The Transfer of Expenditures (TOE) application allows for the transfer of non-payroll expenditures recorded in the general ledger. It is a secure web based application using SSL protocol to encrypt data.
Authorization to the application is based on the user’s level of responsibility. The level of responsibility for one or more departments is assigned to a user when a password is issued for access to TOE. There are Preparers and various levels of Reviewers.
The TOE system defines “High Risk” transfers as “Any transfers to Federal or Federal Flow-Through funds.” Note: "High Risk" transfers only need to go through the late Cost Transfer Escalation process if over 120 days. Because the TOE system will not allow transfers over 120 days, you must use the UFIN form for non-payroll transfers over 120 days following the late Cost Transfer Escalation procedures.
- UC BFB A-47 Direct Costing Policies requires any transfer to a Federal or Federal Flow-Through that the certification and approval signatures must include that of the principal investigator, department head/chair, or other academic officials. For transfers processed electronically or using online systems, the certification and approval of the department head, project director (principal investigator) or other academic officials must be maintained by the department.
Because of these requirements above, these types of “High Risk” Transfers require the following action by the initiating department:
- Printing the Transfer: On a High Risk transfer, the transfer needs to be printed by pressing the “PDF Print” button at the bottom-right corner.
- The transfer must be signed by the principal investigator, department head/chair, or other academic official and maintained in the department for auditing.
- The backup documentation for the transfer must be maintained in the department to be accessible during an audit.
In addition, make sure to completely and thoroughly answer the four questions asked in the TOE system that are related to the specific unique transfer you are processing, which are required by the auditors. The answers to these questions must be a detailed justification for the particular expense transfer being executed. It must be fully explained and justified. An explanation which merely states that the adjustment being made is "to correct an error," "to transfer to correct project," or "expenditure inadvertently charged to incorrect account/fund" is not sufficient.
- Explain in detail if the original expense was charged correctly; or, explain why the expense was originally charged to the account/fund if it is an error.
- Describe how the cost benefits the award to which the cost is being transferred. What makes the expense appropriate to the account now receiving the expense?
- How does this cost contribute to achieving the project's objectives?
- What action is being taken to eliminate the future need for a cost transfer of this type?