Overview

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This article demonstrates how to perform a full or split Cost Transfer in Oracle.

Essential Information

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• Cost Transfer Transactions may be from:
  
  • Project to Project
  • From one Task to another Task on the same project.
  • From one Funding Source to another on the same project.
• NOTE: Non-Projects to Projects and vice versa (GL to PPM or vice versa) remain as S&S tickets and not a self service link.
• You will need this Oracle role to perform these Transactions:
  
  • UCSD PPM Project Adjustments JR for the UCSD Campus business unit, use Role Request Guide.
  • To check if you have the role already, use the Campus User Roles report here.
• Have the Project Numbers, Task Numbers and transaction(s) available to perform the Cost Transfer Transaction (where the costs are and where to move to).
• Split: Split one Cost on a Project to multiple Costs on the same Project, can only split one Transaction/Cost at a time.
• Transfer: Transfer one or multiple Costs on a Project to the same or different Project.
• Split & Transfer: Split one Cost on a Project to multiple Costs on the same or different Projects, can only split one Transaction/Cost at a time.
• Multi-select: Click this link for a short video on Multi-selecting transactions to Transfer.
• Salary Cost Transfers use a different process, please review the Payroll-Related Cost Transfers blink page.
  
  • If you need to move payroll from a default Project, please see "Do I need to do a UCPath Salary Cost Transfer or an Oracle Cost Transfer?"
• The following transactions require the submission of a ticket to complete:
  
  • Change of Expenditure Type.
  • Change of Expenditure Item Date.

Next Steps

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How to Initiate a full Transfer

1. Log into Oracle, Single Sign-on.

2. Select Projects and Awards > Costs

3. Click on the Tasks icon on the right and under Review and Adjust, select Manage Project Costs

4. In the Manage Project Costs Search page, enter Project Number and click Search.

NOTE: Add the Net Zero Item column from the View drop down to identify previously adjusted transactions at a glance: an X under Net Zero Item means it has not been adjusted and is available to transfer; a check mark under Net Zero Item means it has been previously adjusted and can NOT be transferred. See KB0033337 for detailed steps on adding columns to your view.

Using the Advanced Search, you can set the Net Zero Item search parameter to Equals No prior to searching, which will eliminate previously adjusted transactions from the search results. You can also add additional fields to the search parameters as needed. 

a. If necessary, use Advanced search or use the Query by Example (filter) to identify your cost(s).

5. In Search Results, transactions will display, select the desired transaction by clicking on the line of the transaction (the selected row will highlight in blue).

NOTE: 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. Click this link for a short video on Multi-selecting transactions to Transfer.

a. Note the Transaction Number(s) for future reference.

6. In the upper left, from the Actions dropdown, select Costing > Transfer.

NOTE: 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

7. In the Transfer Expenditure Items page, enter the Project Number and Task Number you are transferring the cost to. For Sponsored Projects only, the Contract Number and Funding Source populates; if blank, choose the correct Funding Source from the drop down.

8. Click Submit, a dialog box displays.

9. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters.

a. Make sure to address the Cost Transfer Questions:

1.How did the error occur?

2. What is the benefit of moving this Expense to the TO project?

3. Address the Un-timeliness (if applicable)

4. What is being done to prevent this type of Expense Transfer in the future?

10. The transfer is then routed to the approver for the TO project (will not always be the initiator's supervisor). Transfers will only be approved at department level, central offices do not review/approve. Please refer to KB0033119: How to View Cost Transfer Approvals for steps on identifying approvers assigned to your transfers.

NOTE: Some workflow steps will show as automatically approved or rejected by "workflowsystem"; these can be disregarded. Instead, look for the current "assigned to" and if applicable, see "future assignee." Examples:

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How to Initiate a Split & Transfer

This process enables you to split & transfer a cost in one action. 

Example: you have one cost for $100 on project A and you want to transfer $25 to project B, $75 remains on project A.

1. Select Projects and Awards > Costs

2. Click on the Tasks icon on the right and under Review and Adjust, select Manage Project Costs

3. In the Manage Project Costs Search page, enter Project Number and click Search.

NOTE: Add the Net Zero Item column from the View drop down to identify previously adjusted transactions at a glance: an X under Net Zero Item means it has not been adjusted and is available to transfer; a check mark under Net Zero Item means it has been previously adjusted and can NOT be transferred. See KB0033337 for detailed steps on adding columns to your view.

Using the Advanced Search, you can set the Net Zero Item search parameter to Equals No prior to searching, which will eliminate previously adjusted transactions from the search results. You can also add additional fields to the search parameters as needed. 

a. If necessary, use Advanced search or use the Query by Example (filter) to identify your cost(s).

4. In Search Results, transactions will display, select the desired transaction by clicking on the line of the transaction (the selected row will highlight in blue). NOTE: You can NOT perform a Split and Transfer on multiple transactions at once, you can only do it one transaction at a time.

5. In the upper left, from the Actions dropdown select Costing > Split and Transfer

NOTE: 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. Click Submit, a dialog box displays.

9. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters.

a. Make sure to address the Cost Transfer Questions:

1.How did the error occur?

2. What is the benefit of moving this Expense to the TO project(s)?

3. Address the Un-timeliness (if applicable)

4. What is being done to prevent this type of Expense Transfer in the future?

10. Once submitted, the costs will route for approval. See KB0033119: How to View Cost Transfer Approvers.

1. If any approver rejects the split and transfer, the entire request will be rejected.
2. The approval workflow includes the original project’s approver, they are also required to approve to acknowledge that (a portion of) the cost will be moved off their project.
3. Some workflow steps will show as automatically approved or rejected by "workflowsystem"; these can be disregarded. Instead, look for the current "assigned to" and if applicable, see "future assignee." Examples: 

 

11. Once fully approved, confirm your split is processed. TIP: to view status and other details, use the reports available on the Project Cost Transfers panorama.

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How to Initiate a Split

This process is for a Split only (no transfer occurs), splitting one cost into two portions on the same project. 

1. Select Projects and Awards > Costs

2. Click on the Tasks icon on the right and under Review and Adjust, select Manage Project Costs

3. In the Manage Project Costs Search page, enter Project Number and click Search.

NOTE: Add the Net Zero Item column from the View drop down to identify previously adjusted transactions at a glance: an X under Net Zero Item means it has not been adjusted and is available to transfer; a check mark under Net Zero Item means it has been previously adjusted and can NOT be transferred. See KB0033337 for detailed steps on adding columns to your view.

Using the Advanced Search, you can set the Net Zero Item search parameter to Equals No prior to searching, which will eliminate previously adjusted transactions from the search results. You can also add additional fields to the search parameters as needed. 

a. If necessary, use Advanced search or use the Query by Example (Filter) to identify your cost(s). 

4. In Search Results, transactions will display, select the desired transaction by clicking on the line of the transaction (the selected row will highlight in blue). NOTE: You can NOT perform a Split on multiple transactions at once, you can only do it one transaction at a time

5. In the upper left, from the Actions dropdown select Costing > Split

NOTE: 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

7. Click Submit, a dialog box displays.

8. In the Justification dialog box, enter the reason for the Split, then click OK.

1. Split function is auto-approved, the Cost will automatically be processed and reflected in OFC.

9. Confirm your split is processed. TIP: Sort Descending on the Transaction number column so that the most recent transactions are at the top.

NOTE: You can repeat the split steps as needed. If needed, select one of the new split transactions created and transfer as needed (see full Transfer steps at top of page).

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Approvals

• Transfers are routed to the TO project approvers. See approver information in KB0033119: How to View Cost Transfer Approvers.
• Split transactions are auto-approved and processed. 
• Workflow approvals can be seen on the Transfer Workflow Details report on the Project Cost Transfer Panorama.

Supplemental Guides

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• Access this BLINK page on Cost (Expense) Transfers, which includes an FAQ page, and a list of errors/rejections and steps to resolve.
• Use the Project Cost Transfer Panorama here.. It has information on completed transfers and pending approvals.
• Click this link for a short video on Multi-selecting transactions to Transfer.