Transfer Policies

Salary-Related Transfers

Transfers cannot move funding out of vacant labor lines unless providing backfill for the position in question. These transfers must have pre-approval from the Office of Financial Planning. If the transfer is taking place in tandem with a change in responsibilities for the vacant position (and therefore a permanent decrease in salary will occur for this role), note this in the explanation provided to budget@spu.edu.

Benefits will always be transferred based on the current rate (see Benefit Rates). This portion of the transfer will be added by the Office of Financial Planning unless one of the following is true, in which case adding benefits is the responsibility of the Department:

• Funding is being transferred into or out of a designated fund

• Funding is being transferred for the purposes of backfill (pre-approval by Office of Financial Planning only) and impacts an expense account

Benefit cost should always be considered by Departments when creating a new position or when considering reorganizations.

Student labor will only be transferred between student labor accounts and cannot be utilized for other purposes.

Budgeted Transfers

Transfers between account types (i.e. labor to expense, etc.) are not allowed, unless express special approval is given by the Office of Financial Planning.

Transfers cannot move money out of ID charge accounts as this is considered revenue by another department. If you believe this amount to be inaccurate, please raise the issue with budget@spu.edu.

Designated Transfers

Designated fund transfers should be within the intent of the original funds.

Transfer accounts should always balance with their sister accounts*. One account will be used for the fund-organization you are pulling funding from (debit or decrease), the other will be used for the fund-organization you are moving funds to (credit or increase). Most often, you’ll be using one of the three pairings listed below, ordered by general campus frequency of use:

Discretionary Scholarship/other Transfers: 80803 (Debit, decrease) / 80813 (Credit, increase)

Discretionary Plant (Facilities) Transfers: 80808 (Debit, decrease) / 80818 (Credit, increase)

Mandatory Scholarship/other Transfers: 80503 (Debit, decrease) / 80512 (Credit, increase)

*These accounts only need to balance when moving funds within the General Ledger (most designated transfers). We will use these as one-sided accounts if moving budgeted dollars in preparation for a designated transfer.