| EXPENSES AND REVENUE TRANSFERS AND RECHARGES PROCESS
Goal of the Transfer/Recharge Process:
It is the goal of the Controller’s Office to provide budget managers with accurate and timely information. At times, it is necessary to move previously charged expenses or revenues to other accounts as the result of an incorrect account being used in the original transaction. In addition, some departments provide services to other departments on campus, which they then recharge for. It is the responsibility of the budget manager with authority over the original budget charged, or who receives the benefit from a recharge, to request transfers/recharges to be made by the Controller’s office.
Types of Transfer/Recharges:
There are a variety of circumstances that require transfer/recharges. They may include:
- Invoice/monthly upload charged to incorrect organization or account
- Activity Code needs to be added to a transaction
- A department performs services for another department
Transfer/Recharge Forms:
In order for any reclasses/recharges to be made to a budget, an Expenses and Revenue Transfers and Recharges Form must be submitted to the Controller’s office. In addition, an expense or revenue transfer must be accompanied by either a screen print or a copy of a budget report showing the original charge to a specific budget.
Required Information:
The following information is required on the Transfer/Recharge Form:
- Name: This is the name of the person requesting the reclass/recharge.
- Today’s Date: The date the form is being filled out.
- Department: This is the department of the person requesting the reclass/recharge.
- Original Transaction Date: In the case of a reclass, this would be the date the original charge was made to a budget. In the case of a recharge, this is the date the services were performed for the other department.
- The Purpose of the reclass/recharge is used to enter the information into the Banner Finance System.
- Include the Organization number, account number, and activity code (if applicable) for which the changes are being made.
- Enter the description to be used on the transaction. If this is a reclass, it should be the same description as the original transaction.
- The Original Document Number would be the Banner- generated document number of the original transaction (this is only used for reclasses).
- Enter the dollar Amount of the reclass/recharge for the given Organization/Account number.
- Copies should be sent to any other department affected by the change. The CC field should contain the names of all parties receiving copies of reclass/recharge.
- The following fields will be filled in by the Controller’s Office:
Debit/Credit Indicator
Keypunched by
Entry date
Internal Approval signature
Document #
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