New Cost Transfer Work Flow Tool Now Available
The new campus-wide Cost Transfer Work Flow Tool is a web-based form and routing system that will be used to process both non-salary and salary cost transfers.
The tool includes a work flow from the initiator to the dean or director's administrative unit before the transfer is processed into the Shared Financial System. For transfers involving sponsored projects (fund 144 or 133), there is an additional work flow approval in Research and Sponsored Programs.
For those interested in learning more, the Office of Human Resource Development (OHRD) and subject matter experts from the APR Cost Transfer team are offering two training forums. Both will be held at Ingraham Hall, Room 220:
- Tuesday, May 3, 1pm
- Friday, May 6, 9am
The invitation is open to all interested staff across campus. Register online.
While training is not required, it is strongly recommended for staff members currently preparing or processing cost transfers, particularly approvers. In addition, dean or director's offices may arrange for special training for staff that their school/college staff by contacting Dan Koetke at dkoetke@vc.wisc.edu.
Those unable to attend are encouraged to read the training document "UW-Madison Cost Transfers: Policy and Practice," which includes sections on current policies, how to avoid the need for cost transfers, and how to use the new tool at the Accounting Services website.
Soon, additional resources will be available through the Accounting Services website, including quick "how to" tutorial webcasts for PIs, cost transfer policies, and a link to the new Cost Transfer Work Flow Tool itself. Alternatively, users will be able to reach the tool directly.
Please keep in mind that it is better to determine the funding of a transaction correctly prior to its initial posting, rather than to process cost transfers to move charges after the initial posting. Tools such as the ProValue Services for Purchasing Card charges and Pre-posting allocation tool for MDS and DoIT charges are encouraged as proactive alternatives to the Cost Transfer Work Flow Tool.
If you have questions or suggestions for improvement, please contact Dan Koetke at dkoetke@vc.wisc.edu and the APR Cost Transfer team will assist you.
