Please be advised that the Transfer of Expense (TOE) system will be temporarily unavailable from 1-2 p.m. today, April 22. During this time, the ITS team will push several updates to the system:
- If you are transferring an expense to a Project string, the TOE system will now use the “Accounting” date (instead of the “Expenditure Item” date) to verify whether the expense is within 120 days and low or high risk. The “Expenditure Item” date still needs to be within the project’s Period of Performance and must be provided with the correct expense date when transferring from a GL String. For additional information, please view the “Use of Accounting Date” Quick Reference Guide.
- Transactions with accounts that fall in the series of 51000A can now be transferred using TOE.
- For Projects, depending on the Award setup and the “Special Projects Award Type” that is selected in TOE, the fund will automatically be restricted to the correct fund.
- Movement between “Accounts” within the same sponsored project are considered “reclassifications” and not “cost transfers.” The high-risk classification and approval workflow will now only be applied to cost transfers, not reclassifications.
- The ability to change the target account now depends on the source transaction's account:
- If the source transaction uses a 77x account, the target account cannot be modified.
- If the source transaction does not use a 77x account, a 77x account will not be an available selection for the target account.
- Going forward, the General Ledger search function for transactions will use Pacific Time (PT) instead of Coordinated Universal Time (UTC).
If you have any questions or need assistance with any of these changes, please submit a ticket to the BFS team. As a reminder, TOE office hours are held biweekly on Wednesdays from 3-4 p.m. via Zoom, with the next session occurring this afternoon.
We appreciate your patience and understanding as we continue to refine our financial applications.