Frequently Asked Questions Regarding Cost Transfers
Q. Where is Caltech Cost Transfer policy located?
Q. What is an intra-award cost transfer?
A. An intra award cost transfer is when costs are re-allocated between different Project Task Awards (PTAs) under the same funding source award number.
Q. If I answered "Yes" to the question "Transferor award overspent?" what additional information should I address in Item 3, Section C - Justification?
A. Provide information to explain the nature of the overspent and why it occurred. Your explanation may include: the type of cost, the timeliness of the transfer request, why the transfer request is not intended to resolve the overspent but to correctly allocate costs, incremental funding or continuing award received under a new funding source award number etc. (please attach documentation and correspondence with sponsors to support statements).
Q. When is it necessary to obtain the Principal Investigator's and Division Chair's signature in Section F under Authorized Signature?
A. Additional approvals from the PI and Division Chair are necessary when the transfer request is over 90 days or the transferor award is overspent
Q. When there is a transfer that crosses divisions, who should sign in Section E, Authorized Signature?
A. Authorized Signature should be the Principal Investigator (PI) or PI delegate of the receiving award. Email approval is acceptable. The PI or PI delegate should include a statement in the email such as "I have reviewed the attached cost transfer and approve the request.
Q. What type of supportive documentation should I attach to my CT?
A. Project Accounting looks for expenditure detail reports, copies of emails to support the justification, copies of travel reports and receipts, budgets and/or budget justifications to determine cost allowability
Q. My Principal Investigator (PI) or Division Chair is on travel status. Can I obtain his/her approval for a transfer request via email?
A. Yes. Email approval is acceptable. The PI or Division Chair should include a statement in the email such as "I have reviewed the attached cost transfer and approve the request.
Q. How is the 90 day period calculated for my transfer request?
A. The 90 day period is calculated from the date of the original transaction posting in Oracle. This is not necessarily the date the cost was incurred. Use the PA date as a guideline. Example: A cost first posted in Oracle on May 5.The PA date would be May. The 90 day window would begin on June 1 and end on August 31
Q. What are the dark days and when is the deadline to submit cost transfer requests at Project Accounting?
A. The Oracle system goes down on the last business day of the month due to month end closing. Project Accounting is required to enter all cost transfers two days before the system goes down. Please note that Project Accounting requires two business days for review and additional feedback from initiators. Contact Project Accounting to confirm the last day cost transfers can be processed.