GJIM - Expenditure Transfers

This section explains the processes by which a user transfers expenditures from one cost center to another. Only one accounting transaction per ET can be transferred. These transactions must be posted in the same fiscal year and the total amount must be transferred. If only a portion of the amount needs to be transferred, then use the original cost center on the TO: line with the appropriate amount.

Only transactions with source codes of EB (E-Business Partners), GJ (General Journal), IO (Internal Orders), IR (ISIS Receipts), IS (ISIS Charges), ID (GA Tuition Waivers and Scholarship records from ISIS), and UP (University Procurement) can be selected to transfer.

How to Create an Expenditure Transfer

ETM (Expenditure Transfer Maintenance) provides the facility for viewing and creating expenditure transfers.

Step by Step Process

  1. Input "ETM" in the Command field; tab to the Action field and type "A" (add). Press Enter.
  2. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
  3. Press PF11 to access a pop-up window that displays transactions that can be selected to transfer. Enter the cost center in the CCC field and the year and month of the transaction in the YYMM field. Note: For sponsored or related cost share and Agri cost centers, you can select an expense from the previous fiscal year as long as the expense is within the same calendar year. You can also narrow the list of transactions by entering a category in the Category field. Press Enter.
  4. Once the list is displayed, select the transaction that you want to transfer by marking it and pressing Enter.
  5. The Description field, Effective Date field, Date Originally Posted field, Account field, the FR: Co Cost Center # field, Category field , and the Amount field will be populated with the information from the selected transaction. The Reference ID field is systematically formatted based on the source code of the original transaction
  6. The Effective Date field will default to the effective date of the originally transaction but is modifiable. This date must be in an open accounting period.
  7. Enter the To: Co Cost Center #. Up to twenty-five company cost center/category combinations can be entered if needed. The PF1 help key is available to select the cost centers. Agri coster centers with a project number of 0001 are not allowed to have expenses moved to them.
  8. Tab to the Category field and enter the appropriate category for the transfer. Salary and fringe benefit categories are not allowed except for the FBGATuit category, if appropriate.
  9. Tab to the Amount field and enter the amount that needs to be transferred to each of the cost center/category combinations. Use PF7 and PF8 to scroll up and down the list of entries.
  10. If desired, input a Pr (project) code.
  11. Press PF9 to document and/or justify the purpose of the transfer. Press PF10 to save.
  12. Press PF10 to save the expenditure transfer document. At this point, the new ET document number is added to the original transaction's accounting detail record to indicate that it has been transferred.
  13. A Warning Message will be given if the posted date of the original transaction is over 90 days and is being transferred to a sponsored program or required cost share cost center. A Cost Transfer Request form will be required by Research Accounting before the transfer will be approved.

How to Submit an Expenditure Transfer for Approval

ETTP is used to submit the transaction for review after it is created on ETM. Once this submission request is saved on ETTP, updates can no longer be performed on the document via ETM.

  1. Enter "ETTP" in the Command field, an "S" (submit) in the Action field, the ET Doc Number, and then press Enter.
  2. Press PF10 to submit the transaction to the TARGET chain for approval.
Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the ET record is posted to DART via a nightly batch job.

How to Find Expenditure Transfers

  • LDS - List Documents by Status, type, and effective fiscal year
  • LTRS - List Transactions for a Requestor, Status & Command
  • LDSB - List Doc by Status, BU, type, FY, date
  • LDCF - List Documents by Company cost center, effective Fiscal year

    • Using LDS to Find ETs

    LDS (List Documents by Status) displays documents for a specified status that can be narrowed down by document type and/or BU. This list is helpful to find "Open" documents that have been created, but not submitted for approval.

    While the cursor is in the Doc Status field in the banner, input "O" (open - has not been submitted for approval), "S" (submitted for approval), "A" (approved), or "R" (rejected). In the Doc Type field,enter "ET". Tab to the BU and enter the appropriate budgetary unit. Press Enter to display the list.

    Using LTRS to Find ETs

    LTRS (List Transactions for a Requestor, Status, and Command) displays documents for a specified requestor that can be narrowed down by status and command. This list is helpful to find pending (P),rejected (R), withdrawn (W), or effected (E) documents that have been created.

    While the cursor is in the Doc Status field in the banner, input "P" (submitted for approval), "E" (approved), "W" (withdrawn) or "R" (rejected). In the Command field,enter "ETTP" for expenditure transfers. Press Enter to display the list.

    Using LDSB to Find ETs

    LDSB (List Documents by Status, BU, and Type) displays documents for a specific effective fiscal year, document type, status, BU, and effective date. This list is helpful to find ETs for a budgetary unit based on the document status and date.

    While the cursor is in the Doc Status field in the banner, input "O" (open - has not been submitted for approval), "S" (submitted for approval), "A" (approved), or "R" (rejected). In the Doc Type field, enter "ET". Tab to the BU field and enter the appropriate budgetary unit. Press Enter to display the list.

    Using LDCF to Find ETs

    LDCF (List Documents by Cost Center, Fiscal Year, and Approval date) displays documents for a specific cost center by date approved. This list is helpful to find ETs for a cost center that have been approved.

    While the cursor is in the Doc Type field in the banner, type in "ET". Tab to the Co Cost Center field in the banner and type in the cost center and tab to the Date Approved field and type the appropriate date. Press Enter to display the list.

    Quick Tips

  • Press PF11 to find the expenditure that you want to transfer.
  • The system doesn't allow you to select a transaction that has already been transferred by ETM or has had an account code change by ACM.
  • If you only want to move a portion of the expense, then use the original cost center as one of the TO cost centers.
  • If you create an ET document and decide not to submit it for approval, you should delete the document on ETM with an action of "D". This will delete the document number from the original transaction.
  • Expenditure transfers that are being transferred to a sponsored program or related cost share cost center and are 90 days past the original posting date require a Cost Transfer Request Form (http://avcf.uark.edu/research.asp) to be signed by the Principal Investigator and the Dean's Office and submitted to Research Accounting before the transaction will be approved.

    • Please contact Cheryl Canfield at 575-7046 with the BASIS team with any questions.