Transfers
Please observe the following guidelines for handling the various types of inter-departmental
activities:
1. One-Time Cost Sharing
This activity is handled by way of a transfer JV, using account code 8453 on both
the sides of the transaction. An example of this is if one unit agrees to support
specific costs incurred in another unit, such as "covering $1,500 for travel" associated
with a student going to a conference, or covering the cost of (or part of the cost
of) a piece of equipment. Please note that transfers are only an option for cost
sharing between units on a one-time basis; activity within a single unit, or recurring
agreements, may only be adjusted through budget revisions. If these transactions are
in excess of $5,000, the sending and receiving org must share the same program code
(e.g., AS program code on both, IN program code on both, etc.) to prevent reporting
errors.
2. One-Time Program Support
This activity is handled by way of a budget revision, using both expenditure and revenue
account codes as appropriate to the situation. Examples of this include central Strategic
Reinvestment support of approved unit proposals, funding support for departmental
budget shortfalls, and start-up/special project funding. In addition, any type of
funding adjustments within a single unit must be made with a budget revision. Please
note that for budget revisions that include the movement of existing revenue, a JV
to move the actual revenue must accompany the budget revision unless the revenue account
codes are 9210 or 9222.
3. Service Agreements
When one unit provides a service for the direct benefit of another unit, and at the
request of that unit, the activity should be handled by way of a direct billing, wherein
the servicing department records 9904 (Interdepartmental) revenue and the requesting
department records the appropriate Contractual Services expense account code. Service
agreements should not be handled through transfers or budget revisions.
Click here for JV forms.
A detailed list of account codes are available on ÃÛÌÒÓ°Ïñ finserv website or the UA Controller's
website at: