Title: Cost Transfers
1Cost Transfers
2Learning Objectives
- At the end of this training, you should be able
to - - Define and understand cost transfers.
- - Know how to execute a proper cost transfer
transaction. - - Understand acceptable and unacceptable cost
transfer practices. - - Pass the certification exam.
3Agenda
- Definition, Roles and Importance
- Federal Regulations
- Good Bad Practices
- Processing Non-Labor Cost Transfers
- Processing Labor Cost Transfers
- Monitoring
- Getting Help
4Your Roles and Responsibilities
- As a Yale employee working with sponsored
research, you play a key role in the financial
administration of the University. You are
responsible for ensuring that sponsored funds are
managed according to Yale policies and procedures
and sponsor terms and conditions. - This overview will help you understand how to
carry out these responsibilities using Yales new
Cost Transfer Policy Guidelines.
5What is a cost transfer?
- Any cost that is first charged to one award and
later charged to another award, where one or both
of the awards is a grant or contract, is referred
to as a cost transfer for sponsored awards. -
- Reclassification of charges within an award are
not cost transfers. - There are two types of cost transfers
- Non-Labor, achieved at Yale via a journal entry,
and - Labor, achieved at Yale via a labor distribution
adjustment.
6Non-Labor Costs
- These costs include all costs other than
salaries, wages, and benefits. - They are purchases of goods services
- Examples
- Reagents,
- Lab Supplies,
- Equipment,
- Travel,
- Internal Service Provider charges (stock room,
YARC)
7Labor Costs
- Labor costs are salaries, wages, and benefits.
- To justify labor costs paid by federal funds, the
University must - Maintain payroll records
- AND
- Confirm charges after the fact. At Yale we
confirm charges using Activity or Effort
reporting. - Monthly for Clerical and Technical staff
- By term (fall, spring, summer) for 9-month
faculty - Semi-annually for 12-month faculty, professional
employees, and graduate students. - Timesheets for weekly and casual employees.
8Why are cost transfers an important topic?
- Yale has a responsibility to use funds in
accordance with applicable law and sponsor terms
and conditions. - The federal government scrutinizes cost transfers
closely for indications of cost misallocation,
and often disallows costs transferred into
federal accounts on that basis, or because of
non-compliance with timing, documentation, and
procedural requirements. - Improper, inadequately documented, and delayed
cost transfers (beyond 90 days after discovery of
error) violate Federal law or cost policy and are
potentially costly and damaging to the
University. - Frequent cost transfers and cost transfers made
long after the original cost is incurred (even if
valid) raise questions about the reliability of
the institutions accounting system and internal
controls.
9Mayo Clinic Story
- In May 2005, the Mayo Clinic paid approximately
6.5 million to settle a fraud suit alleging that
it improperly charged the government for work
performed under federal grants from NIH. - The government alleged that the Mayo Clinic had
long-standing practices of - Spending down grant accounts at the end of the
year to avoid returning unused funds to NIH, - Shifting costs from grant projects that were
over-expended to grant projects that were
under-expended without adequate documentation, - Retroactively altering effort and financial
progress reports to reflect the reassignment of
charges to the grants with remaining funds, - Not properly documenting transfers, and
- Not making transfers in a timely manner.
- While the Mayo Clinic did not admit wrongdoing in
the settlement, the hefty settlement payment and
adverse publicity were detrimental.
10What do Federal Regulations require?
- OMB A-21 states
- Any costs allocable to a particular sponsored
agreement under the standards provided in this
Circular may not be shifted to other sponsored
agreements in order to meet deficiencies caused
by overruns or other fund considerations, to
avoid restrictions imposed by law or by terms of
the sponsored agreement, or for other reasons of
convenience (U.S. OMB, Circular A-21 Revised,
Section C4).
11OMB A-21 Continues
- If a cost benefits two or more projects or
activities in proportions that can be determined
without undue effort or cost, the cost should be
allocated to the projects based on the
proportional benefit. If a cost benefits two or
more projects or activities in proportions that
cannot be determined because of the
interrelationship of the work involved, the
costs may be allocated or transferred to
benefited projects on any reasonable basis (OMB
A-21 Revised, Section C.4.d(3)).
12NIH Grants Policy Statement
- Corrections of clerical or bookkeeping errors
should be made within 90 days of the discovery of
errors. - Transfers must be supported by documentation
fully explaining how the error occurred and
certified by a responsible organizational
representative that the new charge is correct. - Explanations such as to correct error or to
transfer to correct project are not sufficient. - Delayed discovery of errors could be an
indication of poor internal controls.
13NIH Grants Policy Statement (continued)
- Transfers of costs from one project to another or
from one competitive segment to the next are not
allowable if they are made solely to cover cost
overruns or to spend down a grant. - Grantees must maintain cost transfer
documentation and make it available for audit and
other reviews. - Frequent errors in recording original costs may
indicate the need for system or internal control
improvements. - NIH may require grantees to take corrective
action by imposing additional terms and
conditions on grants, for example, an
organization could lose the privilege of
expanded authority, which allows institutions
some flexibility for managing grants without
obtaining prior sponsor approval.
14Charges to Federal Grants must benefit the
project AND be
15Good Practices GET IT RIGHT THE FIRST TIME!
- Plan expenditures to try to avoid cost transfers.
Cost transfers should not be a standard means
for managing grants. - Charge costs to the correct award initially and
ensure they are allowable and allocable to that
award. - Create labor schedules in advance to avoid making
after-the-fact labor distribution adjustments. - When costs are shared by more than one award, use
split charging instructions. When this is not
possible, allocate costs within 90 days. - Set up non-sponsored program accounts to hold
costs to be allocated. - Change standing PTAEOs for items such as
salaries and standing purchase orders in a timely
manner when award numbers change. - Request an At Risk fund to charge costs
incurred prior to receipt of a notice of grant
award.
16Good Practices (continued)
- Obtain no-cost extensions prior to the end of the
original project to complete work after the
original award period ends. - Plan and monitor costs regularly.
- Provide PIs with monthly financial reports and
help to review them, comparing costs with budgets
investigating questionable charges. - Make required cost transfers in a timely manner
(within 120 days of original transaction or 90
days of discovery whichever is earlier). - Remember that each award as a separately financed
project with separate technical and financial
products.
17Red Flags
- Transfers to or between federal grants.
- Transfers older than 120 days after original
transaction. - Transfers in the last month of the award or after
the award has expired. - Large numbers of cost transfers.
- Grants or contracts with a zero balance at the
end of the award. - Round numbers (may be an indicator of a plugged
number). - Paying summer salary late (in December).
- Labor distribution adjustments to previously
certified effort.
18Bad Practices
- Transfers with inadequate explanations.
- Explanations that raise more questions than
answers. - Incomplete documentation
- Using to correct an error or to transfer to
correct project as an explanation.
19DO NOT
- Pool sponsored awards.
- Use any sponsored project as a holding account.
- Make cost transfers to other sponsored projects
to spend down a grant. - Transfer costs from one sponsored project to
another to clear an overdraft. - Transfer costs to avoid the 25 carryover
approval requirement.
20When are cost transfers required?
- When one cost benefiting multiple projects needs
to be allocated among them (for example service
center charges). - If a cost has been charged to the incorrect award
(for example, data entry error, reallocation of
effort, pre-award costs, late issuance of notice
of award).
21If you must make a cost transfer
- Ensure the reason for the transfer is acceptable.
- Ensure the cost to be transferred is allowable,
reasonable and allocable to the new account, and
was incurred within the award period or is
permissible as a pre-award charge. - Process the transfer in a timely manner.
- Document the transfer properly
- Provide a detailed explanation of the error and
how it occurred. - Explain how the cost benefits the grant being
charged. - Obtain written authorization from the PI or other
responsible departmental representative
knowledgeable about the grant.
22Transferring Non-Labor Costs
THE PREPARER Step 1. Assemble information and
evaluate the cost transfer. Step 2. Make the
journal entry Step 3. Check your work Step 4.
Give transaction documentation to the
approver THE APPROVER Step 5. Review the
Transfer Step 6. File the Transfer Documents
23Transferring non-labor costs.Step 1.
- A. Assemble the paperwork, including
- A copy of the original transaction
- Original and new charging instructions (PTAEOs)
- A written authorization to make the transfer
signed by the Principal Investigator or other
responsible institutional representative
knowledgeable about the grant (email or
hand-written note is acceptable) - If allocating costs between two or more projects,
a description of how the allocation was done - A written explanation of how the error occurred
- A written explanation of how the cost benefits
the sponsored project to which the charge is
being transferred.
24What documentation of the original transaction is
acceptable?
- Invoice
- Internal Service Provider bill or receipt.
- For VIP purchase Any document that identifies
what was purchased, including invoices and
packing slips. - Purchasing card (Pcard) expenditures over 75
receipts. - Purchasing card purchases under 75 Signed
monthly P- Card Statement with purchase listed.
25Transferring non-labor costs.Step 1 (continued).
- B. Evaluate the cost transfer
- Does the original transaction fall within the
award period or is it allowable as a pre-award
charge? - Is the charge allowable (check OMB A21 and
restrictions in the Notice of Award)? - Is the cost reasonable?
- Is the cost allocable to this award?
- Is this cost being handled in a consistent
manner? - Is the justification complete, including a
description of the allocation method or an
explanation how the error occurred? - If the answers to all these questions are yes,
proceed to next set of questions. If the answer
to any question is no, contact your supervisor
or GCFA.
26Transferring non-labor costs.Step 1 (continued).
- B. Evaluate the cost transfer
- Is the transfer being made to cover a cost
overrun? - Is the transfer being made in the last months of
the award or after the award has expired? - Is the amount being transferred a round number?
- If the answers to any of these questions is
yes, review with your supervisor or GCFA.
Otherwise, proceed to the next question. - Is the cost transfer being made more than 120
days after the original transaction or more than
90 days after discovery whichever is earlier? - If the answer to this question is yes, you must
provide a written explanation why it is late.
27Transferring non-labor costs.Step 2.
- Make the Journal Entry
- A. Prepare the journal entry choosing
YGCIndNonLabTr as the Journal Staging Area (JSA)
category in the Batch Header. -
-
28Transferring non-labor costs.Step 2 (continued).
- B. In the Flexfield called Date of Original
Transaction, enter the original transaction
date of the transaction, not the date the error
was discovered. - C. Enter the reference number of the original
transaction (invoice number, batch name, et
al.) in the Reference ID of Original Trx
field. -
29Transferring non-labor costs. Step 2
(continued).
D. Justify the cost transfer
When justifying the transaction, be sure to
explain specifically 1) how the allocation was
made or how the error occurred, 2) how this
award benefits from this cost, and 3) who
authorized the transfer to be made.
30Where to justify the Transfer
If the same justification applies to all batch
lines, enter justification in the Description
field at the top of the first Journal entry
screen. It will copy down to all journal lines.
31Where to justify the Transfer
- If each journal line has a different
justification, use the Description field at the
Line level
32Where to justify the Transfer
- If more space is needed, use the Reason and
User Defined fields on the Flexfield
33Good Descriptions Should State
- How the error occurred / Why JSA is needed
(technician inadvertently used wrong PCard to
purchase supplies) - How the error was found / Who initiated JSA
(noticed during PI review) - Why the new PTAEO is correct (charging award
originally intended)
34Examples of Good JSA Reasons Descriptions
- Move cost incurred prior to the set-up of a new
award from GA account per PI and Business
Manager. - Purchased bulk quantity of acetone from stock
room, which cannot split charges to multiple
awards. This entry splits the charges based on
PIs anticipated use. Allocation method on file
in department. - Supplies were originally purchased for award
A12345, but were actually used on award R23456.
Lab manager informed business manager of change
in plans in the month of occurrence.
35Examples of Good JSA Reasons Descriptions
- To correct YARC billing which charged the wrong
award. YARC was told of this change, but we
missed their cutoff for the month. Error
discovered by PI during monthly review of award
statement. - We made two similar purchases from the same
vendor, for two different awards. One award was
incorrectly charged for both items. Error
discovered by lab manager during monthly review
of statements. - Wrong P-Card was inadvertently used to purchase
the supplies. Error discovered during the monthly
review by the business office.
36Examples of Bad JSA Reasons Descriptions
- To transfer items that were incorrectly charged.
- Per PI instructions, move charges to clear an
overdraft. - Transfer YARC charges from Dr. Xs special use
account to Dr. Ys account for December to March
2004 and 2005. - Transfer airgas credit from Dr. Xs (Non-Federal)
PTAEO to Dr. Ys (Federal) PTAEO to close
account.
37Transferring non-labor costs.
- Step 3. Check your work.
- A. Do you have all supporting paperwork (copy of
the JSA, written explanation and authorization,
copy of the original charge, description of
allocation method if appropriate)? -
- B. Is the description complete?
- Step 4 Give transaction documentation to the
approver.
38Approving the Transfer
- The preparer and approver of the transaction MUST
be two different individuals. - The approver takes ownership of the entry and
must review supporting documentation before
approving the transfer.
39Before ApprovingStep 5.
- Review the Transfer
- Consider
- Is the charge allowable (check restrictions the
Notice of Award)? - Is the cost reasonable and allocable to this
award? - Is the justification complete? Could a stranger
understand what happened? - Is the transfer being made to cover a cost
overrun? - Is the transfer being made in the last months of
the award or after the award has expired? - Is the amount being transferred a round number?
- Is the cost transfer being made more than 120
days after the original transaction or more than
90 days after discovery, whichever is earlier?
If so, is the reason for lateness documented? - Is the supporting documentation complete? Does
the documentation stand alone? (Original
transaction, explanation, authorization) - If you do not feel comfortable about the answers
to these questions, speak with your supervisor or
GCFA.
40Filing the Transfer DocumentsStep 6.
- Ensure all documents relating to the transaction
are fastened together and filed with the award
being charged. Put a note in the original
awards file, referencing the award to which the
charge was transferred. - All documentation related to the cost transfer,
including but not limited to email, a copy of the
original transaction, written explanation, and
signed authorization must be retained according
to Yales record retention policy and made
available for verification during the course of
an audit or other review.
41Scenarios
42Examples of Cost Transfers (Scenario 1)
- A PI has not received a new award for a new
competitive segment and the old award is about to
expire. She/he does not want to stop the
research, so the PI charge want to charge the old
award for incurred costs that should be charged
to the new award. - Are the costs allowable, allocable, reasonable
consistent? - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
43Examples of Cost Transfers (Scenario 2)
- A PI uses his/her P-Card to travel for research
purposes. The expenses from the P-Card are
charged to the departmental budget. PI returns
from traveling and forgets to submit paperwork
for travel expenses that are associated with
research on a certain award until 6 months after
the trip. Now PI wants to move charges to the
correct award. - Are the costs allowable, allocable, reasonable
consistent? - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
44Examples of Cost Transfers (Scenario 3)
- Payroll charged relocation costs to the same
account as salary. Relocation costs cannot be
charged to the grant so we are transferring costs
to a proper account. The transfer is late due to
lack of administrative staff. - Are the costs allowable, allocable, reasonable
consistent? - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
45Examples of Cost Transfers (Scenario 4)
- Equipment was charged in error to PIs American
Heart Association award. Yales installment
from AHA was late. Equipment charge was removed
and replaced by an equal amount of supplies
purchased by the PI from the stockroom. - Are the costs allowable, allocable, reasonable
consistent? - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
46Transferring Labor Costs
THE PREPARER Step 1. Assemble information and
evaluate the cost transfer. Step 2. Make the
labor distribution adjustment Step 3. Check your
work Step 4. Give transaction documentation to
the approver THE APPROVER Step 5. Review the
Transfer Step 6. File the Transfer Documents
47Transferring Labor CostsStep 1.
- A. Assemble the paperwork, including
- A record of the original charges (for example, a
payroll or effort report) - Original and new charging instructions (PTAEOs)
- A written authorization to make the transfer
signed by the Principal Investigator or
responsible institutional representative
knowledgeable about the project (email or
hand-written note is acceptable) - A written explanation of why effort was
reallocated or how the error occurred.
48Transferring Labor CostsStep 1 (continued).
- B. Evaluate the cost transfer
- Does the transaction fall within the award
period, or is it allowable as a pre-award charge? - Is the charge allowable (check OMB A21 and
restrictions in the Notice of Award)? - Is the cost reasonable?
- Is the cost allocable to this award?
- Is this cost being handled in a consistent
manner? - Is the justification complete?
- If the answers to all these questions are yes,
proceed to next set of questions. If any answer
is no, contact your supervisor or GCFA.
49Transferring Labor CostsStep 1 (continued).
- B. Evaluate the cost transfer
- Has the individuals activity (effort report) for
this period already been certified? - Is the transfer being made to cover a cost
overrun? - Is the transfer being made in the last months of
the award or after the award has expired? - Is the amount being transferred a round number?
- If the answers to any of these questions are
yes, review with your supervisor or GCFA.
Otherwise, proceed to the next question. - Is the cost transfer being made more than 120
days after the original transaction or more than
90 days after discovery, whichever is earlier? - If the answer to this question is yes, you
must provide a written explanation why it is
late.
50Transferring Labor CostsStep 2.
- Make the Labor Distribution Adjustment (LDA)
-
- Enter the Begin Date and End Date of the
Payroll period for which the adjustment is being
made. - In the Comments field, explain
- Why the effort was reallocated or how the error
occurred, - Who authorized the transfer, and
- If the transfer is more than 120 days after the
original charge or more than 90 days from
discovery, whichever is earlier, an explanation
why the adjustment is being made late.
51Transferring Labor CostsStep 2 (continued).
- Enter the justification for the labor cost
transfer in the Comments field
52Transferring Labor CostsStep 2 (continued).
- Good Descriptions should state
- How the error occurred / Why the LDA is needed
(employee record entered in HR system too late to
create labor schedule before first payroll was
run) - How the error was found / Who initiated the LDA
(noticed by Business Manager during payroll
review). - Why the new PTAEO is correct (employee is
research assistant on project)
53Good LDA Explanations
- During the monthly review of Aug 05 grant
statements, PI determined distribution of salary
charges for Dale Spade should be reallocated to
better reflect the actual time worked on the
grant. Originally A11111 charged 25 but actual
time was 20 due to extra time spent on A22222
grant. Authorization from PI on file in the
department. - Salary charged to A12345 as reflected on the
effort report was based on anticipated time for
Jan-Jun 05 time period. Actual time allocation
differed due to unexpected progress on D45678.
LDA needed to adjust salary charges to reflect
actual effort worked on grant. PI authorization
on file in dept.
54Good LDA Explanations
- Per PI authorization, redistribute salary of Matt
Down to PIs new NSF award D22222. PI discovered
charging error during grant review. Documentation
and authorization on file in dept. - During a review of Jane Does effort report for
Jan-Jun 05, PI discovered salary charges for Jan
and Feb should have been charged to D22222 rather
than D44444. The PI did not notice the error in
charging during his review of the Jan and Feb
grant statements. PI authorization on file in
dept.
55Good LDA Explanations
- During the review of Dr. Xs effort report, PI
realized change in charging instructions given to
Business Office in Jan. were not completed. Error
was not detected until review of Jul to Dec
effort report. Authorization from PI on file in
dept.
56Transferring Labor Costs
- Step 3 Check your work
- Do you have all supporting paperwork (copy of
report showing original charge, written
explanation and authorization)? - Is the description complete?
- Step 4 Give transaction documentation to
the approver.
57Approving Labor Cost Transfers
- The preparer and approver of the transaction MUST
be two different individuals. - The approver takes ownership of the entry and
must review supporting documentation before
approving the transfer.
58Before ApprovingStep 5.
- Review the Transfer
- Consider
- Is the charge allowable (check restrictions in
the Notice of Award)? - Is the cost reasonable and allocable to this
award? - Is the justification complete? Could a stranger
understand what happened? - Is the transfer being made to cover a cost
overrun? - Is the transfer being made in the last months of
the award or after the award has expired? - Is the amount being transferred a round number?
- Is the cost transfer being made more than 120
days after the original transaction or more than
90 days after discovery whichever is earlier? If
so, is the reason for lateness documented? - Is the supporting documentation complete? Does
the documentation stand alone? (Original
transaction, explanation, authorization) - If you do not feel comfortable about the answers
to these questions, speak with your supervisor or
GCFA.
59Filing the Transfer DocumentsStep 6.
- Ensure all documents relating to the transaction
are attached together and filed with the award
being charged. Put a note in the original
awards file, referencing the award(s) to which
the charge was transferred. - All documentation related to the cost transfer,
including but not limited to email, a copy of the
original transaction, written explanation, and
signed authorization must be retained according
to Yales record retention policy and made
available for verification during the course of
an audit or other review.
60What if you are uncomfortable with the transfer?
- Speak with your supervisor or Business Manager.
- Check with your business support service center.
- If this does not resolve your concerns, speak
with John Maloney or Lan Virasak in Grants and
Contracts Financial Administration at 432-3060. - Refer to http//www.yale.edu/resources/ for more
information. - Review the Standards of Business Conduct for
guidance (http//www.yale.edu/provost/html/standar
ds.html ).
61Monitoring by GCFA
- GCFA monitors sponsored program cost transfers
over 100.00 for compliance with sponsor
requirements and university policies
procedures. - JSA Descriptions are reviewed.
- Labor Distribution Adjustment Descriptions are
reviewed. - When descriptions are insufficient, departments
are required to email complete descriptions to
GCFA, print a copy of the email and staple it to
the transaction documentation, and retain it in
the award file.
62Monitoring by GCFA continued
- 2. GCFA reviews documentation of all sponsored
program cost transfer lines greater than 10,000
and a random sample of all other cost transfers
to ensure supporting documentation is adequate. - Departments will be provided feedback including
- Requests for improving documentation on
individual transactions - Retraining for individuals who do not adequately
justify and document cost transfers.
63Monitoring The Bottom Line
- If the transfer explanation and documentation is
incomplete or unacceptable, GCFA will notify the
department and require the cost transfer be
reversed. - Access to prepare and approve cost transfers will
be terminated if repeated incomplete or
unacceptable transfers are identified.
64Scenarios
65Examples of Cost Transfers (Scenario 5)
- A PI doesnt want to stop doing research but has
not received a new award for a new competitive
segment and the old award is about to expire.
She/he is charging salary to the departmental
General Appropriation budget. - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
66Examples of Cost Transfers (Scenario 6)
- PIs research assistant is working on various
grants. Incorrect amount of effort was charged
to one particular grant. PI reviews labor
charges after the fact. - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
67Examples of Cost Transfers (Scenario 7)
- Student wages were charged to faculty setup funds
and portion of effort should be charged to
facultys research award PI found error upon
review of his accounts. - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
68Examples of Cost Transfers (Scenario 8)
- On review of award expenses for the first half of
the annual installment, PI decides to shift labor
costs to another closely related project. Effort
has already been certified. - Explain the issues raised in this scenario.
- Is this situation an appropriate justification
for a cost transfer? - What should you do?
69If you need assistance with cost transfers
- Contact John.Maloney_at_yale.edu or
Lan.Virasak_at_yale.edu in GCFA or call 432-3060. - At the Yale School of Medicine, contact
Mark.Prendergast_at_yale.edu in Financial Operations.
70Questions Answers