Cost Transfer Request

COST TRANSFER REQUEST – (For Transfers to a Foundation “07” Account) CALIFORNIA STATE UNIVERSITY, LONG BEACH FOUNDATION (562)985-8147

Per the Foundation Cost Transfer Policy #4-120.1, this form should be used when you are requesting to transfer expenses to a Foundation 07 account.

Project # (8 digits) Requestor Date (requested) Phone Number

From: To: Detail of costs to be transferred: From GL # To GL # Post Reference # Description Amount (6 digits) (6 digits) Date (FDN REF#)

Justification: Transfers requested within 90 days of occurrence require that questions 1 and 2 are answered; transfers requested more than 90 days after occurance require that all 4 questions are answered. Please note that expenditure transfer should neer take place more than 60 days past the project end date. Please attach additional pages if necessary. See attached instructions for guidance in completing these sections.

(1) Why was this expense charged originally to the project from which is now being transferred?

(2) Why should this charge be transferred to the proposed receiving sponsored project?

(3) If the request for the cost(s) to be transferred is 90 days after the post date for the cost(s), explain why the corection was not made timely per Federal guidelines and Foundation policy.

(4) If the request for the cost(s) to be transferred is 90 days after the post date for the costs(s), explain what steps will be taken to assure that all cost transfers will be requested within the 90 day time period.

Certification: I certify that the above-mentioned costs are appropriate expenditure for the sponsored grant or contract charged and that the expenditure complies with the terms and restrictions governing that sponsored grant or contract.

Project Director for “To account” or Authorized Designee (Name and Signature) Date

Approval: Associate Director of Grants and Contracts Date

For Foundation Use Only: Grant and Contract Administrator reviewed: (initial and date)

Rev. January 2007 COST TRANSFER REQUEST INSTRUCTIONS CALIFORNIA STATE UNIVERSITY, LONG BEACH FOUNDATION

From project # - The project # (8 digits) where the charge is currently posted.

To project # - The project # (8 digits) where the charge should be posted.

Requestor - The name of the person completing the form.

Date requested - The date the form is completed.

From GL line item # - The GL (6 digits) line item of the original charge.

To GL line item # - The GL (6 digits) line item where the charge should be posted.

Post date - The posted date of the original expenditure on the General Ledger.

Reference Number - The primary reference number on the original transaction, which can be found on the Project Detail- Project Report in the FDN REF# column. If you don't provide the reference number (FDN REF#), attach a copy ofthe detail report with the expense(s) to be transferred highlighted.

Description - The Short Description on the original transaction.

Amount - The total direct amount to be transferred. Associated F&A costs will be automatically transferred. If only a portion of an expense item is being transferred, explain why in the justification section.

Justification -

(1) Per OMB Circular A-21 guidelines, expenses " . .. 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 or by terms of the sponsored agreement, or for other reasons of convenience."

The following are acceptable reasons for a cost transfer:

 To move expenses to a new account created after the budget start date

 To move appropriate and approved pre-award costs to an account

 The administrator misunderstood the Project Director's instructions on how to allocate the cost

 The Project Director has multiple funding sources for the same project and he/she provided the wrong account number to charge

 To move a cost overrun to a non-sponsored account (e.g. to a Foundation (06) program account)

 To move costs between NTH or NSF projects which have been designated as "closely related projects" by approving Grants Officer.

The following are not acceptable reasons for a cost transfer:

 To transfer costs to cover a deficit on another award

 To transfer costs to spend the balance of an award

(2) Ifan expense is being moved to a 07 account, it is necessary to explain how that cost benefits the project. If the cost is typically considered an F&A cost (See Direct Charging Policy 4-100.1), please also justify why it can be charged directly to the account.

Rev. January 2007 (3) Per Foundation policy, it is required that cost transfers be requested within 90 days of the original charge. Only in cases of exceptional circumstances will cost transfers be permitted more than 90 days after the original charge. Additional explanation is required here to document the reason for the lateness of the request.

(4) Per Foundation policy, if the cost transfer request is made more than 90 days after the original posting date of the expense, describe what steps will be taken to assure that transfer requests are made timely in the future.

Please see the Foundation Cost Transfer Policy 4-120.1 for further guidance.

Certification - This should be the signature of the Project Director (PD) assigned to the project the expense is being transferred to. The PD should review the request for completeness and accuracy. The PD's responsibility is to ensure that the University is in compliance with these regulations. The PO is responsible for ensuring that cost transfers are:

 Made within 90 days after the month in which the cost was originally recorded on the Financial Accounting System but no later than 60 days after the project terminates, and

 Supported by a written explanation that describes in detail why the transfer is necessary.

Approval - The Associate Director of Grants and Contracts will review the request for completeness and allowability.

Rev. January 2007