A cost correction approval request can occur in one of three areas, either through the Services Portal, Workday, or Oracle Cloud. The approval notification is based on the source of the cost correction request.  Listed below are the three different ways a cost correction approval can route to an approver:

• Services Portal Approvals: Most requests will occur directly in the Services Portal when an initiator requests a cost correction through the Cost Corrections Request form.
• Workday Approvals: Any labor-related cost correction will occur in Workday when an initiator requests a Payroll Expense Cost Correction (PECC). PECCs that include a target project number require approval.
• Oracle Approvals: Some project-to-project cost correction approvals will take place directly in Oracle Cloud. This will occur when the Project-to-Project Cost Transfer process is completed.

This document is intended for Cost Correction approvers to help with Cost Correction Requests.

• Regardless of the source of the transfer request, approvers will receive email notifications when they need to take action.
  • For Workday approval requests, approvers will only receive an email if their Workday notifications are configured to receive emails.

Terminology

• Source Project Number: The Project Number associated with where the cost currently exists and requires transfer.
• Target Project Number: The Project Number to which the cost is transferring.
• Target Organization: The Organization to which the cost is transferring.

Approval Workflow

• All transfers require approval from the target project’s Project Manager (PM) or the target organization’s Organization Financial Manager (OFM).
• If the target project is for IADF, no additional approval requirements are needed after the Project Manager’s review.
• If the target project is for a Sponsored Award, URA will review the transfer request.  Depending on the age of the transaction, this may require two levels of approval.
  • Level 1: Review for allowability and justification
  • Level 2: Required for transactions over 90 days
• If the target project is for Capital Projects, it will require review from the Central Capital Projects team.
  • PECCs with target projects that are capital projects do not require review from the Capital Projects team, only the target project’s Project Manager.

Project Manager Approval Checklist

• Confirm that the following questions are answered:
  1. How did the error occur? OR What is the reason for the transfer? (for PECCs requests ONLY)
  2. Why is the expense appropriate for the account being charged (How does the cost benefit the project's purpose?)
  3. Why is the transaction beyond 90 days since the original charge was made (if applicable)?
• Review allowability and justification for cost transfer.
• Ensure the project has the appropriate funding to support this cost.
• Confirm that the POETAF strings are correct and appropriate for this transfer.

Organization Financial Manager Approval Checklist

• Confirm that the following questions are answered:
  1. How did the error occur?
  2. Why is the expense appropriate for the account being charged (How does the cost benefit the project's purpose?)
  3. Why is the transaction beyond 90 days since the original charge was made (if applicable)?
• Review allowability and justification for cost transfer.
• Ensure the organization has the appropriate funding to support this cost.
• Confirm that the COA strings are correct and appropriate for this transfer.
• IMPORTANT: If the cost correction amount is more than $50,000 then additional approval may be required by the Entity Financial Manager (EFM).

IADF Approval Checklist

There are no additional approvals for Project-to-Project cost transfer requests.

Level 1: Review for allowability and justification

• Confirm that the following questions are answered:
  • How did the error occur? OR What is the reason for the transfer? (for PECCs requests ONLY)
  • Why is the expense appropriate for the account being charged (How does the cost benefit the project's purpose?)
  • Why is the transaction beyond 90 days since the original charge was made (if applicable)?
• Review for allowability and justifications for all cost corrections involving USP projects

Level 2: Required for transactions over 90 days

• Review for allowability and justifications for all cost corrections where the original transaction is 90 days or more in the past.

Capital Projects Approval Checklist

NOTE: Not required for PECCs.

• Confirm that the following questions are answered:

• 1. How did the error occur?
  2. Why is the expense appropriate for the account being charged (How does the cost benefit the project's purpose?)
  3. Why is the transaction beyond 90 days since the original charge was made (if applicable)?

•  Review request to make sure the transfer aligns with the project and task.