Unless otherwise noted, these guidelines apply to all funds:
Responsibility for authorizing expense transfers rests on the following administrative officials:
- Associate and assistant vice chancellors
- Deans
- Department business officers
- Department chairs
- Directors
- Managers
- Principal investigators
- Provosts
- Unit heads
- Vice chancellors
Delegation of authority: If the administative officials above wish to delegate their authority, they must designate the delegated official in writing.
Multiple approvals: Different types of awards require different combinations of approvers for expense transfers. Please refer to the table below for details on your specific award.
| Type of award |
Approver(s) needed |
Non-FDP (Federal Demonstration Partnership) federal awards
(sponsored projects) |
Financial manager (usually a person who holds the position of Financial Analyst or above) and principal investigator (PI) or department chair |
FDP awards
(sponsored projects) |
Financial manager and PI or an alternate with delegated authority from the PI
Note: PIs may delegate their expense transfer authority for FDP awards to a position of Administrative Analyst or higher. The department must keep a copy of the delegation of authority memo. |
Non-federal sponsored projects
(sponsored projects) |
Financial manager and another administrative official |
| Gifts and non-sponsored fund sources |
Financial manager or an administrative official |
Note: A "financial manager," mentioned in the chart above, is different from a "fund manager." Please see the glossary terms at the left of this page for clarification.
Training: Individuals who prepare and approve electronic non-payroll expense transfers (ENPETs) must receive training. Following are training options:
In addition, you can refer to the print resource,
ENPET System for IFIS Users (PDF).
Documentation: Individual departments (not OPAFS or General Accounting) serve as the "department of record" for documenting non-payroll expense transfers. The originating department must maintain all documentation, justifications, and approvals, as well as make this information available for review by the Post Transaction Audit Program.
Separation of control: University policy and OMB Circular A-21 require that no one person has complete control over all aspects of a financial transaction. To maintain this separation of control, the ENPET system provides electronic notification to the PI, department head, assistant dean, business officer, or a designee.
Questions? See OPAFS Contacts.
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