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How to Process a Payroll Expense Transfer
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Summary: Use this guide to process a Payroll Expense Transfer (PET) to transfer payroll charges between different funds.
In the right place?
- Vacation/Leave Usage never moves using a Payroll Expense Transfer (PET). Make sure the department timekeeper does adjustments for vacation/leave usage on the Employee Timekeeping Record (PTR).
- When moving salary over 12 months old, the department must do Financial Expense (FE) journal voucher to move vacation accrual, usage, NGN, etc. For instructions on preparing the FE journal, contact Jo Ann Cohen, (858) 534-2899.
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| What to do |
How to do it |
| 1 |
Download either the PET single transfer or mass transfer form. |
- Single transfer form:
- Mass transfer form:
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| 2 |
Fill out the form. |
- Use the Distribution of Payroll Expense (DOPE) to fill out the form.
Note: See a guide for understanding the DOPE.
- Single transfer form: Use this to transfer a single transaction line on the DOPE.
- Mass transfer form: Use this to transfer consecutive line transactions on the DOPE.
Example: DOPE page 5616 consists of 1 through 10 transaction lines and you want to transfer lines 1 – 3 and 8 – 10. To do this, you must do two separate transactions for each group of consecutive lines (group 1 – 3 and group 8 – 10).
- For transfers to extramural funds, the reason for transfer must include:
- How the error occurred
- What benefit the transfer will provide to the receiving fund
- The method of proration used if the transfer is less than 100%
- If the transfer is over 120 days old, what action is being taken to prevent transfers from happening in the future
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| 3 |
Update PPS to reflect the funding changes. |
- Change the appropriate distribution lines in PPS to correspond to the PET, only if the distribution is still visible in PPS.
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| 4 |
Have the form certified and approved. |
- You must have the form certified with authorized signatures for all of the funds on it.
- For charges to federal contracts and non-FDP federal grants, the signatures must include a principal investigator or department chair.
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| 5 |
Send the form either to the Office of Post Award Financial Services (OPAFS) or to Payroll. |
- Attach proper documentation such as DOPEs and PARs, if required, for charges to extramural funds.
- Mail the form and documentation to OPAFS at Mail Code 0954 if the transfer involves any of the following (extramural) funds:
- 14000A – 14001A Overflow Funds, Private
- 16000A – 16999A Overflow Funds, Federal
- 18200A – 18999A State Agencies
- 20600A – 20999A State & Local Funds
- 21000A – 33999A Federal Contracts & Grants
- 39800A – 59999A Private Agreements/ Contract/ Gifts/ Grants
- 78000A – 79999A Private Gifts/ Grants & Contracts
- 80000A – 89999A Private Gifts/ Grants & Contracts/ Clinical Trials
- All other forms and documentation should be sent to Payroll at Mail Code 0952.
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Questions? Contact Nini Cruz, (858) 534-1567. |
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