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Cost (Expense) Transfer (EPET and ENPET) Tools

Find out how to use EPET (Electronic Payroll Expense Transfers) and ENPET (Electronic Non-Payroll Expense Transfers).

Please be advised that our ENPET system automatically generates status notices around the 20th of each month when documents have not acquired final approval.  All cost (expense) transfers (EPETs & ENPETs), journal approvals, and requests for assistance are reviewed on an as received basis.  As long as the document has been received by OPAFS by the “Date Due to OPAFS for Final Approval” the document is guaranteed to receive final review, and/or approval, by the close of the accounting period.

If you have any questions about why you are receiving the email please refer to the Blink page on the ENPET Purge Process (http://Blink.ucsd.edu/go/enpetpurge). 

For any EPET or ENPET system related issues, or extramural fund (EMF template) cost transfer questions that cannot be answered by your department's financial manager (Director, DBO, MSO), please contact the Cost Transfer Help Desk.  Thank you for your patience as we respond to your requests as soon as possible.

Announcements & News:

August 11, 2014:  Please be advised that there is a “data error” when transferring expenses to Clinical Trial Fund 79600A.   The EPET and ENPET systems are not selecting IFIS Template KLT (Clinical Trials) in error.  We are working to correct the “data error” issues as quickly as possible.  Please be sure and share this important information with all appropriate individuals.  Thank you for your patience, Cost Transfer Team

Government Re-Opens – Updates on the federal government reopening as we receive them may be found at this web address:  Sponsored research updates and guidance will be added as we receive them from federal departments and UCOP

The Sequester - Find out about the effects of sequestration at UC San Diego at this web address: The Sequester - How it Affects Sponsored Research

We recommend that PIs maintain contact with their program officers for specific sequester information, and departments monitor accounts closely for early warning signs of cost overruns.

An Important Notice to National Science Foundation Grantee Universities and Organizations regarding the resumption of NSF Operations may be located at: National Science Foundation Notice No. 134 October 17, 2013

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Overview

The EPET and ENPET systems are designed to improve accuracy and efficiency in cost transfer transactions.

Advantages

  • Easy selection of transactions to transfer via FinancialLink
  • Automatic creation of IFIS transactions (no need to understand "green screens")
  • Streamlined approval process for low-risk transactions
  • E-mail notifications instead of paper forms and signatures
  • Less paper documentation
  • Automated audit program

How EPET works

  1. Using FinancialLink's EPET DOPE Reviewer, the financial manager selects transactions to transfer.
  2. The system evaluates the transactions and assigns them to either the high risk or low risk category.
  3. The system prompts the user for specific explanations based on risk level and for the e-mail addresses of reviewers.
  4. E-mail documents are created and sent to reviewers and the initiator.
  5. Based on the risk category, the IFIS journal voucher document is created with the appropriate approval template.
    • If high risk, documents are routed to the Office of Post Award Financial Services (OPAFS) to ensure the adequacy of the justification and the e-mail reviewer notifications.
    • If low risk, documents are completed within the department and posted directly to ledgers
  6. OPAFS conducts post-transaction audits to ensure that:
    • Departments are maintaining the required supporting documentation for all EPET transactions
    • Low-risk transactions have been properly approved and adequately justified
  7. EPET documents that remain in the system without final approval will be purged 45 days after date created. This 45-day limit also applies to documents that were returned to the department for additional information.

How ENPET works

  1. Using FinancialLink's Ledger Reviewer, the financial manager selects transactions to transfer.
  2. The system evaluates the transactions for risk and assigns them to one of 4 categories.
  3. The system prompts the user for specific explanations based on risk level and for the e-mail addresses of reviewers.
  4. E-mail documents are created and sent to reviewers and the initiator.
  5. Based on the risk category, the IFIS journal voucher document is created with the appropriate approval template.
    • If high risk, documents are routed to the Office of Post Award Financial Services (OPAFS) to ensure the adequacy of the justification and the e-mail reviewer notifications.
    • If low risk, documents are completed within the department.
  6. OPAFS conducts post-transaction audits to ensure that departments are maintaining the required supporting documentation for all ENPET transactions and that low-risk transactions have been properly approved and adequately justified.
  7. ENPETS will be purged on a monthly basis.

How to process an EPET

  1. Navigate to the EPET DOPE Reviewer.
    • Go to FinancialLink.
    • From FinancialLink, you can choose to enter the EPET system in one of 3 ways:
      1. Click Reports (in the gold left-screen navigation bar).
      2. Click Transactions (in the gold left-screen navigation bar).
      3. Click For Fiscal Administrators (in the main body of the page).
    • The EPET page includes 4 menu items:
      1. Create EPET (select to create a new document and proceed to step 2)
      2. Approve and Maintain EPET (select this to search and view all document you created, you need to approve or by document number)
      3. View EPET (read only). This is note for departmental use.  For central offices only.
      4. Audit Sampled EPET (this is for OPAFS use only)

    Note: You must have a Business Systems account and be authorized to access IFIS and EPET in order to use the EPET Dope Reviewer. If you need assistance, contact your departmental security administrator (DSA).

  2. Use the EPET DOPE Reviewer to select transactions and to create an EPET.

    Within "Reports,"  "Financial Transactions," or "For Fiscal Administrators," select your transactions using the DOPE Reviewer. Clicking on any of the column headers will sort the data in ascending or descending order.

    • After clicking CREATE EPET, you will use the selection options to select those transactions that must be transferred. Transactions can be selected by accounting period, index, account code, or any of the EPET DOPE Reviewer selection options.
      • Note: Within the "CREATE EPET" option, use the drop-down arrows and boxes to indicate your selections.
    • Click the SEARCH DOPE button.
    • You can click the  EPET All button at the top of the DOPE Reviewer screen to select all transactions or select one transaction at a time by clicking the box to the left of each transaction.
    • Click CREATE EPET to proceed.
  3. Review the EPET Transaction Test Results page to verify that your transactions are correct and whether they are High or Low Risk.
    • The system will automatically categorize each transaction by risk level. If your EPET contains 2 groups of transactions (High Risk and Low Risk), they will be processed separately.
      • Low Risk transactions can be processed completely within the originating department.
      • High risk transactions must be approved by the Office of Post Award Financial Services (OPAFS) before they can be completed.
    • Click the Submit button to proceed.
    • EPET percentages calculate in 2 ways:
      1. The monthly pay rate calculates the Transfer Gross Earning divided by 100% monthly pay rate.
      2. The hourly pay calculates the percentages by taking the Transfer amount divided by the total Gross Earnings.
  4. Fill in the fields on the EPET E-mail and Questionnaire page.
    • Your answers to these fields will generate an e-mail notifying the next approver that an EPET is in their queue waiting for approval.
      • The e-mail prompts and the justification questions will vary depending on the type of funding source.
      • If e-mail addressees or answers to questions are required, a message will prompt the user to provide this information.
    • Fill in the appropriate e-mail addresses, as prompted. Do not include your own e-mail address, because you are automatically included on the e-mail list.
    • Explanation to all cost transfers must be simple, succinct, and include answers to the following 4 questions:
      1. How did the error occur?
      2. What is the benefit of moving the effort (salary/payroll) expense to the tranfer TO fund? (An EPET moves salary to match effort. Provide specific descriptions of items being transferred.)
      3. If the transaction is over 90 days for NIH and 120 days for all other funds from the date the expense originally posted to the ledger, address the untimeliness. Why is the effort/salary being moved so late?
      4. What is being done to prevent this type of expense transfer in the future? (Don't just answer this question — work with your MSO and other department fund managers to implement policies that will reduce the need for expense transfers.)
    • To proceed, click the Continue button at the bottom of the page.
  5. Check the EPET Summary page for notices and print capability.
    • If your document was successfully created for approval, you will be notified at the top of the page.
      • The notification will include your document number.  This document number does not stay with the EPET.  It will be removed once the document is approved and uploaded into the Payroll compute system.
      • If the document is awaiting final approval, it will state "Document approved for current level."
    • If you would like to provide OPAFS with additional documentation or backup, send as an attachment to the e-mail the EPET initially generated.
  6. Audit your EPET before final approval.
    • Use the Approve button to submit the document for processing.
    • Use the Deny button to return an EPET to the creator (this is normally used by the 2nd and/or 3rd approver) for more explanation, corrections to the explanation, to change index number, etc.
    • Use the  Edit button to make any changes to the EPET before obtaining final approval.
    • Use the Delete button to remove the EPET and enable the transaction to be unmarked.

Payroll expense transfers older than 24 calendar months are the highest compliance risk.  EPETs (Electronic Payroll Expense Transfers) cannot be processed after 24 calendar months and must be processed via a Financial Journal.  These expense transfers will ONLY be considered under special circumstances and will require advance pre-approval for processing.  Departments may request exception reviews by contacting OPAFS’ Cost Transfer Team by email to CostTransfer@mail.ucsd.edu .

How to process an ENPET

  1. Go to the Ledger Reviewer within FinancialLink.
    • Go to FinancialLink.
    • Select Transactions on the left-hand sidebar.
    • In the Financial Transactions section, select Electronic Non-Payroll Expense Transfer Using Ledger Reviewer.

    You must have a valid IFIS user ID to access the Ledger Reviewer. If you do not have an IFIS user ID, contact your departmental security administrator (DSA) for assistance.

  2. Use the Ledger Reviewer selection options to create a report.
    • You will use the selection options to select those transactions that must be transferred. Transactions can be selected by accounting period, index, account code, or any of the Ledger Reviewer selection options.
    • Use the drop-down arrows and boxes to indicate your selections.
    • Click the Submit Form button to create the report.
  3. Use the Ledger Reviewer report to select the specific transactions that must be transferred.
    • You can use the ENPET ALL TRANSACTIONS check box at the top of the ENPET column if you need to transfer all transactions.
    • Use the check boxes next to the individual transactions to transfer only those specific items. (If you click a check box by mistake, click it again to deselect it.)
    • Click the gray ENPET button at the top (or bottom) of the report to proceed.
  4. Use the ENPET Transaction Editor page to indicate where the transactions are being transferred.
    • Use the Fill All "To" Indexes button if you want to move all transactions to the same index.
    • You can transfer an expense to more than one index (split the expense), if needed. Click the gray arrow next to the transaction to change the arrow to black, then click the Insert Row button to create a copy of the transaction.
    • Use the TO amount fields to make any adjustments to the amounts that are being transferred.
    • Use the TO account code fields if a transaction should be moved to a different account code.
    • You can remove a transaction from the ENPET process, if needed. Click the gray arrow in the transaction's first column to change it to black, then click the Delete Row button.
    • Click the Continue to Risk Evaluation button at the bottom of the page to proceed.
  5. Review the ENPET Transaction Test Results page to verify that your transactions are correct.
    • Transactions will be categorized by risk level. If there are 2 groups of transactions, they must be processed separately. General transactions can be processed completely within the originating department.
    • High risk transactions must be approved by the Office of Post Award Financial Services (OPAFS) before they can be completed.
    • Click the appropriate Submit button to proceed.
  6. Fill in the fields on the ENPET E-mail and Questionnaire page.
    • Your answers in these fields will generate the e-mails for departmental review and the header text for the actual transaction.
      • The e-mail prompts and the justification questions will vary depending on the type of funding source.
      • If the e-mail addresses or questions are mandatory, they will have a message: "This field is required."
    • Fill in the appropriate e-mail addresses, as prompted. You do not need to include your own e-mail address, because you will automatically be included on the e-mail list.
    • Answer the questions that are listed.  Explanation to all cost transfers must be simple, succinct, and include answers to the following 4 questions:
    1. How did the error occur?
    2. What is the benefit of moving the expense to the tranfer TO fund? Provide specific descriptions of items being transferred.)
    3. If the transaction is over 90 days for NIH and 120 days for all other funds from the date the expense originally posted to the ledger, address the untimeliness. Why is the expense being moved so late?
    4. What is being done to prevent this type of expense transfer in the future? (Don't just answer this question — work with your MSO and other department fund managers to implement policies that will reduce the need for expense transfers.)
    • Click the gray Submit button at the bottom of the page to proceed.
  7. Use the Edit Header Text to make any changes to the transaction's header text.
    • This step is optional. You will see your header text in the box and you can make changes to it if necessary.
    • Click the Submit Approve/ Complete button to complete and approve this transaction. This will create the actual transaction for IFIS and OPAFS approvals as required.
  8. Check the ENPET Summary page for notices and print capability.
    • If your document was successfully created for approval, you will be notified at the top of the page.
      • The notification will include your document number, the rule class, and all the transaction and header text information.
      • If the document is awaiting final approval, it will state "Document approved for current level."
    • Check the bottom of the page to see if any backup paperwork is required for this transaction. If the ENPET is high risk, you will need to send this information to OPAFS. Backup paperwork is required only for those transactions that are not available electronically.
    • For high risk ENPETS that require paper backup copies, use the Print Screen button to print a copy of the page. Attach the screen copy to a copy of your backup paperwork, and forward it to OPAFS (mail code 0954).
    • Click the Print Screen button at the bottom of the page if you need a copy for your records.
    • Click the Close Window button when you are finished.
  9. Check the ENPET Transaction Test Results page for other transactions.
    • If your transactions were separated into multiple groups, review the next group, and return to Task 5, above, to continue.
    • If you wish to continue processing additional ENPETs, click the Where Do You Want To Go? drop-down menu and select Ledger Reviewer.
    • If there are no other transactions to process, you can return to the Transactions Home Page. Click the Home section of the black bar at the top of the page.

How to use ENPET Document Maintenance

ENPET Document Maintenance allows you to look up ENPETs and edit ENPETs that are unapproved. This tool replaces the "Edit an Existing ENPET" function.

  1. Go to the ENPET Document Maintenance tool within FinancialLink.
    • Go to FinancialLink.
    • Click the gold Transactions button in the blue sidebar.
    • In the Financial Transactions section, click the "ENPET Document Maintenance" link.
  2. View a list of your ENPETs.
    • By default, a list of all of your ENPETs for the current fiscal year will appear.
    • In addition, you can select:
      • ENPETs based on another user ID in your department (having te same three-letter prefix)
      • All of the ENPETs in your department
  3. If necessary, apply other filters to your ENPET selection.
    • Select ENPETs based on their status in IFIS. The choices are:
      • All
      • Not loaded into IFIS
      • Suspended from IFIS
      • Posted to IFIS (final approval completed)
      • Loaded to IFIS (pending department/ OPAFS approval)
    • Select ENPETs based on rule class. The choices are:
      • FE54 online ENPETs - high risk
      • FL54 online ENPETs TO Clinical Trials - Fund 79600A - high risk
      • FG54 online ENPETs - non-extramural funds only
      • FI54 online ENPETs - low risk
    • Select ENPETs based on fiscal year. The choices are:
      • 2013
      • 2012
      • 2011
      • 2010
    • After selecting the criteria, click the Go button to get a revised list of the ENPETs.

    If you don't wish to make any changes, click the Back button in your browser to exit the tool.

  4. If the status of the ENPET is "Not Yet Loaded to IFIS," you can do the following:
    • Delete the entire ENPET:
      • Click the trash can icon to delete the ENPET.
    • View or edit the ENPET:
      • Click the icon in the View/ Edit column.
      • You have three options:
        • View the ENPET.
        • Edit the ENPET.
        • Delete transactions within the ENPET. To delete individual transactions, click the delete check box. If the delete check box for all transactions is checked, you will effectively delete the ENPET.
      • After making the changes, click the Update button. A message box will appear asking you to confirm. If you confirm the update, the ENPET will be transferred into the standard ENPET process.
  5. If the status of the ENPET is "Loaded to IFIS (Approval Pending)," you can do the following:
    • Click the icon in the View/ Edit column.
    • You have two options:
      • View the ENPET.
      • Approve or delete the journal voucher associated with the ENPET:
        • Click the "View as Journal Voucher" button in the lower left. This will take you to the WebIFIS journal voucher for that ENPET document number.
        • Approve or delete the journal voucher.

    If you delete the journal voucher, the ENPET's status will now be "Suspended from IFIS." If you want to completely delete the ENPET, you must return to ENPET Document Maintenance and delete the ENPET there also.

  6. If the status of the ENPET is "Suspended from IFIS," you can do the following:
    • Delete the entire ENPET:
      • Click the trash can icon to delete the ENPET.
    • View or edit the ENPET:
      • Click the icon in the View/ Edit column.
      • You have three options:
        • View the ENPET.
        • Edit the ENPET.
        • Delete transactions within the ENPET. To delete individual transactions, click the Delete check box. If the Delete check box for all transactions is checked, you will effectively delete the ENPET.
      • After making the changes, click the Update button. A message box will appear asking you to confirm. If you confirm the update, the ENPET will be transferred into the standard ENPET process.
  7. If the status of the ENPET is "Posted to IFIS," you can do the following:
    • Click the icon in the View/ Edit column.
    • You have one option:
      • View the ENPET.

ENPET post transaction audit program

FinancialLink generates an electronic sample of low-risk expense transfers to be audited on a monthly basis. When the Office of Post Award Financial Services (OPAFS) reviews the transactions, it checks for required documentation, adequate justification, and the propriety of e-mail notifications sent to principal investigators, department business officers, and financial managers.

How is the originating department involved?

OPAFS relies on the originating department (the office of record) to maintain copies of documentation. Examples include copies of e-mail notifications and source documents. Timely response to requests from OPAFS helps departments keep their exception reporting to a minimum.

When the Post Transaction Audit Program identifies an exception:

  • OPAFS reports the exception and the basis for the exception to the department business officer.
  • OPAFS flags the exception in FinancialLink.
  • The department performs the action needed to complete or correct the ENPET exception and notifies OPAFS.
  • OPAFS issues a quarterly report to show exceptions that remain unresolved over 60 days and distributes it to the department business officer, department head, the director of OPAFS, and the controller.

ENPET purge process

The ENPET purge process deletes unposted ENPET documents on a monthly basis. Documents are purged based on the status and age of the documents, as described below, after a notification e-mail is sent to the document's original preparer.

The purge process consists of two steps:

  1. E-mail notifications go out on the 20th of the month to inform document preparers of the status of their unposted ENPETs. ENPET documents that meet the criteria described below are marked to be purged.
  2. On the 10th of the following month, ENPETs that are marked to be purged and have had no activity are deleted from the system.

Document status/age and corresponding action:

Loaded to IFIS, less than 90 days old:
These documents will not be purged. The following e-mail will be sent to the preparer:

Preparer Name, your ENPET document number NTDEVAAI is Loaded To IFIS, but has not yet acquired final approval. Approvers should go to FinancialLink (http://finlink.ucsd.edu) and click on Unapproved Documents. If this document has not acquired final approval by the close of this accounting period, it will not appear in current month Ledger.

Loaded to IFIS, more than 90 days old:
These documents will be marked for purge. The following e-mail will be sent to the preparer:

Preparer Name, your ENPET document number NTDEVAAI is Loaded To IFIS, but has not yet acquired final approval. Approvers should go to FinancialLink (http://finlink.ucsd.edu) and Unapproved Documents. If further processing is not completed by 10th of next month, your document will be deleted from IFIS and marked as Suspended in the ENPET system.

Not loaded to IFIS, less than 60 days old:
These documents will not be marked for purge. The following e-mail will be sent to the preparer:

Preparer Name, your ENPET document number NTDEVAAC is Not Loaded to IFIS. If this document does not get loaded to IFIS and acquire final approval by the close of this accounting period, it will not appear in the current month Ledger. Further processing may be completed by doing the following:

  • Go to ENPET Document Maintenance in FinancialLink.
  • Use the ENPET Document Maintenance process to look up and edit your ENPET transactions. 

Not loaded to IFIS, more than 60 days old:
These documents will be marked for purge. The following e-mail will be sent to the preparer:

Preparer Name, your ENPET document number NTDEVAAD is Not Loaded to IFIS. This document has not had any activity for 60 days. If further processing is not completed by 10th of next month, your document will be deleted from the ENPET system. You may take action on this doucment by following these steps:

  • Go to ENPET Document Maintenance in FinancialLink.
  • Use the ENPET Document Maintenance process to look up and edit your ENPET transactions. 

Suspended in ENPET, less than 60 days old:
These documents will not be marked for purge. The following e-mail will be sent to the preparer:

Preparer Name, your ENPET document number NTDEVAAA is Deleted From IFIS & Suspended in ENPET. If this document does not get re-processed and loaded to IFIS and acquire final approval by the close of this accounting period, it will not appear in the February Ledger. Further processing may be completed by going to Financiallink (http://finlink.ucsd.edu) Transactions and ENPET Document Maintenance.

  • Go to ENPET Document Maintenance in FinancialLink.
  • Use the ENPET Document Maintenance process to look up and edit your ENPET transactions. 

Suspended in ENPET, more than 60 days old:
These documents will be marked for purge. The following e-mail will be sent to the preparer:

Preparer Name, your ENPET document number NTDEVAAB is Deleted From IFIS & Suspended in ENPET and has had no activity for 60 days. If further processing is not completed by the tenth of the next month, your document will be deleted from the ENPET system. You may take action on this doucment by following these steps: Financiallink (http://finlink.ucsd.edu) Transactions and ENPET Document Maintenance

  • Go to ENPET Document Maintenance in FinancialLink.
  • Use the ENPET Document Maintenance process to look up and edit your ENPET transactions.

Frequently asked questions for EPETs and ENPETs

EPET FAQ

Q. When should I NOT do an Electronic Payroll Expense Transfer (EPET)?
A. You do not need to do an EPET when the following is taking place:

  1. A Title code change
  2. A DOS code change
  3. Pay rate adjustment

Note: EPETs are only required when there is just an idex/fund change.

Q. What's the first thing that must be done before processing an Electronic Payroll Expense Transfer (EPET)?
A. You must update the appropriate distribution line in PPS before processing an EPET.

Q. What should be done when the EPET system gives a prompt?
A. Answer each prompt simply and succinctly as it comes up. Do not ignore any prompts.

Q. When moving salary to a federal or federal flow thru fund, what must be included on the EPET?
A. You must always include the PI of the transfer TO fund in the e-mail addressees.  When transferring expenses to a different Department/ORU, please include the transfer TO Fund Manager's e-mail address.

Q. When moving salary from a non-sponsored fund source to a sponsored fund source and a Salary Reduction (SRB DOS code) was accessed, does the Salary Reduction DOS code (SRB) get moved also?
A. Yes, you should move both the REG and the SRB DOS codes lines to the federal fund source.

Q. What is required in all EPET explanations?
A. All cost transfer explanations must be simple, succinct, and include answers to the following 4 questions:

  1. How did the error occur?
  2. What is the benefit of moving this effort (salary/payroll) expense to the tranfer TO fund? (Be specific: State the employee's name, the pay or salary being moved is to match the actual effort spent.....)
  3. If the transaction is over 90 days for NIH and 120 days for all other funds from the date the expense originally posted to the ledger, address the untimeliness. Why is the effort (salary/payroll) being moved so late?
  4. What is being done to prevent this type of cost transfer in the future? (Don't just answer this question — work with your MSO and other department fund managers to implement policies which will reduce the need for cost transfers.)

Q. What moves with an EPET besides salary and benefits?
A. The following table lists expenses that are automatically transferred with the EPET:


Type of expense 1-12 months Over 12 months
Salary & benefits Yes Yes
Leave accrual Yes No
Leave usage No No
General liability Yes Yes
NGN Yes No
Tuition remission * Yes Yes

*Note - Tuition remission calculation is based on the current rate table and must be reviewed to ensure the correct rate has been applied.  Please contact the Office of Graduate Studies for further assistance.

Q. How do I transfer Leave accrual and NGN over 12 months?
A. Leave accrual and NGN expenses that do not automatically move with an EPET over 12 months are processed via a financial journal and the journal rule class to use is FE53 - ONLINE FINANCIAL JOURNALS w/emf fds. Use account code 668930 for leave accrual and account code 634015 for NGN.  The How to create a Leave Accrual & NGN Financial Journal (Rule Class FE53) pdfjob aid may assist you.

REMINDER:  Use the Vacation Leave Accrual totals to reconcile.

The UCSD Vacation Accrual and Usage Accounting Policy may be located at - http://adminrecords.ucsd.edu/ppm/docs/395-9.pdf

NGN rates may be located in Blink.  Go to: NGN Communication Access Billing

For further assistance with how to create a journal document and assigning the appropriate document numbers, please see Preparing Online Journal Vouchers, located at General Accounting's Topics and Training - http://blink.ucsd.edu/_files/GEN/training/JRNLCLSS.htm

Q. How do I transfer Leave usage?
A. 
Leave usage never moves automatically with an EPET and must always be transferred.  Vacation usage must be processed by a TAR via the employee's timesheet if 12 months or less, and if over 12 months then it must be processed via a financial journal and the journal rule class to use is FE50 - EMF P/R Transfer Journal. The How to create a Leave Usage Financial Journal (Rule Class FE50) pdfjob aid may assist you. 

For further assistance with how to process a TAR, please see How to Process a Retroactive Leave Usage Payroll Entry

Q. How often should ledgers and distribution of payroll expenses be reconciled?
A. Ledgers and distribution of payroll expenses should be reconciled on a monthly basis to ensure errors are caught in a timely manner.

ENPET FAQ

Q. Who should be included in ENPET e-mail addressees?
A. Go to ENPET Authorization and look under "Multiple Approvals" for guidelines as to who should approve your ENPETs.

Q. What is required in all ENPET explanations?
A. All cost transfer explanations must be simple, succinct, and include answers to the following 4 questions:

  1. How did the error occur?
  2. What is the benefit of moving this expense to the tranfer TO fund?
    • Note: Because the current audit environment targets expense transfers, all expense transfer explanations must address the benefit of the expense to the transfer TO fund. Be specific. (To simply state, "moving expense/ supplies" is no longer acceptable.) When moving several items, name 2 or 3 of the major items being transferred.
  3. Why is the expense being moved so late?
    • If the transaction is over 90 days for NIH and 120 days for all other funds from the date the expense originally posted to the ledger, address the untimeliness.
  4. What is being done to prevent this type of expense transfer in the future?
    • Note: Beyond simply answering this question, you should work with your MSO and other department fund managers to implement policies that will actually reduce the need for future expense transfers.

Q. When moving a portion (prorated percentage) of the expense, what additional information is required in the explanation?
A. Always include the following when moving a portion (prorated percentage) of the expense:

  • How you calculated the portion of the expense
  • What is the specific benefit of moving the prorated percentage of the expense to the transfer TO fund

Q. When moving travel or mileage, what additional information is required in the explanation?
A. Always include the following when moving travel or mileage:

  • Name of the traveler
  • Date of travel
  • Destination (city/ state)
  • Purpose of trip - How does the travel benefit the transfer TO fund.

Q. When moving expense to sub 4 fabrication account codes 649610 and 649611, what additional information is required in the explanation?
A. Always include the 4-digit fabrication number and a description of the item being fabricated.

Q. When moving sub contract account code 637296, does the IDC move automatically?
A. No.

Q. When moving sub contract account code 637296, what steps should be taken to ensure IDC gets recorded appropriately?

A. Review the operating ledger transaction, check the IDC and make sure it has been charged to the first $25,000. If a portion of the first $25,000 is being transferred, confirm the appropriate IDC moves with the subcontract expense. If there is an error, please work with the OPAFS analyst to correct the IDC error.

Q. When moving entertainment (Faculty Club, etc.), what additional information is required in the explanation?
A. Always include the following:

  • Date of event
  • Number of people who attended the event
  • Purpose of event - How did the event benefit the transfer TO fund.

Q. When moving publication, what additional information is required in the explanation?
A. Always include the title of the publication and how it benefitted the transfer TO fund.

Q. When moving express card charges, what changes must be made to process ENPET?
A. Always change the Express Card account code (638018) to the appropriate UCSD account code on the transfer TO fund.

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General Accounting