Expenditure Transfer Request (ETR)

Form: Expenditure Transfer Request (ETR) App (NEW - launched 12/15/2021)Opens in new window

Last Revision Date: 12/15/21

Details Below

Usage

  • Correct payment(s) from a purchase order (PO) set up with the wrong chartfield(s).
    NOTE: If PO has remaining balance, submit a Change Order Request form to Contracts & Procurement
  • Correct keying errors for travel claims or check requests
  • Allocate expenses between departments (one department pays for expense and then charges other departments)
  • Bill another CSUF department for facility rental, insurance premium, etc.
  • Bill a CSUF Auxiliary Organization by using 7xxx billable program codes (invoices for billable ETRs are usually generated on the 5th business day of the month)

Requirements

  • Form must be approved by department receiving the charge/expense
  • Attach back-up documentation preferably OBIEE Actuals Detail (between Accounting Periods) Report
  • Purchase Order is required when billing a CSUF Auxiliary Organization (use of 7xxx billable program codes) 
    • Auxiliary Services Corporation (ASC) – Ext. 4154
    • Associated Students, Inc. (ASI) – Ext. 2406
    • Cal State Fullerton Philanthropic Foundation (CSFPF) – Ext. 4420
  • Form must net to zero (balance by fund)
  • Contact Budget Planning and Administration for ALL salary related adjustments (601xxx/602xxx/603xxx accounts)
  • For audit purposes, an ETR must identify the original source of transaction.  Below are some information that should be included in the Line Description or Reference fields.
List of ETR Descriptions
Source Line Description
(Vendor name, Student name, etc.) (30)		 Reference
or Aux Org PO Nos. * (10)
AP voucher Vendor Name & Invoice or Purchase Order
Spinitar Inv 933993 or PO 20197 		Journal ID
APV1433165
AP Travel Vendor Name & Travel Destination
Jimmy Smith China 		TR number
TR180290
AP Travel (Concur) Vendor Name & Expense Descr
James Jones Per Day Meal 		Journal ID
APV1430560
PCD Travel (Concur) PCD Holder Name & Merchant Name
Jason Williams Marriott 		Journal ID or Exp ID
PCD1438285 or EID 9313
PCD Travel (USB) PCD Holder Name & Merchant Name
Lisa James Expedia 		TR number
TR181799
Chargebacks Ln Descr or Reference or Reference 1 Journal ID
CPO CPO Descr CPO number
7xxx Billable Vendor Name & Invoice or Journal ID Purchase Order (for Auxiliary Organizations)


 

 

Process

Sample Transactions & Side by Side Debits/Credits in Excel

ETR Notes

  • 1xxxxx & 2xxxxx Accounts require Fund but NOT Department ID
  • 5xxxxx & 6xxxxx Accounts require Fund AND Department ID
  • Line Description is required
  • Reference or Aux Org PO Nos. is required when using 7xxx Billable Program Code
  • Amount must net to zero (entry must balance)
  • To receive an electronic copy of the ETR, enter email address(es) in the "optional" section