Deans and Vice Presidents
Approval by the responsible Dean or Vice President is required for payroll and expense transfers submitted more than 90 days following the date of the original expense or pay-end date prior to submission to the Payroll (payroll system transfers within the current fiscal year) or the Controller’s Office (all non-payroll sponsored or non-sponsored program transfers) for approval and posting to the financial system.
Departmental administrative offices are responsible for providing availability of University Reports to those responsible for the regular review and reconciliation of programs and accounts. When expense transfers are required, the departmental administrative offices responsible for the fiscal administration of a program will initiate and submit the appropriate university forms with approval signatures and supporting documentation to the Controller’s Office for final review and posting.
The Controller’s Office is responsible for the final review and approval of non-payroll expense transfers submitted within 90 days of the original expense and payroll transfers that cannot otherwise be processed through the payroll system. The Controller’s Office is responsible for the approval of expense transfers that include charges to sponsor and other programs and are submitted more than 90 days following the original expense or pay-end date. In certain circumstances, the Controller’s Office will consider recommendations from the Office of Grants Management or the Office of Industry Contracts in their final review before posting or disapproval for posting.
Payroll is responsible for processing approved payroll system transfers submitted in accordance with the current payroll system requirements. Payroll transfers related to expenses from a previous fiscal year must be posted through the Controller’s Office. Transfer requests must include proper signatures and supporting documentation for consideration.
VIOLATIONS OF THIS POLICY
Payroll and expense transfers submitted more than 90 days following the original date of the expense or pay-end date that do not include the required justification and signatures for review and approval will not be processed.
Chronic, recurring submissions of untimely payroll and expense transfers may result of loss of future spending authority.