Overview

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

Essential Information

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• The cost transfer will only be on the General Ledger.
  
  • Transactions will not be in PPM at the task level.
  • In May 2021 all General Project conversion data was removed/reversed from PPM, therefore current corrections will also not be in PPM.
• Conversion was initially using account 774009 Fund Balance Transfer (Debit/Credit), which at year-end will roll into Equity Account 300000 Fund Balance.
  
  • The transfer will be via a Journal Entry using account 774009.
  • The debit and credit side of the Journal Entry must be Account 774009.
• Each VC area should have an individual with Journal Entry Access and the Journal Entry submission should come from the Department.
• Supporting documentation from Financial Link and justification is required, otherwise the Journal Entry will be rejected.
• ICA will review supporting documentation, justification and conversion mapping files to determine if the request is appropriate prior to approving the Journal Entry.

Next Steps 

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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

• Submit a ticket to:
  
  1. About: Financial Accounting
  2. Related to: General Accounting Support
  3. More Specifically: Other General Accounting Inquiry
  4. Subject: Legacy Cost Transfer Journal Entry
• Provide 12 segment COA Debit.
• Provide 12 segment COA Credit.
• Attach the items in steps 2 and 3 above to the ticket.