How to Transfer Legacy Costs for a General Project


This article provides guidance on transferring non-salary costs that are incorrectly posted in legacy system and need to be corrected.

Essential Information

Next Steps 

1. Determine who in your VC area can create a journal

  1. Oracle role assignment of UCSD GL Journal Entry JR will be assigned to contacts in each VC area.
  2. Determine personnel in your VC area with the ability to create a journal:
    1. Please visit here> search and launch "Campus User Roles."
    2. In field or Role Name Contains, enter UCSD GL Journal Entry JR and click Apply.
    3. Determine the appropriate contact in your VC area to submit a Journal Entry. 
      • Provide the Journal Entry creator information from steps 2 and 3
      • If there is no one in your VC area to create the journal, in the interim you may submit a ticket to ICA with steps 2, 3, and 4.

2. Provide Financial Link supporting documentation

NOTE: Supporting documentation from Financial Link must be attached to the Journal Entry submission, otherwise the journal will be rejected.

Please refer to KB0032759: How to Process a Journal Entry.

For a cost transfer request:

  1. Extract reports from Financial Link showing the cost that was recording in a specific Index.
  2. Highlight specific lines, so it clearly shows which transaction(s) are being requested to be transferred.
  3. If there are multiple transaction lines, highlight the transactions and provide totals for the transfer that can be reviewed.

3. Provide Justification and Old/New Project information

Make sure to attach the following items to the Journal Entry in a document , otherwise the journal will be rejected:

  1. Provide justification for the cost request that is 3+ years after conversion.
  2. Provide legacy Index value and the conversion Project number and name.
  3. Provide the new Project number and name.

4. If submitting to ICA for Journal Entry


If you need any additional assistance, please submit a ticket here.