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About our Topics
The following topics are provided as a convenience. It does not reflect the entire list of policies and procedures in place at UNLV. However, we have attempted to list all topics as they relate to the Accounts Payable Office.

If Policy or Procedure has been changed, and is not reflected on these pages, the most current approved document will be in effect. We will make every attempt to update these pages in a timely manner. If you find a topic that needs to be updated, or included, feel free to contact us.

Accounts Payable Topic: Expense Transfers

Description
 
This procedure allows a department, or individual to transfer an expense from one account, or Object and Sub-Object Code, to another. Transfers may be requested due to a number of reasons, but should always be requested on an Inter Departmental Requisition (IDR). However, if a change of account is requested on an encumbrance that has not been expensed, no expense transfer is necessary.

When should an expense transfers be requested?

  • the wrong account, or Object/Sub-Object, was used on an expensed purchase order
  • the wrong account, or Object/Sub-Object, was used on an expensed payment voucher
  • lack of funding in an account to be encumbered - transfer of funds to supplement the account
  • payments to intercampus departments

When do we not request an expense transfer?

  • changing an account on a purchase order that has not yet been paid


Procedure

How to reassign a non-payroll expense from one account (or Object/Sub-Object) to another:

  • complete an Inter Department Requisition (IDR):
    • only one account can be credited per transaction
    • expenses must be summarized by Object/Sub-Object code on separate IDRs
    • cite the complete document number of the transaction that caused the expense
      • usually this is a Payment Voucher (PV), Travel Authorization (TA), or Travel Payment (TP)
    • have a copy of the monthly account printout attached that shows the transaction to be reassigned
    • if available, a copy of an Advantage screen print (of either FLXG, EXPD, OPVH that shows the transaction) is preferred
    • have the signature authority for the account sign the request
    • send the IDR to John Purvis (Mail Sort 1073)
An encumbrance may not need an expense transfer if no payment has been made against the order.
  • If an incorrect account is encumbered by a purchase order and no payment has been made (or charged), a memo or email needs to be sent to Purchasing that clearly states:
    • the entire purchase order number, vendor name, account number, and amount that needs to be disencumbered
    • the corrected account number and amount to be charged
    • If the purchase order is not a Limited Purchase Order (LPO), please send the memorandum or email to the Buyer as well
    • The Mail Sort Code for Purchasing is 1033

Notes

If you have any questions on these procedures, please contact the appropriate person:

Reassigning Expenses (IX/IDR)
- John Purvis x50981
- Gwenn Pons x51161 (alternate)

Payment Vouchers (PVs)
- Summer Mudd x51157

TAs and TPs
- Alo Faleafine x51156

Purchase Orders (not LPOs)
- Buyer x53521

 
 
 
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Notes:

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   This page was last updated: Monday, 21-Mar-2011 12:10:51 PDT
 
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