Journal Upload -- Cost Transfer Journal Voucher Instructions

(UPDATED NOVEMBER 2005)

A Cost Transfer Journal Upload Voucher is used to record entries to correct and adjust non-payroll transactions on RX Cost Centers. Charges to RX Cost Centers originating from a department that provides services, supplies, etc. should be recorded on an Interdepartmental Invoice Journal Voucher form.

Do Not Use this Form to adjust salary transactions (70100 through 70400 series of accounts). Use the payroll journal voucher, 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.

1. Go to Website http://financialaffairs.georgetown.edu/forms.html.
2. Click on the link “Sponsored Research Cost Transfer Upload” in the “Upload Spreadsheets” section. The screen will ask you what you want to do with the file: Save it or Open it. Click  “Open” followed by “Okay”. You will then get a Macro warning – click “Enable” macro.
3. The screen will then show a Cost Transfer Form. Enter the today’s date. Enter your Journal ID (10 characters).  Journal ID: The Journal ID number will be created using your operator ID, the fiscal year, and then sequential numbering.  Example:  JLRF030001, JLRF030002, etc.
4. 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.
5. Explanation of Entries: A clear and complete explanation of the entries must always be provided on the cost transfer form.  Additional information is required for transfers with codes 1, 3, and 99.
6. 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 on the form for transfers over 120 days to explain why the transfer was processed after 120 days. CTFs that do not have an explanation for late transfers will be returned to the sender.
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. Transaction Identifier:   The journal ID that is listed on the Center Status Report (CSR) for the line transaction.
9. Date of Original Transaction: The journal date that is listed on the Center Status Report (CSR) for the line transaction.
10. Elapsed Days:  The number of days from original date of transaction is calculated automatically.  If this number is 120 days or greater, an explanation is required for why the transfer is late.  See #6 above.
11. 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	Redistributed charges to dept accounts (rent, copier, fax, telephone, van, utilities, 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)

12. Amount: Record the amount in dollars and cents.
13. Debit, Credit: Fill in with valid Account and Cost Center numbers. The Sub-Class codes are values available for future use.
14. Press the Finish Button to continue to #15.  If errors are detected, fix those and click YES to any messages about existing files.
15. Prepared By: The preparer should print their full name, department name, campus address or location, telephone extension, and date of preparation. 
16. 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.
17. Completed Form:  When you have completed the entire form, select the “Finish” button a second time. If errors are detected, fix those and click YES to any messages about existing files. The spreadsheet will be saved to your PC under C:\Temp\.The file will be named by the {journal id} assigned and today’s date (the date you complete it).Example: JLRF030001-072103.
18. Send: Forward the original paper copy and electronic cost transfer form to the Department Administrator for review and approval.  The department administrator will send the electronic upload form to the Sponsored Accounting Office  mailbox for processing.  The original cost transfer form and supporting documentation should be sent to Sponsored Accounting, 2121 Wisc. Ave, NW.
19. Keep a journal voucher copy and all supporting documentation as your reference copy. 
20. The department administrator should email the electronic file to SAOCTF@georgetown.edu for upload.