Expense Transfer Process

Sometimes it is necessary to transfer expenses from one department to another.

This is done via an Expense Transfer Form (ETF).

This is an online form which follows a 4 stage process:

  1. Seller to raise the ETF
  2. Requester to state where the charge should go to and the reason for the ETF
  3. Approver to authorise the transfer
  4. Finance to verify and process the ETF

Stage 1 – Seller

The process is started by the Seller - member of the department wishing to transfer the expense.

They can create a new ETF by clicking this link

The accounting codes for the item need to be entered. This is where the expense will be transferred from.

The submit button will not appear until the primary, secondary and project codes are entered.

A description of the goods or service needs to be added. There is also the option to attach files if required.

The Requester needs to be selected. The Requester is the member of the department they wish to pass the expense to who requested the goods or service.

The form can then be submitted to the Requestor who will receive a notification email.

expenditure-transfer

Stage 2 – Requester

The requester needs to enter the accounting codes for the item. This is where the expense will be transferred to.

The submit button will not appear until the primary, secondary and project codes are entered.

The reason the goods or service were requested needs to be added. There is also the option to attach files if required.

An approver needs to be selected. The Approver is a budget holder who is authorised to accept the expense.

There is an option to resend and to select a second Approver if required.

The Requester, Seller and Approver must be three different people.

The form can then be submitted to the Approver who will receive a notification email.

expenditure-2

Stage 3 – Approval

The Approver can either approve or reject the ETF:

  • If the request is rejected the workflow is stopped.
  • If approved the request is passed to Finance to process after checking that it is within policy and all required information is included.

Expenditure 3

Stage 4 – Finance Verification and Processing

Approved requests are sent to Finance to ensure that the request is within policy and all required information is included.

There are 3 options:

  • Approve the request
  • Reject and send to the Seller to amend
  • Reject and send to the Approver to amend

Every month a list of approved ETF's will be used to generate a journal to internally transfer expenses between departments.

There is the ability to check which expenses transfers are still to be approved - the sellers can generate these themselves.

If there are any problems the request can be adjusted manually.