Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources.

This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP.

• This process is only intended for Project-to-Project cost corrections to Project Number, Task, Award (contract number), or Funding Source.  If you need to initiate a Project-to-COA correction, COA-to-Project correction, or COA-to-COA correction, submit a Cost Corrections form via the Services Portal.
• This process is not intended for payroll (labor) related cost corrections.  To initiate a correction for payroll (labor) related expenses, the appropriate person must complete these steps in Workday through the Payroll Expense Cost Correction process.
• You cannot correct the cost on Project Cost charged to the expenditure type 19626-EQU: Equipment – University Owned. If you require a correction on expenditure type 19626-EQU: Equipment – University Owned, please submit a Cost Corrections Request.
• You cannot correct the cost Converted Project Cost. If you require a correction on Converted Costs, please submit a Cost Corrections Request.
• You cannot correct the Expenditure Type on a Project Cost Transfer. If you require an Expenditure Type change, please submit a Cost Corrections Request.

Terminology

• Credit Memo: A note in the system that the sponsor will be credited an amount in the next billing cycle.
• Invoiced: Outlines that the sponsor has been billed for this cost. Corrections to an invoiced project cost will result in a credit memo, and the sponsor will be credited on their next bill.
• Uninvoiced: Outlines that the sponsor has not been billed for this cost. Corrections to an uninvoiced project cost do not result in a credit memo.
• Source Project Number: The Project Number associated to where the cost currently exists and requires transfer.
• Target Project Number: The Project Number to which the cost is transferring.

 

 

1. Log in to Oracle Cloud ERP.
2. Select Projects and then choose Costs.

3. Select the Tasks icon and choose Manage Project Costs.

4. Select Advanced in the Search section. Enter applicable search criteria, this should be the project to which the charge is being removed. At a minimum, enter the search criteria listed below:
   1. Project Number: Enter the Source Project Number to which the project cost currently exists
   2. Transaction Source: Switch the search condition to Does not equal and select Workday
   3. Expenditure Type: Switch the search condition to Does not contain and enter 19626-EQU: Equipment - University Owned
   4. Expenditure Category: Switch the search condition to Does not equal and select IND: Indirect Expense
   5. Net Zero Item: Leave the search condition as Equals and select No
5. Select Search.

6. From the Search Results section, select the cost(s) requiring correction. You may select SHIFT to choose a consecutive list of costs or select CTRL to choose multiple options that are not listed in consecutive order.

Note: When transferring multiple costs, the target project details must be the same for all transactions.

7. Note the Transaction Number(s) for your records. Select Actions, choose Costing and then select either Transfer, Split, or Split and Transfer.
   6. Transfer: Use this option when a cost transaction requires a transfer from one project or task to another project or task
   7. Split: (only for single transaction cost transfer) Use this option when you need to split a cost transaction into two lines on the same project and task.
   8. Split and Transfer: (only for single transaction cost transfer) Use this option when you need to split a cost transaction into two lines to transfer one of the split lines to another project and task.

Note: You may get a prompt that says, “Adjusting an invoiced expenditure item can result in a credit memo being issued. Do you want to continue?” If you receive this prompt, this is because we have already invoiced this cost to the sponsor, and making this correction will result in a credit to the sponsor. If you do not see this warning, this means the cost is considered uninvoiced in the system and will not result in a credit memo.

8. Enter the project details to which the cost will be transferred. A transfer can be completed on the same project by entering the Project Number and then adjusting the Task Number, Contract Number, and/or Funding Source.  You can also complete a transfer to another project by entering the Target Project Number, Task Number, Contract Number, and Funding Source (in some cases, Contract Number and Funding Source will automatically appear). If completing the process to Split or Split and Transfer you will also enter the quantity on how you’d like the transaction to be split.

Note: If you are searching for an existing Project Number and the project does not appear, this is because the project is now closed, and a cost transfer cannot be made on the target project.

9. Select Submit.

10. As a requirement for the cost transfer process, you must enter the following details in the justification box:
    9. How did the error occur?
    10. Why is the expense appropriate for the account being charged (how does the cost benefit the target project purpose)?
    11. Why is the transaction beyond 90 days since the original charge was made (if applicable)?

11. Select Ok.

Project to Project Cost Transfers Approvals

Once submitted, the request will be sent to a series of approvers to ensure this is an appropriate transfer. Below are the approval requirements:

12. 1. IADF, Clinical Research, and Capital Projects will only require Project Manager Approval.
    2. Sponsored Research will require a Project Manager and URA Approval. If the Project Expenditure Item Date is greater than 90 days, this will require two levels of URA Approval.

Note: if you are looking for the Project Manager who is approving the project transaction, you can search for the Project Manager in the Security and Project Team Members Reports named Project Team Member Report.

We recommend checking your transaction to ensure the correction was processed properly.  To check the status of the transaction, follow these steps.

1. Log in to Oracle Cloud ERP.
2. Select Projects and choose Costs.

3. Select the Tasks icon and choose Manage Project Costs.

4. Select Advanced in the Search section. Enter one of the Project Numbers to which you removed the cost.

5. Select the Transaction Number noted during step 7 of the Complete Cost Transfer process.
6. Select Adjustment History.

 

Adjustment Status

• Pending Approval:  The adjustment is submitted and pending approval. You can't cancel an adjustment in this status. Once approved, the status changes to completed.
• Pending: Adjustment is submitted for processing. You can cancel the adjustment.
• Failed: Adjustment isn't selected for processing because of validation errors. Failure reasons are provided. You can't resubmit or cancel an adjustment in this status. The transaction failed because of basic adjustment validation such as project status is closed or not allowing adjustment on a net-zero expenditure item. The billing adjustments aren't validated for the closed status of a project because you can perform adjustments on a closed contract.
• Approval Rejected: There are two reasons the system will read Approval Rejected. Either the transaction was:
  • Not Allowed: Adjustment is rejected for processing and can be systematically rejected by the Import Costs process due to processing errors, transaction control validation errors, or costing errors.
  • Reject by approver: Adjustment may also be rejected by the assigned approver.

Review the error details, correct the issues, and then resubmit to process the transaction again. You can cancel the adjustment. Even if two adjustments in rejected status exist, you can cancel one of them independently.

• Completed: Adjustment was successful. 
• Canceled: The Adjustment is canceled. You can cancel only pending or rejected adjustments of any type, except rebuilding burden costs and updating project and task organizations.

Note: Any transaction that did not reach “completed” status is still pending the cost transfer. If your Adjustment Status is Failed, Approval Rejected, or Canceled, you will need to repeat the Project-to-Project Cost Transfer process again correcting the errors noted in the adjustment status. To cancel a transfer request, select the transaction number and access the Adjustment History screen, select the Cancel Adjustment button.