This article contains instructions for the preparation of transfer journals to fund over-the-cap salary expenses on sponsored projects.
Transfer journals are used to move funding from one chart string to another using 80000 series account codes. While transfer journals cannot be entered for funds in the 600 range (grants or sponsored projects), they may be used for cost sharing transfers.
To offset the expenses incurred on the Fund 192 for a sponsored project, it is recommended that departments transfer funds from cost sharing sources into the sponsored project chart string on a timely basis, at least once per year, and specifically before fiscal year-end or the project end date, whichever is earlier. You can do this by assessing the funds needed with Cognos report GL068 and by initiating transfer journals to move the funds.
Step 1
You can determine the amount needed to be transferred to cover the Over the Cap Commitments by running the GL068 Financial Summary report for the Project(s) and Fund 192. This report will show the amount of cost sharing incurred and any transfers as of the run date of the GL068.
Step 2
Create an Actuals Journal to transfer the funds to cover the expenses and encumbrances on the Fund 192 account.
The actuals journal can include a separate line for each project and a single line for the totaled amount to charge to the department. Best practice is to use this journal for 15 lines or less; however, there are no limitations.
You may use Journal Spreadsheet upload for bulk entries. See the link in the See Also section below.
Navigation: Navigator > NU Actuals Journals >Add/Update Actuals Journals > Add a New Value
- Select Transfer Journal.
- Select Create Journal.
- Review the Notes and Journal Rules prior to entry and submission. Verify the appropriate accounting date for your transaction; the default is set to the current
- Enter a reason and description, include Department ID, Fund and Fiscal
- Enter the chart strings involved in the transfer of funds. Refer to Recommended Transfer Accounts
- Attach additional supporting documentation, as
- Click Save & Submit.
You can track the status of your entry via the Workflow link in the header of the journal.
Note: If you receive an error when trying to submit, the account code may not be open on the grant budget. Contact ASRSP for resolution.
Departments must verify that the actuals journal was successful and processed. Use the GL005 Summary Budget Status report for Fund 192.
Cost Sharing Fund reference
See Also:
For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 7, or consultant@northwestern.edu.