Unless otherwise noted, this information applies to all funds.
Responsibility for authorizing expense transfers rests on the following administrative officials:
- Associate and assistant vice chancellors
- Deans
- Department business officers
- Department chairs
- Directors
- Managers
- Principal investigators
- Provosts
- Unit heads
- Vice chancellors
Delegation of authority: If the individuals above wish to delegate their authority, they must designate the delegated official in writing.
Multiple approvals: Different types of awards require different combinations of approvers for expense transfers. Please refer to the table below for details on your specific award.
| Type of award |
Approver(s) needed |
Non-FDP (Federal Demonstration Partnership) federal awards
(sponsored projects) |
Financial manager (usually an individual who holds the position of Financial Analyst or above) and principal investigator (PI) or department chair |
FDP awards
(sponsored projects) |
Financial manager and PI or an alternate with delegated authority from the PI
Note: PIs may delegate their expense transfer authority for FDP awards to a position of administrative analyst or higher. The department must keep a copy of the delegation of authority memo. |
Non-federal sponsored projects
(sponsored projects) |
Financial manager and another administrative official |
| Gifts and non-sponsored fund sources |
Financial manager or an administrative official |
Note: A "financial manager," mentioned in the chart above, is different from a "fund manager." Please see the glossary terms at the left of this page for clarification.
Documentation: Individual departments (not Business and Financial Services) serve as the "department of record" for documenting payroll expense transfers. The originating department must maintain all documentation, justifications, and approvals.
Separation of control: University policy and OMB Circular A-21 require that no one person has complete control over all aspects of a financial transaction.
Questions? Please see Payroll Expense Transfer Contacts.
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