New Cost Transfer Work Flow Tool now available

We are pleased to announce the campus-wide roll-out of the new Cost Transfer Work Flow Tool which will be available to all campus faculty and staff on May 2nd.  For those unfamiliar with the tool, it is a web-based form and routing system that will be used to process both non-salary and salary cost transfers.  The tool includes a work flow from the Initiator to the Dean or Director’s administrative unit before the transfer is processed into the Shared Financial System.  For transfers involving sponsored projects (fund 144 or 133), there is an additional work flow approval in Research and Sponsored Programs.

To learn more, the Office of Human Resource Development (OHRD) and subject matter experts from the APR Cost Transfer team are offering two Cost Transfer Forums.  These training sessions are scheduled for Tuesday May 3rd 1 p.m. and Friday May 6th at 9 a.m., and the invitation is open to all interested staff across campus. In addition Dean or Director’s offices may arrange for special training for staff that their school/college staff by contacting Dan Koetke at .  While training is not required, it is strongly recommended for staff members currently preparing or processing cost transfers, particularly approvers.  If you would like to attend the general sessions, please register through this link to the OHRD site: Cost Transfer Forum Registration Form

Those unable to attend are encouraged to read the training document “UW-Madison Cost Transfers: Policy and Practice” which includes sections on current policies, how to avoid the need for cost transfers, and how to use the new tool at .

Soon, additional resources will be available through the Accounting Services website, including quick “how to” tutorial web casts for PIs, cost transfer policies, and a link to the new Cost Transfer Work Flow Tool itself.  Alternatively, users will be able to reach the tool directly at:

We believe you will find this tool to be convenient and useful.  However, please keep in mind that it is better to determine the funding of a transaction correctly prior to its initial posting; rather than to process cost transfers to move charges after the initial posting.  Tools such as the ProValue Services for Purchasing Card charges and Pre-posting allocation tool for MDS and DoIT charges are encouraged as proactive alternatives to the Cost Transfer Work Flow Tool.

We encourage you to forward this invitation / communication to the appropriate staff, including PIs, research administrators, and financial staff. If you have questions or suggestions for improvement, please contact Dan Koetke at and the APR Cost Transfer team will assist you.

Don Miner, Asst. Vice Chancellor, Business Services

Kim Moreland, Assoc. Vice Chancellor, Research Administration

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