Instructions to Complete & Submit a DCF

All Departmental Correction Forms relating to the same invoice (or report key) should be combined in one PDF with each DCF page labeled with "page 1 of x", and submitted as a single document.

  1. Obtain a copy of your Budget Performance Report (BPR). For help running a BPR, contact fiscal director/manager.
  2. Check the box “Re-distribute this charge/credit only”
  3. Provide the Requestor’s data:
  • Name of Requestor
  • Date requested
  • E-mail address of requestor
  • Contact phone number of requestor
  1. Complete the “FROM” area of the Departmental Corrections Form (DCF) for the transaction being corrected (all fields MUST be completed and  can be found on the departments BPR):  
  • Resource Detail: Provide the natural account number where charge/credit is being moved from
  • Award: Provide the Award number where charge/credit is being moved from
  • Project: Provide the Project number where charge/credit is being moved from
  • Task: Provide the Task number where charge/credit is being moved from
  • PA Date: Provide the PA Date
  • Exp Item Date: Provide Expenditure Item Date
  • Transaction Detail (Vendor + Invoice): Provide vendor name and invoice number
  • Amount: Provide the amount to be transferred
    Please note that this amount may be a portion of the amount originally charged/credited on the transaction. If the amount is a portion of the original amount, provide an explanation for the re-distribution in the Justification/Description area of this form.
  1. Complete the “TO” area of the Departmental Corrections Form for the transaction being corrected: 
  • Resource Detail: Provide the natural account number where charge/credit is being transferred
  • Award: Provide the Award number where charge/credit is being transferred
  • Project: Provide the Project number where charge/credit is being transferred
  • Task: Provide the Task number where charge/credit is being transferred
  • Exp Org: Provide expense org number
  • Exp Item Date: Provide Expenditure Item Date
  • Transaction Detail (Vendor + Invoice): Provide the same vendor name and invoice number
  • Amount: Provide the amount to be transferred
    Please note that this amount may be a portion of the amount originally charged/credited on the transaction. If the amount is a portion of the original amount, provide an explanation for the re-distribution in the Justification/Description area of this form.
  1. Provide a Justification/Description for this Departmental Corrections Form. Use this area to convey messages to the core offices reviewing the correction/re-distribution. Also, use this area to provide justification for partial amounts being transferred, purchase order adjustments, or charges related to an R-fund.
  2. Provide a Cost Transfer Justification Form (CTJF), as required by OSP and GCAS, with each unique DCF submission.  Complete all relevant fields and obtain all required signatures. The CTJF can be found here:on the Sponsored Projects website, under Award Management.
  3. Provide the Approver’s signature, date of approval, and contact phone number.
    The three lines for approvers’ data are provided to accommodate transactions that may be distributed among several fiscally responsible parties. Use multiple forms to accommodate additional approvals.

Submitting the Form

All DCFs should be submitted using the online submission form.  Choose your Sponsored Project Administrator on the form.

Helpful Tips

  1. DCFs can only be submitted for transactions processed by University Payables. On the BPR, Payables activity is identified in the Category/Source as 'Purchase Invoices'.
  2. The DCF with a legible copy of the BPR or APPR must be submitted to University Payables via the online submission process.
  3. It is the responsibility of the individual that is creating the DCF to ensure the following:
  • All data elements on the DCF are entered and must be accurate and eligible for posting.
  • The combination of the organization to be charged or relieved, the expense account code, the award number, the expense effective date and the current GL date must all be accurate and eligible for posting. If not, the DCF will be returned to the DCF originator for corrective action. University Payables will not hold the DCF in a pending status awaiting responses for requisite corrective action to be taken.
  1. All DCFs must be approved with a legible signature of the approver with his/her printed name underneath the signature. To minimize the risk of an issue with the signature, Payables recommends using a digital signature.
  2. No one individual can act in both the role of the preparer and the approver for a DCF submission.
  3. No one individual can approve a DCF to adjust activity for his/her own iBuy+ expense report.
  4. Only one DCF may be submitted per each submission unless the DCFs are adjusting the identical invoice transaction.
  5. DCFs may not be submitted in the Adobe portfolio format.
  6. DCF adjustments will not be processed for transactions that cross the university's fiscal year.
  7. Adjustments submitted more than 60 days after the original posting date must be accompanied by a memorandum of explanation. The document must detail why a more timely submission did not occur and what actions are being taken to avoid these instances in the future.

To avoid a delay in processing a DCF or minimize the risk of a DCF being rejected, you are encouraged to read and become familiar with the Financial Transactions Adjustment Policy.

All requirements must be met before University Payables can process the request.