Payroll Expense Transfers (PET): Moving Payroll Between Chartstrings

An expense transfer is commonly used to correct the recording of a cost from an incorrect to a correct chartstring. There are separate processes for payroll expense transfers and nonpayroll expense transfers. Payroll expense transfers follow the process outlined below; non-payroll expense transfers use financial journals.

To transfer payroll expenses:

  1. Prepare the Payroll Expense Transfer Uploader (PETU). The PETU includes usage instructions and required documentation for late cost transfers; be sure to follow the instructions and submit the PETU with all required supporting documentation.
  2. Obtain all approvals and email the PETU form to [email protected]. Please include “PETU” in the email subject line.

Alternatively, the Uncapped-to-Capped Payroll Expense Transfer Uploader (U2C-PETU) is used when transferring payroll expenses from a non-capped to a NIH-capped Project. U2C-PETU should not be used to transfer expenses that can currently be transferred using the original PETU. U2C-PETU features & Functionality:

  • Allows entry of a second debit chartstring to cover the over-the-cap expenses that result from enforcing the pay rate cap
  • Enables consolidation of multiple employees into one U2C-PETU workbook; no longer restricted to one employee per workbook
  • Can be used to transfer up to 25 lines in one workbook
  • Built-in basic error-checking to catch common data formatting issues
  • Built-in checks that will identify common reasons for PET rejections or delays
  • Enables copy and paste of data into the debit information fields or use formulas based on Hrs/% Effort to speed up data entry

A PETU or U2C-PETU cannot be used to increase or decrease the number of hours, or to change the pay type. Work with your HR Generalist (campus) or submit a Time Management Form (UCSF Health) to requests these types of changes.