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PAYROLL EXPENSE TRANSFERS
GENERAL INFORMATION
 he Payroll Expense Transfer form is used to transfer current year payroll expenditures charged to an incorrect account, object code or position number.
Account sponsors are responsible for the information applying to their
accounts and should ensure that all charges are correct. Therefore, if
retroactive personnel action forms are processed, or other funding and
expenditure problems are identified, the proper paperwork should be initiated
at the departmental level to assure all correcting entries are reflected
on the next financial reports.
Since an individual's salary can be paid from one account or split between
multiple accounts, a separate payroll expense transfer form is required
for each account reflecting an incorrect expenditure. It is necessary to
reflect the total amount paid from the account which is incorrect, and
indicate the correct distribution. In addition to separate transfers for
each account, the current process requires a separate payroll expense transfer
form be submitted for each pay period to be corrected.
Payroll expense transfers are not allowed for prior year transactions.
Please contact the Budget Office or Financial Support Services for assistance.
PREPARING A PAYROLL EXPENSE TRANSFER
Complete each section to process transactions which will affect the
current year expenditures charged to a particular account and/or position.
All necessary information is contained on the Position Control Detail report
or Payroll Extracts.
| Block 1 |
Employee Name.
Name of individual (last, first)
Payment Was Charged as Follows:
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Social Security Number
Account Number
Position Number
Claim Number
Pay Period Date
Object Code
Payment Amount
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9 digits
7 digits
5 digits
4 digits*
8 digits* *
4 digits
actual***
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*Number found on the Position Control Detail report, claim number column,
or the upper right corner of Payroll Extract report.
**Payroll ending date.
***Payroll amount charged to position; include decimals, even if zero, i.e.,
230.00.
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| Block 2 |
Payment Should be Charged as Follows:
This section corrects the distribution of the expenditure in Block 1; therefore,
the claim number and pay period date will always be the same as recorded
in above section. The payment amount of Block 2 must equal Block 1.
Complete the following:
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Social Security Number
Account Number
Position Number
Claim Number
Pay Period Date
Object Code
Payment Amount
Total Payment
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9 digits
7 digits
5 digits
4 digits, same as Block 1
8 digits, same as Block 1
4 digits
amount *
sum**
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*Correct distribution; include decimals, even if zero, i.e., 230.00.
**Payments; amount must equal the payment amount in Block 1.
Remarks.
Complete as necessary, indicating reason for transfer.
Example would be:
Incorrect date on personnel action form; revised copy attached.
Attach a copy of the personnel action or special payment form when
applicable.
Indicate the date prepared and the effective dates of the appointment.
Routing.
Grants and Contracts Administration review and approval is required for all
grant expense transfers.
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| Block 3 |
Transactions More Than 60 Days Old.
Authorized signatures are required for any transaction more than 60 days
old. Justification for the delay in processing is also required before the
payroll expense transfer request can be processed.
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OTHER INFORMATION
Payroll expense transfer transactions will appear on the Position Control
Detail Report and CUFS-ACCU0205 as an adjustment in the expenditure column.
To reduce delay in processing, it is very important to complete the
form correctly. Prior to data entry, a form may be returned for the following
reasons:
- Distribution of expenditure does not equal amount originally charged.
- Personnel action or special payment form is missing.
- Expense being moved does not agree with the attached personnel action
form.
- Transaction is more than 60 days old and does not reflect justification
for the delay or the appropriate signatures authorizing the transfer.
- Form is not completely filled out, i.e., missing area/org number, position
number , etc.
The Payroll Expense Transfer
form can be obtained from the Budget Office, 207 Evans Hall, 325-5511.
See completed example.
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