I. Title
Cost Transfers to Grant Project ID’s Procedure
II. Objective
All costs applicable to a sponsored activity should be correctly recorded in a timely fashion to the appropriate project ID. Delays or errors in expenditure processing and subsequent cost transfers can affect invoicing and payments received from sponsors, potentially leading to disallowed costs or damage to sponsor relationships.
III. Scope
This procedure is applicable to grant sponsored projects.
IV. Procedure
A. General Guidelines
- Transfers of cost to, from, or between sponsored projects can be made to correct bookkeeping or clerical errors in original charges.
- Transfers must be requested as soon as possible and supported by documentation containing an explanation of the error (with transaction number references) while following award terms.
- Transfers to other sponsored projects to meet deficiencies caused by overruns or other fund considerations are not acceptable justifications.
B. Roles and Responsibilities
- Principal Investigator (PI):
- Ensures compliance with this procedure.
- Identifies expenses requiring Cost Transfer.
- Retains hard copies of all related documentation according to record retention regulations.
- Ensures all personnel in the financial administration of grant accounts are familiar with this procedure.
- Office of Grant and Contract Services (OGCS):
- Reviews and approves cost transfers.
- Assists in interpretation and implementation, including reviewing explanations for transfers crossing the ninety-day lateness threshold.
- Provides training to PI and department personnel for repeated transfers and informs administrative personnel where appropriate.
- Grant Accounting:
- Makes necessary adjustments or entries into the UT Share accounting system.
C. Requesting Cost Transfers
Requests involving Project ID’s should be emailed to the OGCS Post Award Grant and Contract Specialist or to postaward@uta.edu for approval. Correspondence must detail the request, provide a detailed justification (more descriptive than just “correction of error”), and identify the projects involved. If approved, OGCS forwards it to the Office of Grant Accounting for the UT Share system entry.
Higher Scrutiny: All cost transfers more than ninety days after identification require more extensive justification and approval from the Assistant Vice President of Research & Innovation or the Director of Grant and Contract Services.
D. Payroll Corrections
Payroll corrections identified through the payroll confirmation process normally require a subsequent payroll adjustment. These are completed by changing the individual’s appointment via an e-Form through the normal accounting system appointment process.
V. Definitions
- Cost Transfer: A transfer of costs to, from, or between Project IDs for a charge previously recorded elsewhere.
- Examples: Transferring pre-award costs from a departmental Cost Center, correcting clerical errors, reallocating effort expenses based on confirmed actual effort, or reallocating previously charged shared services.
VI. Relevant Federal and State Statutes
- 2 C.F.R. § 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
VII. Relevant UT System Policies, Procedures and Forms
- Guide to Allowable Costs
- UTA Policy RA-PO-06 Distribution of Indirect Cost Recovery Policy
- UTA Procedure RA-PR-05 Allowable Cost Procedure
VIII. Who Should Know
Employees involved in grant sponsored projects.
IX. UTA Office(s) Responsible for Procedure
- Responsible Officer: Vice President for Research & Innovation
- Sponsoring Department: Office of Grant & Contract Services
X. Dates Approved or Amended
February 7, 2023
XI. Contact Information
- General Inquiries: ogcs@uta.edu
- Policy Errors/Changes: policysite@uta.edu