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Cost Transfers

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Title: Cost Transfers


1
Cost Transfers
2
Learning 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.

3
Agenda
  • Definition, Roles and Importance
  • Federal Regulations
  • Good Bad Practices
  • Processing Non-Labor Cost Transfers
  • Processing Labor Cost Transfers
  • Monitoring
  • Getting Help

4
Your 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.

5
What 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.

6
Non-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)

7
Labor 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.

8
Why 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.

9
Mayo 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.

10
What 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).

11
OMB 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)).

12
NIH 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.

13
NIH 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.

14
Charges to Federal Grants must benefit the
project AND be
15
Good 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.

16
Good 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.

17
Red 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.

18
Bad 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.

19
DO 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.

20
When 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).

21
If 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.

22
Transferring 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
23
Transferring 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.

24
What 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.

25
Transferring 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.

26
Transferring 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.

27
Transferring 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.

28
Transferring 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.

29
Transferring 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.
30
Where 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.
31
Where to justify the Transfer
  • If each journal line has a different
    justification, use the Description field at the
    Line level

32
Where to justify the Transfer
  • If more space is needed, use the Reason and
    User Defined fields on the Flexfield

33
Good 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)

34
Examples 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.

35
Examples 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.

36
Examples 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.

37
Transferring 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.

38
Approving 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.

39
Before 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.


40
Filing 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.

41
Scenarios
42
Examples 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?

43
Examples 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?

44
Examples 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?

45
Examples 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?

46
Transferring 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
47
Transferring 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.

48
Transferring 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.

49
Transferring 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.

50
Transferring 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.

51
Transferring Labor CostsStep 2 (continued).
 
  • Enter the justification for the labor cost
    transfer in the Comments field

52
Transferring 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)

53
Good 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.

54
Good 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.

55
Good 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.

56
Transferring 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.

57
Approving 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.

58
Before 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.

59
Filing 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.

60
What 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 ).

61
Monitoring 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.

62
Monitoring 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.

63
Monitoring 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.

64
Scenarios
65
Examples 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?

66
Examples 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?

67
Examples 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?

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Examples 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?

69
If 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.

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