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

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

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Example #1 - the Journal Entry Request would be:

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Con’t example #1 :

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Con’t example #1 :

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Con’t example #1 :

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Con’t example #1 :

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enter info for one of the 2, not both.

Con’t example #1:

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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 #40254000

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Con’t example #2:

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Con’t example #2:

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Con’t example #2:

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

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Con’t- example #3: Transfer of Funds

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Con’t- example #3: Transfer of Funds

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Con’t- example #3: Transfer of Funds

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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

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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.

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CSU# for transferring funds

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