Sponsored Projects Account Corrections / Cost Transfers

When expenses are posted to an incorrect budget purpose (BP) or an incorrect object code is used, an account correction will need to be submitted. As Fiscal Officer (FO), you play a key role in ensuring corrections are completed accurately, approved properly, and submitted on time.

As FO, your primary responsibilities are:

• Ensuring forms are accurate and complete
• Ensuring cost transfers are reasonable, allowable, and allocable to your award
• Ensuring corrections are submitted to OSPA in a timely manner
• Attaching required supporting documentation
• Routing corrections to the Grant Account Assignee for approval

All account corrections will follow the procedures below except for:

Payroll Corrections

Payroll Corrections - Undergraduate Student Wages 

Post-Doc Fringe Reversal Corrections

Indirect Cost (F&A)Corrections

Steps for completing an account correction

Step1: Complete the Account Correction Form

Required fields:

• Reason for correction-Provide justification for correction
• Budget Purpose-BP the expense is moving to
• Natural Account
  • Usually all 0’s
  • Review accounting flex field on original transaction if unsure
• Object Code
  • Expense Object Codes
• 41XX - Salaries
• 42XX – Wages
• 43XX – Travel
• 44XX – Equipment
• 45XX-46XX – Commodities
• 47XX-48XX – Contractual Services
• 51XX – Operation of Automotive Equipment
• 53XX – Telecommunication Services
• 5653 – DHHS Negotiated Fringe Benefit Range
• 9740 – Facilities & Administrative Cost (Indirect Cost)
• Fiscal Year-current Fiscal Year
• Amount-amount of expense being corrected
• Requester Name/Phone/Email-Name/contact information of employee completing the form
• Fiscal Officer-FO or FO Delegate Signature

Step 2: Attach Supporting Documentation

• A copy of the funds available report with original transaction highlighted

Step 3 Route for Approval

• Submit the completed form and attachments to the Grant Account Assignee
• The Grant Account Assignee will review, sign, and send to Accounting Services