Requesting Transfers is now easier than ever and will allow you to track the progress from request to Workday submission. This new service should be used to request Non- Mandatory Cash Transfers and Operating Account Budget Transfers. You will no longer have to submit requests to Budget and then General Accounting, this service will automatically route your request to the appropriate group and assign any additional approvals. The automated routing and approval assignment is based on the types of worktags involved in the request; to ensure speed and accuracy refer to the Step-by-Step guide below which explains how to complete the form.
This service can be used to submit a single transfer or multiple using our new Transfer & Budget Amendment Template.
What is a Transfer?
Transfer requests are used to move defined sums of money between Cash Projects and or Operating Accounts. If you need to move specific expenses, using a Journal Entry, please email co-accounting@mines.edu. A new service request for Journal Entries is in the works and should be launched in the coming months.
What is a Cash Project?
Cash Projects begin with either a 1, 2, or 3; the most common examples are Professional Development, Research Development & Auxiliaries.
What is a Budget Amendment?
Budget Amendments for Operating Accounts are used to move a defined amount of available budget from one Operating Account to another.
Submitting the Request
Requestor Name: This field will auto-populate the individual who is signed into Mines Help Center, but it can be overridden. If you are submitting the request on behalf of someone else and would like them to receive any updates, please designate them using this field.
Department: This field will auto-fill based on the name in the Requestor field.
How many Transfers are you requesting? A selection is require to proceed. Single Requests will be completed only using the Service Request. Multiple Requests will require submission of this form as well as completion of the new Transfer Template, linked above.
- Single Transfer:
- What type of Transfer are you requesting? One of the four options must be selected below. Ensure you select the correct option to expedite processing.
- Cash Project to Cash Project
- Cash Project to Operating Account
- Operating Account to Cash Project
- Operating Account to Operating Account
- Transfer Out/From Driver Worktag: This is an open text field, type only the 6-digit Cash Project or Operating Account number the transfer should come out of. This will be processed as a debit to the worktag.
- Transfer In/To Driver Worktag: This is an open text field, type only the 6-digit Cash Project or Operating Account number the transfer should go to. This will be processed as a credit to the worktag.
- Transfer Amount: The total transfer amount rounded the nearest hundredth.
- Multiple Transfers: One of the three options must be selected below. Ensure you select the correct option to expedite processing.
- What type of Transfer are you requesting?
- All my Transfer Requests ONLY include Cash Projects
- My Transfer Requests contain both Cash Projects & Operating Accounts
- All my Transfer Requests ONLY include Operating Accounts
Business Purpose / Justification for Transfer: This is an open text field and must be completed for single or multiple transfers. It should be a brief overview of the rationale for the Transfer Request. Some examples are “AA Startup Funds”, “Transfer to Resolve Deficit in ….”. Transfer to support coursework on ACCT XXX”.
Is this Transfer Request Approved? One of the three options below must be selected. The approval needed is from the Approver (or their delegate/proxy per 2.2.2 of the Mines Financial Policy) of the Driver Worktag the Transfer is coming FROM.
- Yes, I am the approver OR have authority per section 2.2.2 of the Mines Financial Policy
- Yes, I have attached approval to this service request.
- Other (Please elaborate in the comment field below).
Additional Comments / Questions: If Other was selected above, you have additional notes regarding the transfer or would like to request specific programs codes be applied use this optional field.
Attachment: Any backup documentation to substantiate the transfer, approval from the financial manager or the Transfer Template, linked above, (required for Multiple Transfers) should be attached here.
If you have questions and or need help completing this form please email Co-Accounting@mines.edu or Budget@mines.edu.