Prior Year Cost Transfer Procedure
Please note:
This policy applies only to prior year salaries posted to the wrong cost
center. It applies only for salaries posted in our legacy system. All
other transfers of salary charges occurring after conversion are to be done as a
retroactive distribution in PeopleSoft. This procedure does NOT apply to state
appropriated funds or AEF funds.
In order to create a payroll cost transfer for charges posted to the
incorrect FLAIR/SAMAS account prior to July 1, 2004, the departmental
administrator must prepare and send to your respective C&G office for approval a
spreadsheet journal entry in order to move the salary and fringe benefits
charges from one cost center to another. In
addition, a letter addressed to Vice President Ed Poppell and signed by a dean,
director or department chairperson must be sent to your C&G office
explaining the reason for the cost transfer and what process will be put in
place to prevent future cost transfers. The letter should also contain the
following detailed information regarding the cost transfer:
- Individual’s name
- employee ID
- pay amounts and benefits to be transferred
- pay period
- original transaction dates
PeopleSoft provides a means to upload an Excel spreadsheet to create the journal entry for the cash transfer. Please use the following Excel spreadsheet:
journal-entry-template.xls
The spreadsheet should be saved with a name to mirror the Journal ID and
emailed:
to Contracts & Grants at costtransfers-py @ admin.ufl.edu
or for
Engineering projects at pycosttransfers @ eng.ufl.edu
or for IFAS projects at paycostxfer @ ifas.ufl.edu.
Data entry may be completed on the spreadsheet using chartfield values as described below. Please do not add or delete any columns.
Required Chartfield Input Columns:
| Column | Entry |
| B. | Unit is UFLOR (all CAPS) |
| C. | Ledger is ACTUALS (all CAPS) |
| D. | Dept ID is the 8 digit department ID. |
| E. | Fund is the 3 digit fund ID. |
| F. | Program is the 4 digit program ID. |
| G. | Account is the salary account affected by the transaction. |
| H. | Source of funds is required ONLY for funds: 171, 201, 209, 910. |
| I. | Budget Reference is CRRNT (all CAPS). |
| J. | Department Flex is required ONLY for funds: 131, 143, 192, 251, 301, 331, 901. |
| M. | Project Unit is required for Sponsored Research funds (201, 209, 211, 212,
213). Use GRANT (all CAPS). |
| N. | Project is the 8 digit project
number. This is only required for Sponsored Research and Construction funds. |
| O. | Activity is 1 for Sponsored
Research. |
| S. | Analysis is required for all revenue and expense lines for
transactions with projects. Use GLE for salary accounts (all CAPS). |
| U. | Amount is the dollar amount of the transfer. (debit amount is positive, credit amount is negative). |
| V. | Budget date is the date of the entry. |
| X. | Description is required for each
line. For example: TO chartfield string, FROM chartfield string. |
Required Header Information:
| | Entry | Answer | Value |
| 1 | Business Unit | UFLOR | Always "UFLOR" |
| 2 | Journal ID | | Format: ABCYYMMNNN (ABC is dept name, YY is calendar year, MM is calendar month, NNN is sequence number) |
| 3 | Journal Date | | Format: MM/DD/YYYY |
| 4 | Ledger Group | ACTUALS | Always "ACTUALS" |
| 5 | Source | UPL | Always "UPL" |
| 6 | User ID | | UFID of Preparer |
| 7 | Transfer Reason | | Short statement of reason for transfer |
Mapping from FLAIR organization codes to PeopleSoft cost center chartfield values is available in PeoplesSoft by navigating to:
Bridges Transition ->
FLAIR Org Mapping.
Mapping from FLAIR object codes to PeopleSoft accounts is available in
PeopleSoft by navigating to:
Bridges Transition ->
FLAIR Object Code Mapping.
A list of valid chartfield values can be searched by navigating to:
Set up Financials Supply/Chain ->
Common Definitions ->
Design Chartfields ->
Define Values ->
Chartfield Values
Additional information including required ChartFields for Funds is also located at http://www.bridges.ufl.edu/transition/chartfield.shtml.
If you have any questions, please contact Main C&G 352-392-1235, Engineering C&G 392-6626, or IFAS C&G 392-2356.
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