Oracle PPM Cost Transfers

• An expense (cost) is an item requiring an outflow of money, or any form of fortune in general, to another person or group as payment for an item, service, or other category of costs 
• PPM adjustments generally have three transactions: original, reversal, and new. The accounting of the reversed transaction now originates from the initial transaction and uses the accounting string from the initial cost transaction
• The new transaction uses the data elements in the project setup to derive the accounting chart strings

• Use Oracle native functionality. Oracle has limited functionality for cost transfers with workflow 
• We are working with them to improve their product 
• More responsibility on department approvers as SPF is no longer part of the pre-review 
• Future enhancements will be rolled out as they are available 
• Reporting dashboard is available on bah.ucsd.edu 
• Cost Transfer Panorama Dashboard will include: 
• Post-Audit review report (high risk) 
• Department ability to see all transfers processed 
• Department ability to see current status of transfers including completed, pending, and rejected non-salary cost transfers 
• Department to see workflow status 
• For support on How to Process or Troubleshoot Oracle PPM Cost Transfers, please submit a ticket to PPMSD (S&S>Finance>Cost Transfers>PPM)

Initiators: You will need this Oracle role to perform these Transactions:

• UCSD PPM Project Adjustments JR for the UCSD Campus Business Unit
• Use the Role Request Guide

Approvers: Level 4 Financial Unit

• The action of content transferring from somewhere to the Project Financial Unit will drive the Cost Transfer Approval Workflow. 
  • Financial Unit Designations:
    • FinU Level 2 - VC area
    • FinU Level 3 - Division
    • FinU Level 4 - Department
    • FinU Level 5 (Name) - Financial Unit
• How to check access:
  • Use the User Roles Report in bah.ucsd.edu

For full steps and screenshots, see How to Perform a Full, Split or Select Multiple Transactions/Costs for a Cost Transfer in Oracle KBA.

Transfer Full Cost

Single Cost:

1. Log into Oracle, Single Sign-on
2. Select Projects and Awards > Costs
3. On the Task pane, select Review and Adjust > Manage Project Costs
4. Identify your cost In the Manage Project Costs Search page
5. Click on the Cost; Tip: Note the Transaction Number for future reference
6. In the upper left, from the Actions dropdown, select Costing > Transfer
7. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes
8. In the Transfer Expenditure Items page, enter the TO Project Number and Task Number. If applicable (for sponsored projects), choose the Funding Source. The Contract Number populates based on the project.
9. Click Submit, an Information dialog box displays, click OK
10. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters
11. The transfer is then routed to the approver for the TO project. Transfers will only be approved at department level, central offices do not review/approve

Multiple Costs:

1. Log into Oracle, Single Sign-on
2. Select Projects and Awards > Costs
3. On the Task pane, select Review and Adjust > Manage Project Costs
4. Identify your cost(s) In the Manage Project Costs Search page
5. In Search Results, Transactions display, select the first Cost by clicking on the desired Cost, the selected row is highlighted in blue
6. Select additional Costs by holding the Control key down, Mac users use the COMMAND key, all selected rows are highlighted in blue. If all your costs are grouped, you can also use the SHIFT key and then click your last transaction to select all in a group.
7. Tip: Note the Transaction Number(s) for future reference
8. In the upper left, from the Actions dropdown, select Costing > Transfer
9. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes
10. In the Transfer Expenditure Items page, enter the TO Project Number and Task Number. If applicable (for sponsored projects), choose the Funding Source. The Contract Number populates based on the project.
11. Click Submit, an Information dialog box displays, click OK
12. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters
13. The transfer is then routed to the approver for the TO project. Transfers will only be approved at department level, central offices do not review/approve

Partial

This is a two (2) step process. First, Split the transaction on the original project (I.e $100 cost on project A is split into $25 and $75 on project A), then Transfer the portion of the cost(s) as needed to another project (i.e $25 on project A to project B).

Understanding the Quantity field

• Currency: This represents dollars, so any splits can be done based on dollars
• EA (Each): this is about an “item” and usually passes from the REQ/PO. This is also on conversion costs. Quantity 1=a single item
• Other: generally acts as EA. Driven from the REQ
• Anything other than Currency will require some calculations to ensure the right percentage to split

Step 1 Split:

You can only split in 2, so if you need to split more, then you will need to repeat the process as many times as needed

1. Log into Oracle, use your Single Sign-on
2. Select Projects and Awards > Costs
3. On the Task pane, select Review and Adjust > Manage Project Costs
4. Identify your cost In the Manage Project Costs Search page
5. In Search Results, Transactions display, click on the desired Cost to select, the row is highlighted in blue
6. In the upper left, from the Actions dropdown select Costing > Split
7. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes
8. In the two rows, enter the amount(s) for the two costs you’re splitting. The total amount of the 2 lines must equal the Quantity field on the transaction. The Quantity is displayed in the transaction header. In Expenditure Type, there are 2 Unit of Measure types: Currency or EA. If the Quantity is Currency, see steps a and b. If the Quantity is EA, see steps c and d.
   1. If the Quantity is Currency
      1. Use dollar amounts
      2. In the first row, in the Quantity field, enter the desired Quantity (Quantity = Currency) to Split, e.g. original Quantity is 258, enter 100
      3. In the second row, update the Quantity field to the remaining amount, still equaling 100%, e.g. original Quantity is 258, enter 158
   2. If the Quantity is EA
      1. The dollar amount will need to be converted to a percentage
      2. The percentage that you are transferring out of Account and the amount that you are leaving in the Account must equal the Quantity on the Cost Header
      3. Take the amount that you will be transferring FROM and divide by the full amount in the Account, that percentage is what you are transferring
      4. The remaining percentage is what will be left in the Account
      5. Therefore, divide e.g. transfer amount = 10,862.82/ Fund amount = 14,916.70 = 72.8%
      6. If you need to split again, calculate the percentage from the original total, not the split portion
9. Click Submit, an Information dialog box displays, click OK
10. In the Justification dialog box, enter the reason for the Transfer, then click OK
11. Confirm your split is processed. Pro-tip: Sort Descending on the Transaction number column so that the most recent transactions are at the top.

Step 2: Transfer

See Transfer Full Cost above.

Transferring to/from Internal Funding Sources:

When processing cost transfers to/from internal funding sources, it is important to know if the cost you’re transferring to is billable or not.

How to see if a cost is Billable in Manage Project costs:

• X means NOT Billable
• Checkmark means Billable

Same Award

Internal Funding to External-No Action Needed

External Funding to Internal-Action: flip cost to be non billable first (if cost is billable to start with)

From Different Award or non Sponsored Project

To External funding— No Action Needed

To Internal funding— Action flip cost to be non billable first (if cost is billable to start with)

This is the error you will see if the cost is not flipped ahead of time:

Approvers can access from their Bell Icon or Worklist. If there are multiple approvers in the approval group, the first person to approve is the final approver.

A “behind the scenes” step in the Cost Transfer workflow has been updated to prevent transfers auto-completing if they’re withdrawn from the “Created by Me” area (See Weekly Digests from 10/10/23 through 10/31/23 for details on the issue). The step will now show as “Rejected by workflowsystem” however you can IGNORE this, it does not reflect the actual status of the transfer. Unfortunately, it can not be hidden from view. 

To confirm the status of your transfers, please use the Transfers by Status report on the Project Cost Transfer panorama.

*communicated in the Weekly Digest 4/2/24 through 4/30/24

Use the Project Cost Transfer Panorama to search for your project or transaction number

Or, from the original project:

1. Log into Oracle, use your Single Sign-on
2. Select Projects and Awards > Costs
3. On the Task pane, select Review and Adjust > Manage Project Costs
4. Search for the original cost Project number
5. Identify your cost In the Manage Project Costs Search page
6. Click on the desired transaction number to view more details
7. Click on the Adjustment History tab to see the status

To see your “new” transactions,

1. Log into Oracle, use your Single Sign-on
2. Select Projects and Awards > Costs
3. On the Task pane, select Review and Adjust > Manage Project Costs
4. Search for the TO Project number
5. Identify your cost In the Manage Project Costs Search page

For additional information and screenshots, see How to View and Resolve PPM Cost Transfers Not Processed KBA.

• For Cost Transfers in Exception Status, the Initiator will need to review the error message and status of the transfer
  • If the status is Rejected, the Initiator will need to Cancel the transfer or correct the error and Resubmit
  • If the status is Not Allowed, there is no further action needed as the system has automatically canceled the transfer
• Oracle doesn't generate notifications for Unprocessed Cost Transfers
  • You must review the Unprocessed Transactions list in Oracle
• If the transaction is canceled, the Cost Transfer will not be reflected in OFC
• Potential Reasons for Unprocessed Transaction are:
  • Date issue: Cost is not within the "To" Project, Award, or Budget Dates
  • Project transaction controls (not allowed on the "To" project)
  • Project status is "Closed"
• Exception: transactions that did not go through
• Pending: transactions that are waiting approval

Follow the steps below to cancel from the Adjustment History area: 

1. Log into Oracle, use your Single Sign-on
2. Select Projects and Awards > Costs
3. On the Task pane, select Review and Adjust > Manage Project Costs
4. Search by the Project Number
5. Identify your cost in the results (filter by transaction number)
6. Click on the Transaction Number to open more details
7. On the next screen, click on the Adjustment History tab to see the status
8. Click on the pending or rejected row to highlight it and click Cancel Adjustment
9. Adjustment Status will now show Withdrawn

FYI, if you withdraw from the Created by Me area on the OFC dashboard, 

the Adjustment Status will show Approval Rejected, however if you click on the adjustment status link, the approval history will show Withdrawn by xxxx.

• If the status is Rejected, the Initiator will need to Cancel the transfer or correct the error and Resubmit
• If the status is Not Allowed, there is no further action needed as the system has automatically canceled the transfer