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 Welcome to the Expense Transfer Webpage!

 

 Accounting Services is proud to offer a new online expense transfer process. Our goal is to make it convenient and easy for the user. Everything you need is at your finger tips! Please click on one of the links below and answer the corresponding questions.  This will lead you through the submission process. For any questions or concerns on how to navigate through this process, please contact Accounting Services (acctsvcs@msudenver.edu or 303-556-3030)

 

Purpose of Transfer:

The purpose of a “transfer” is to either reallocate financial resources among departments, or to move revenues or expenditures that were recorded incorrectly.  The appropriate method must be determined on a case by case basis with a consideration of fund types, circumstances, as well as dollar amounts involved. 

 


Please see the slide down sections below for some of the different types of transfers.

(Please e-mail LarsenL@msudenver.edu if there are certain types of transfers missing from this list)


An expense transfer refers to expenses that have posted in Banner Finance that need to be reallocated  in total or split between multiple FOAPAL. Miskeys or split FOAPAL are just two examples for this type of transfer.

Information needed for an Expense transfer request:

  • Brief explanation/business purpose for the transfer request 

  • AP Document number and Vendor name.

  • A department FOAPAL including approvals**

  • Example:  

Description: 16RA0101 ABC Company

From: 1000-ACC-6700-1100 (this is where the original expense resides)

To: 2xxxxx-ACC-7020-1100 (this is where you want the expense to be moved to)

*If you have more than five transfers, please submit an excel sheet with all of the required backup and approvals to Accounting Services (acctsvcs@msudenver.edu

 

Need approval from Authorized signor for each FOAPAL. If any transfers involve a Foundation Fund (48xxxx); any amounts over $5000.00 must go through the Foundation Office for approval.

 

All transfer requests that involve Travel Advance accounts (7111, 7211, 7311) must be processed through Accounts Payable (AccountsPayable@msudenver.edu). 

 

 **Note:  Please be sure to include activity and location codes if they are used or needed.  They are not required but we’ll want to include them if used.

Click here to continue with an Expense Transfer:

Various departments run ads in different University outlets, which are invoiced through MSU Denver Student Media. Instead of wrtiting a check to itself, a transfer is processed to record the expense to the department and revenue for Student Media.

Information needed for a Student Media Invoice Transfer: 

  • A copy of the Student Media Invoice

  • A copy of the advertisement

  • A Department FOAPAL including approvals**
  • Example:

Description: MSU Denver Ads Inv 15985 05/22/15 (invoice number & date)

Debit: Fund-Organization-Account-Program-INTRNL-Location $25.00 (your department FOAPAL) (this is where you want the expense to be moved to)*

Credit: 201630-SPUBL-5725-0510-INTRNL $25.00 (this is where the original expense resides)

*Note* Please be sure to include activity and location codes if they are used or needed.  They are not required but we’ll want to include them if used. Any Athletics or 48xxxx funds are required to use activity and/or location codes. 

 

Click here to continue with a Student Media Transfer:

This transfer is specific to the Student Organization Incentive Program ONLY.

Information needed for a Student Organization Transfer request:

  • A valid business purpose

  • The 8XXXXX FUND receiving the incentive

  • Approvals for the FOAPAL

  • Example:

Description: Awarded incentive prog for 8xxxxx

Debit: 201040-SCLUB-66282-1500 $25.00 (this is the FOAP funding the charge)

Credit: 8XXXXX-SCLUB-5905-0999  $25.00 (this is the FOAP receiving the funds)

 

*Note* must meet all the requirements to receive this incentive (contact Student Organization Association for more information about this program). 

 

Click here to continue with a Student Organization Incentive Program Transfer:

This transfer is required for departments that are attending the MLK Peace Breakfast.  It is the only way to pay for the tickets. This transfer is now being coordinated directly via the MLK web page at the following link:

msudenver.edu/MLK

Please note:

-You may NOT use a University issued credit card to pay for tickets.  These can only be processed via a transfer.    

-You may NOT purchase a ticket with personal funds and then ask for a personal reimbursement. 

This transfer refers to Frosty's Feast invoices. This fund-raising event is hosted by Rocky Mountain Profession Convention Management Association (RMPCMA). The departments who attend the event must remit payment/transfer for their entrance ticket and lunch. 

Information needed for a Frosty's Feast transfer:

  • A copy of the Frosty's Feast Invoice

  • A FOAPAL to be charged including approvals**

  • Example:

Description: Frosty's Feast Inv 19658 (invoice number)

Debit: FUND-ORGANIZATION-7060-PROGRAM-INTRNL-LOCATION $50.00 (the FOAPAL to be charged)

Credit: 205555-HTE-5702-0510-INTRNL $50.00 (the FOAPAL to receive the funds)

 

*Note* Receipt and list of attendees is required as backup documentation.

Please be sure to include activity and location codes if they are used or needed.  They are not required but we’ll want to include them if used. Any Athletics or 48xxxx funds are required to use activity and/or location codes. 

 

Click here for a Frosty's Feast Invoice Transfer:

This transfer refers to MSU Denver's Campus Recreational rentals and services such as CPR/First Aid training, camping equipment or hiking & climbing trips. 

Information needed for a Campus Recreation rental transfer:

  • A copy of the invoice or backup documentation

  • A department FOAPAL including approvals**

  • Example:

Description: Renting Inv 19658 (invoice number)

Debit: FUND-ORGANIZATION-ACCOUNT-PROGRAM-INTRNL-LOCATION $50.00 (the FOAPAL to be charged)

Credit: 2007XX-SRECR-57XX-0510-INTRNL $50.00 (the FOAPAL to receive the funds)

 

*Note* Please be sure to include activity and location codes if they are used or needed.  They are not required but we’ll want to include them if used. Any Athletics or 48xxxx funds are required to use activity and/or location codes.  

Click here for a Campus Recreation Rental Invoice Transfer:

This transfer is an 8300 account transfer which is a way to reallocate financial resources among department(s).

Information needed for an 8300 Account transfer:

  • Any backup relating to this transfer (optional)

  • A FOAPAL to be charged including approvals**

  • Example:

Description: Internal Transfer to 202510 (FUND receiving funding)

Debit: FUND-ORGANIZATION-8300-9100-ACTIVITY-LOCATION $50.00 (the FOAPAL providing the funding)

Credit: 202510-MUS-8300-9100- $50.00 (the FOAPAL to receive the funding)

 

Please be sure to include activity and location codes if they are used or needed.  They are not required but we’ll want to include them if used. Any Athletics or 48xxxx funds are required to use activity and/or location codes. 

 


Click here to continue with an 8300 Account Transfer:

Below are some of our most common questions and answers:


  • What is a FOAPAL?

    • the acronym used for the account code structure in Banner Finance and represents the following:
      • F - FUND
      • O - ORGANIZATION
      • A - ACCOUNT
      • P - PROGRAM
      • A - ACTIVITY
      • L - LOCATION

  • Where do I find the document number?

    • There are many different Banner forms that you can look at. FAIVNDH and FGITRND are two of the most common used forms for verifying document numbers and vendor names. 
  • What is an Authorized Signor?

    • An authorized signor has permission from the department head (President, VP, Dean, Chair, etc) to sign for that department’s expenses. To view your departments signors, you may view the Signatory Authorization list. 

  • What is a Budget Transfer & Who do I contact?
    • Moving budget from one FOAPAL to another FOAPAL within the same fund type.  It can be for the allocation of funds for the year or for giving funds to different departments. There are base fund transfers which moves the budget permanently or one-time transfers which are only for the current year. For any questions or concerns, please contact the Budget Office (mabryl@msudenver.edu, 303-556-3020 or 303-556-5035).

  • What is a Payroll (Salary) Transfer & Who do I contact?

    • Any salary transfers relating to a specific person and a specific pay period should be done as a payroll adjustment or payroll redistribution and it must originate from the Payroll Office. Please contact the Payroll Department (payroll@msudenver.edu) for more information. 

  • What is a Revenue Transfer & Who do I contact?

    • A revenue transfer is moving cash that has already posted to another account within the same funding source. Revenue is rarely transferred from the original fund, unless an error must be corrected.  Please speak to Director of Accounting Services (LarsenL@msudenver.edu or 303-556-4843) to confirm whether a particular revenue transfer is appropriate.

 

 *If you have any questions that have not been answered, please contact Accounting Services at acctsvcs@msudenver.edu.

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