Research accounting has developed a new template for large expense transfers. If you are downloading transactions and preparing a cost transfer please follow the instructions in this Excel template.
R Fund Non-IDT Cost Transfer Upload Template-2ig6q5c
This method has been tested by a few pilot users and seems to work well. The instructions explain exactly what to do, and the resulting pivot table reduces review time. No more need for web apps print-outs or copies attached as backup!
Please contact Claudia Murray if you need additional information – cm42@rice.edu or x2942.
Here are the instructions included in the template:
| Run YTD Financial Transactions download for desired fund and transaction period |
| – run for account codes 70 thru 99 |
| – be sure to select transaction type YTD only |
| – copy the download starting with cell A1 |
| – use the following: Ctrl +A followed by Ctrl +C |
| – if working on a Mac, use the following: ⌘+A followed by ⌘+C |
| Update the “Raw Download” tab |
| – paste the download at cell B1 |
| – use the following: Ctrl +V |
| – if working on a Mac, use the following: ⌘+V |
| – sort by Account Type (column H) |
| – delete any rows for Account Type 74 (F&A) |
| – delete all blank rows |
| Mark rows belonging to expenses being moved off |
| – update “Moving?” column (column A) |
| – use “Yes” for transactions being moved |
| Refresh “RCA Pivot” tab |
| – click on a cell inside the pivot table |
| – right-click and select “Refresh” |
| Prepare separate spreadsheet for upload as usual |
| – email both documents to General Accounting (crystald or florgar @rice.edu) |
| – General Accounting will forward to RCA |