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Loyola University Chicago

Financial Services

Expense Transfer Form Instructions

  1. After opening the form, click "Enable Macros" or "Enable Content" if prompted.
  2. Enter today's date in the top left corner of the form. 
  3. At the top right corner, enter your name in the "Prepared by" field and enter the Department Approver's name in the "Department Approval" field.
  4. Enter a meaningful description for the Expense Transfer in the box labeled "Enter an Explanation for this Expense Transfer." Note: This field is required.
  5. In the first available row, enter the Accounting Unit (6-digit), Account (4-digit), and then an Amount in either the Increase column or Decrease column. Use the Increase column to increase the total amount of expenses for the accounting unit/account combination on the same row. Use the Decrease column to decrease the total amount of expenses for the accounting unit/account combination on the same row.
  6. In the next available row, enter the Accounting Unit (6-digit), Account (4-digit), and an Amount in either the Increase column or Decrease column. Use the Increase column to increase the total amount of expenses for the accounting unit/account combination on the same row. Use the Decrease column to decrease the total amount of expenses for the accounting unit/account combination on the same row. 
  7. Continue entering data into the lines as needed. AU and Account Descriptions will automatically fill in as AUs and Accounts are entered.
  8. If you are transferring expenses between multiple accounting unit/account combinations, confirm that your totals balance to zero before submitting the form for approval. This can be verified by checking the value calculated in the ‘Control Totals’ field located at the top left corner of the form. Once all lines have been entered, the ‘Control Totals’ field should equal zero.
  9. After saving and/or printing the form for your records, click the "Click Here to Send the Expense Transfer" button.
  10. A blank email message will be created containing the form as an attachment.  If this does not happen automatically, please save the file and attach it to a new email message.
  11. In the ‘To’ field on the new message, enter your supervisor’s email address, if necessary. Once approved, the form should be sent to: ACCOUNTING@LUC.EDU (General Accounting) or GRNTCON@LUC.EDU (Sponsored Program Accounting), depending on the accounting units used on the form.
           Accounting units beginning with 1, 3, 4 or 6 will be sent
           to ACCOUNTING@LUC.EDU.
           Accounting units beginning with 2, 5, or 9 will be sent
           to GRNTCON@LUC.EDU.
  12. Indicate an explanation for the Expense Transfer in the body of the email message and attach any supporting documentation. Hard copies can also be sent by interoffice mail to the appropriate Department at Loyola University Chicago, Lewis Towers, 13th Floor.
  13. Please direct any questions or form issues to Financial Systems at FINANCIALSYSTEMS@LUC.EDU

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Loyola University Chicago Financial Services ยท 820 N. Michigan Ave. LT-1300, Chicago, IL 60611

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