Transfers FAQS (Current)

In July and August 2019, several FY 2020 Transfer Process Update training sessions were held.  During these sessions, questions were gathered for further review and research.  The answers to these questions are shown in this frequently asked questions document.  They have also been incorporated into an updated Transfers Governance Manual.

Transfers is a movement of cash between University accounts.  The original purpose of the guidance to reduce transfers was intended to reduce the negative impacts on financial statements and distortion of revenue and expense trends and reporting. Therefore, before processing a transfer, users should focus on the bigger picture to improve financial transparency and decrease transferring and tracking small dollar amounts.  Users should focus on recording expenses where it belongs at the time the purchase or service, which in turn will reduce transfers overall. 

It is acceptable to separate out transfers on multiple documents and/or line items to help improve approval flow speed or group similar topics (i.e. Instructional Equipment or Start-Up).

As stated previously, the underlining goal is to change the practice of using transfers as a default way to move cash. Moving cash negatively affects financial statements and distorts revenue and expense trends and reporting. Therefore, before processing a transfer, users should focus on the bigger picture to improve financial transparency and decrease transferring and tracking small dollar amounts. Users should focus on recording expenses where it belongs at the time the purchase or service, which in turn will reduce small transfers. 

Approved exceptions to the “transfers below $1,000 per line item” rule are included in the updated Transfers Governance Manual.  

Funded Program Types and other Funded Program attributes help us to determine if funds are Public/Non Public or Available/Unavailable and help describe the types of funds. We do not want to change the flavor of funds with transfers. There are few known exceptions, which are allowable and documented by Accounting and generally processed by central offices.  

These are to be treated as transfer's and processed via Journal Voucher (SA) documents with the 491055 – Transfers Between Business Areas GL. These would be exceptions to the Institutional Grouping, Funded Program Type and $1,000 guidelines.

Use a JN document with the recharge subsidy GL’s. This process has not changed with the FY2020 transfer process changes.

You are required to have backup documentation and attach it properly so it is available in WebNow. For attachment instructions follow Step 10 in the “How to Enter a Transfer Document” section on the Transfers Governance Manual. If the user needs a short summary in SAP, Long Text is an option, but it must be completed in addition to the attachment stored in WebNow.

Workflow is initiated when Save as Completed is performed on any SA document type. The document then routes to the appropriate level of fiscal approval for each funds center based on the total of the document. For those documents that are on balance sheet accounts only, the document is routed to the level 03 fiscal approver for the appropriate business area. Additional routings are included for those documents that are transacting on grants or Ag federal funds to include the approval of the appropriate pre-auditor (level 03) approver for that business area.

If you have further questions, please email financehelp@purdue.edu.

Purdue University, 610 Purdue Mall, West Lafayette, IN 47907, (765) 494-4600

© 2018 Purdue University | An equal access/equal opportunity university | Copyright Complaints 

Trouble with this page? Disability-related accessibility issue? Please contact treasweb@purdue.edu.