Cost Transfer Journal Voucher Instructions

(Paper Form—EFFECTIVE OCTOBER 2003)

A Cost Transfer Journal Voucher is used to record entries to correct and adjust non-payroll transactions on RX Organizations. Charges to RX Organizations originating from a department that provides services, supplies, etc. should be recorded on a regular Journal Voucher form using the proper Source and Reference No. Codes.

1. Journal ID: The Journal ID number will be assigned when the journal voucher is processed in the accounting system. Keep a copy of the journal voucher for future reference and submit original to the Sponsored Accounting Office (SAO).
2. Date: Leave this section blank. The Sponsored Accounting Office will insert the date when processed.
3. Fiscal Year: During July and August, the appropriate fiscal year (ex: "FY1999", "FY2000", etc.) to which a transaction should be recorded is required.
4. Source: Leave this section blank. The Sponsored Accounting Office will insert the Source code when processed.
5. Reference No: This section has been completed as "CT" and indicates that the type of transaction is a Cost Transfer for sponsored accounts (RX Organizations).
6. Operator ID: Enter your HR network ID which is usually the same as your GroupWise ID. You can obtain your HR network ID by entering your last name in the network ID facility at the website: guweb/netid.
7. Line Description: Complete this section using no more than 21 characters. This line will appear on your accounting reports and is used to identify transactions. When appropriate, identify an adjustment, correction, reversal or transfer ("ADJ", "COR", "REV", "TRF") in the line description. For bank deposits, wires, charges, and transfers, include the date (MMDDYY) of the bank transaction.
8. Amount: Record the amount in dollars and cents.
9. Voucher Total: Enter the total dollar amount in the space at the bottom of the amount column. If the voucher consists of more than one page, write, "continued" in the voucher total space and enter the total for all pages on the final page. Complete the page numbers at the top left side of each page of the voucher. The Journal ID number on the first page of the journal voucher will be the Journal ID number for multi page vouchers.
10. Debit, Credit: Fill in with valid Account, Fund, and Organization (or Cost Center) numbers. The Sub-Class codes are values available for future use.
11. Fund: Enter the appropriate (numeric) fund code being charged. Note: Fund 10 equals "G", Fund 20 equals "R", Fund 30 equals "E", Fund 40 equals "L", Fund 50 equals "P", and Fund 60 equals "H".
12. Do Not Use this Form to adjust salary transactions (70100 through 70400 series of accounts) or record entries affecting equipment charges (76100 accounts for purchases >/= $2,500), or transfer encumbrances. Use the payroll journal voucher or equipment journal voucher form as appropriate. Do Not transfer pre-encumbrances or encumbrances on this form. Do Not make any transfers of fringe benefits or indirect costs on this or any other form. These adjustments will be made automatically by the system.
13. Reason Code: A Reason Code is required. Select a reason code from the table below and insert it in the box on the right hand column of the form next to the appropriate cost transfer. Costs incurred in one budget period may be transferred to a subsequent budget period within the same project period. Costs incurred in one budget year may not be transferred to any preceding period.

Code	Description of Reason Code	Code	Description of Reason Code
01	Data entry error (requires additional explanation)	07	Transposition error
02	Account error	10	Service Center charges to dept accounts (copier, fax, telephone, van, or VAX)
03	Administrative error (requires additional explanation)	11	Pre-award Costs (Sponsored Accounts Only)
04	Project related allocation (USE ONLY FOR SPONSORED ACCOUNTS)	12	To correct duplicate error
05	Continuation of sponsored funds accounts to subsequent period	13	Procard Reallocation
06	Transfer to general funds or discretionary account	14	Equipment Transfer
07	Transpostion error	99	Other (requires additional explanation)

14. Transaction Identifier:   The journal ID that is listed on the Center Status Report (CSR) for the line transaction.
15. Date of Original Transaction: The journal date that is listed on the Center Status Report (CSR) for the line transaction.
16. Explanation of Entries: A clear and complete explanation of the entries must always be provided at the bottom of the voucher or in an attached memo.  Addtional information is required for transfers with codes 1, 3, and 99).
17. Additional Requirement: For transfers after 120 days on Federally Funded Awards, an additional explanation must also be included. Transfer of costs on Federally Funded Awards should be made within 120 days of the original charge. An additional explanation must be provided at the bottom of the form for transfers over 120 days to explain why the transfer was processed after 120 days. FEDERAL AWARDS INCLUDE THE FOLLOWING SERIES (LAST THREE DIGITS OF ORGANIZATION # IS 001-399 (NIH), 400-599 (NSF), AND 900-999 (other government).
18. Prepared By: The preparer should print their full name, department name, campus address or location, telephone extension, and date of preparation.
19. Approved By: The journal voucher should be approved by the department head in the department or area of the University to which you report. If the preparer is the department head, then the preparer’s supervisor should approve the form. A preparer should not approve his or her own journal voucher. Use of a rubber stamp imprint of a department head’s signature is not appropriate.
20. Send: Forward the original completed journal voucher to the Sponsored Accounting Office for processing. Keep a journal voucher copy and all supporting documentation as your reference copy.