Transferring Expenses

A journal entry is submitted to move an expense from one set of worktags, ledger account and spend category to another. A few reasons an expense would need to be moved are as follows:

• The expense was originally posted to the wrong worktag(s).
• You need to charge another department for services.
• The expense needs to be split with another department or organization.

There are three ways to transfer expenses. Which form you need to use depends on how many, and what kind of expenses you are transferring.

Please go to Workday Training Materials under "Financial Transactions Training Materials (https://MiamioOHprofed.instructure.com/courses/22296~103) and look for instructions for the following:

• Create Journal Instructions - follow these instructions to submit a journal entry to correct non-payroll expenses or to charge anotehr department for services.
• Payroll Accounting Adjustments - use this form to submit corrections for payroll and fringe benefit expense that has already posted. Please note that a costing allcoation must also be submitted to correct worktags for any upcoming payroll and fringe benefit expense.

EIB Template - this template is used for large entries. Please contact General Accounting (generalaccounting@miamioh.edu) for further information.

Please note that security access to the tasks above is limited. It may be that someone from your department who has been granted security access will need to submit the document on your behalf. Please contact the Business Manager for your department or division if you find you do not have access.

Processing Deadlines

As of FY21, departments will have 90 days from the date of the expense to submit requests for corrections or reclassification between accounts. This includes journal entries, payroll accounting adjustments and EIBs. Please note that General Accounting will deny requests that are beyond the 90 days. Exceptions may be made only if there is a valid reason, such as an expense charged to a fund that is not permitted. An example of this would be alcohol charged to an operating/E&G fund.