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Cost Transfers

Published March 11, 2024, via Research News

Per the discussion at the Research Administrator Forum on Wednesday, March 6, 2024, Sponsored Projects Accounting (SPA) is contacting you regarding the timing on cost transfer transactions. Noted below are the key elements from the Cost Transfer Policy and Procedures:

  • A Cost Transfer is the reassignment of an expense to or from a sponsored project after the initial charging of the expense in Workday (WD).
  • Cost Transfers do not include reclassification transactions within the same sponsored award (i.e.: from one GR# to another GR# under the same AW#).
  • Faculty and staff are responsible for ensuring that Cost Transfers are processed in a timely manner. 
  • Cost Transfers should be prepared and submitted within 90 days from the date of discovery (per NIH Grants Policy Statement section 7.5). Date of Discovery (DOD) should be provided on the transaction.
  • In cases when the sponsor’s (federal or non-federal) terms and conditions relating to the timing of Cost Transfers are stricter than this policy, the sponsor’s terms and conditions are applicable and supersede this policy.  
  • The Department of Health and Human Services (e.g., funding from HRSA, CDC, AHRQ…) grants policy requires cost transfers to be made promptly after the error occurs but no later than 90 days following occurrence unless a longer period is approved in advance by the GMO.
  • SPA strongly recommends a monthly review for DHHS grants due the more restrictive timing requirements.

Please communicate and stress the importance of adhering to the DHHS cost transfer timing requirement with your research team and administrative staff within your academic unit. Additionally, SPA will be sending a direct email regarding cost transfers to the faculty with awards from DHHS. You may contact Joe Gindhart if there are any questions regarding the material in this message.