer Screen, input the start date and end date for On the Define Cost Transfer Screen, input the start date and end date for the cost transfer and then click on Proceed.the cost transfer and then click on Proceed.

You cannot cross ERS periods.You cannot cross ERS periods.

To add accounts, select the account from the drop down menu To add accounts, select the account from the drop down menu and then select the natural account. Click on Add Account.and then select the natural account. Click on Add Account.

This has to be done for each pay period affected. This has to be done for each pay period affected. This will provide you with debit and credit lines for each account.This will provide you with debit and credit lines for each account.

Enter the detail of the cost transfer in the debit and credit columns Enter the detail of the cost transfer in the debit and credit columns provided for each pay period. The amount to be defined shows at the top provided for each pay period. The amount to be defined shows at the top of the page and is reduced as you enter. It must all be defined and you of the page and is reduced as you enter. It must all be defined and you

must enter a reason at the bottom before you can hit Proceed.must enter a reason at the bottom before you can hit Proceed.

This is the screen that will feed the details to our retro system and TAMS.This is the screen that will feed the details to our retro system and TAMS.

Review the summary screen and if it is correct, hit Proceed. If you want Review the summary screen and if it is correct, hit Proceed. If you want to print or save and Adobe copy, click on Print Form before you Proceed.to print or save and Adobe copy, click on Print Form before you Proceed.

Once you hit Proceed, the pre review of the form will be complete.Once you hit Proceed, the pre review of the form will be complete.

The Pre Review screen now contains information on the cost transfer, The Pre Review screen now contains information on the cost transfer, including a link to the detail and a notation on whether it has been including a link to the detail and a notation on whether it has been exported. If the change involves sponsored accounts, it won’t be exported. If the change involves sponsored accounts, it won’t be

exported until approved by the Office of Research.exported until approved by the Office of Research.