Expense Transfer Requests

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.

Necessary Information to Request an Expense Transfer

• A brief explanation/business purpose for the transfer request
• An AP Document number and vendor name.
• A departmental FOAPAL, including approvals*

Note: If you have more than five transfers, please submit an excel sheet with all of the required backup and approvals to Accounting Services.

Note: You need approval from an 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.

Note: All transfer requests that involve Travel Advance accounts (7111, 7211, 7311) must be processed through Accounts Payable.

 *Include activity and location codes, if applicable.

Example of an Expense Transfer

Description: 16RA0101 ABC Company

From: 1000-ACC-6700-1100 (this is where the original expenses reside)

To: 2xxxxx-ACC-7020-1100 (this is where the expenses are to be moved)

General Expense Transfer Request Form

A Grant Expense Transfer refers to expenses that have posted in Banner Finance that need to be reallocated either onto or off of a grant fund (42XXXX-47XXXX). These expenses could be moved either in whole or split between multiple FOAPALs.

Necessary Information to Request a Grant Expense Transfer

• A brief explanation/business purpose for the transfer request
• A brief explanation of why the transfer is needed and, if the expense is moving onto a grant fund, how it benefits the grant/program purpose and/or scope of work.
• Approval(s) from authorized signers for all FOAPALs affected
• Backup documentation of all This could include invoices, more detailed explanations, Banner screenshots, etc.

Note: If you have more than five transfers, please submit an Excel spreadsheet with all of the required backup and approvals to Grant & Contract Accounting – [email protected], with “Expense Transfer Request” as the subject line.

Note: You need approval from an authorized signer for each FOAPAL. If any transfers involve a Foundation Fund (48xxxx), any amounts over $5000.00 must go through the Foundation Office for approval.

Note: All transfer requests that involve Travel Advance accounts (7111, 7211, 7311) must be processed through Accounts Payable.

For additional information or questions, please reach out to Grant & Contract accounting at [email protected]

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*

Note: Any Athletics or 48xxxx funds are required to use activity and/or location codes.

*Include activity and location codes, if applicable.

Example of a Student Media Transfer

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 the expenses are to be moved)

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

Student Media Transfer Request Form

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

Note: All the requirements must be met to receive this incentive. Contact Student Organization Association for more information about this program.

Example of a Student Organization Incentive Program Transfer

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)

Student Organization Transfer Request Form

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*^

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

*Include activity and location codes, if applicable.

^Any Athletics or 48xxxx funds are required to use activity and/or location codes.

Example of a Frosty’s Feast Invoice Transfer

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)

Frosty’s Feast Transfer Request Form

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*^

*Include activity and location codes, if applicable.

^Any Athletics or 48xxxx funds are required to use activity and/or location codes.

Example of a Campus Recreation Rental Transfer

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)

Campus Recreational Rental Transfer Request Form

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*^

*Include activity and location codes, if applicable.

^Any Athletics or 48xxxx funds are required to use activity and/or location codes.

Example of a 8300 Account Transfer

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)

8300 Account Transfer Request Form

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 Peace Breakfast web page.

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.

The acronym used for the account code structure in Banner Finance and represents the following:

FUND ORGANIZATION ACCOUNT PROGRAM ACTIVITY LOCATION

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.

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.

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.

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 from our staff directory.

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 ([email protected] or 303-556-4843) to confirm whether a particular revenue transfer is appropriate.