Cost Transfer Procedures

The following procedures should be followed for the transfer of expenses to a federally sponsored project. 

 

1.  Cost Transfers requiring only an explanation on the journal form or reallocation request (Cost Transfer Form not required):

  • Cost transfers of aggregate expenses totaling less than $200.
  • Cost transfers between Mason funds under the same sponsored award with concurrent budget periods and no restrictions on carryforward between funds.

 

2.  Cost Transfers requiring only an explanation on the journal form or reallocation request if made within 120 days (Cost Transfer Form not required):

  • Transfer of preaward expenses charged to a non-sponsored Mason organization in anticipation of sponsored funding.
  • Correction of data entry errors made by a central office processing the original charge.

 

3.   Cost Transfer within 120 Days (Cost Transfer Form required)

 

If the cost transfer is processed within 120 calendar days from the date of the original charge*, the following procedure will apply:

  • PI or designee will prepare a journal voucher or reallocation request.  If the transfer is to a federally sponsored project, and does not meet the criteria outlined in sections 1 or 2 above, he/she will prepare a Cost Transfer Form (see attached) and complete questions 1) and 2) in addition to the journal or reallocation request.
  • The journal voucher or reallocation request and Cost Transfer Form will be submitted to the OSP Team Leader for review and approval.  Once approved OSP will sign, date stamp and forward to the appropriate office for processing. 

 

*OSP requires three business days for review and processing; please allow enough time for the Cost Transfer to arrive in OSP and be reviewed, otherwise, the over 120 day requirements will apply. 

 

4.  Cost Transfer over 120 Days

 

If the cost transfer is processed more than 120 calendar days from the date of the original charge, the following procedure will apply:

  • PI or designee will prepare a journal voucher or reallocation request.  If the transfer is to a federally sponsored project, and does not meet the criteria outlined in sections 1 or 2 and is 120 calendar days from the date of the original charge, he/she will complete a Cost Transfer Form.
  • Cost Transfers 120 calendar days from the date of the original charge require the signature of a Senior School/Departmental Official designated by each school and the OSP Assistant Director, Post Award.
  • Supporting documentation (emails, copies of award notices and other correspondence) should be submitted with the cost transfer request. 


Cost Transfers over 120 day will be approved only in extenuating circumstances, which does not include administrative oversight, staff shortages, PI unavailable, etc.  Examples of appropriate extenuating circumstances are:

  • Award set-up delayed because of a late award notice or other reason out of the control of the PI.  In these cases, appropriate charges may be transferred, but a Cost Transfer form is required and should be completed within 60 days of receipt of the award notice from OSP.
  • Failure of another department to take corrective action.  Submitting department needs to show documentation (emails or other written correspondence) indicating follow-up efforts requesting corrective action.