Completing a Manual Cost Salary Transfer (MSCT) iForm for Employees

Use the Manual Salary Cost Transfer (MSCT) iForm to move salary dollars from one cost object and/or general ledger (service type/service category) account when system constraints prevent using a Cost Distribution iForm. Examples include (but are not limited to) moving salary dollars associated with supplemental payments for exempt employees, secondary positions for non-exempt employees, and sponsored research faculty/staff who have cost distributions greater than 25 lines.

Gwen Hall-DiFabio
23 steps
2 minutes

Duke

Keep in mind the following when working with MSCT iForms: - The iForm can move funds between any cost object and between company codes. - The iForm cannot move funds across fiscal years using cost objects that do not carry forward a balance to the subsequent fiscal year. - The service category field (SC) will be blank for all health system cost objects. - Users can process forms retroactively. - The MSCT iForm moves dollar amounts. It does not move percentages. It does result in changes to effort. - Data accuracy is critical! Validate that the cost object and general ledger account for salary expenses are being moved to or from is appropriate to prevent and over or under correction. - The reason code used for the MSCT iForm invokes specific data validation depending on the reason code used. Select the reason code carefully. - After the MSCT iForm has been approved, SAP processes an automatic journal entry to move and post the salary dollars and associated fringe benefits. Review this transfer by running the Payroll Activity Detail Report (ZH333) or the Accounting View of Payroll (ZH223) in SAP. Research administrators may also run the Accounting View of Payroll report found under the Grant Management Tab in Duke@Work. Select the Effort and Payroll Tools and Report to access the report. - MSCT iForms route for approval based on the position's owning organizational unit. For additional workflow guidance, please review specific guidance for sponsored projects.

Salary on sponsored research funds carries additional compliance requirements; therefore, additional considerations exist when working with MSCT iForms. - iForm is available to those with the Grants Management tab in Duke@Work who may not have the iForms tab. - MSCT iForms do result in effort changes. Effort changes are reflected in reporting and eCRT. - Retroactive MSCT iForms are allowed and require untimely justification in accordance with management center policies and [GAP 200.150 Cost Transfers on Federally Sponsored Projects \[III. A. Payroll\]](https://finance.duke.edu/accounting/gap/m200-150/). MSCT iForms involving clerical and/or administrative effort must be expensed in accordance with [GAP 200.360 Charging Clerical and/or Administrative Expenses to Federally Funded Projects](https://finance.duke.edu/accounting/gap/m200-360/). - Any MSCT iForm that includes a federally sponsored research code processed greater than 90 days from the original posting is considered untimely and will require additional workflow notifications and/or approvals. In addition to approval from the position's owning organizational unit, untimely iForms: - If untimely, Office of Post Award Administration (OPAA) approves. - If untimely greater than 90 days, the Management Center is notified. - If untimely greater than 180 days, the Management Center approves. - The Office of Post Award Administration (OPAA) becomes part of the workflow routing when an initiator uses any of the following reason codes in the iForm: - 02: College Work Study - 04: Cost Distribution Greater than 25 lines - 07: 808000 Corrections Only - 12: Special Conditions Approved by OPAA - 13: Cost Distribution Change prior to 7/1/2006 - 14: Transfers of Non-Effort Related Salary

Go to [work.duke.edu](http://work.duke.edu) to launch the iForm.

Accessing the MSCT IForm

If you are an iForms initiator, from the **iForms tab**, go to the **Staff page**.

Enter the employee's DUID or Name. Select **Start**. Employee personnel data will return. Select the **New Forms** to display a list of iForms available to the user based upon their role and relationship to the individual.

If you are a research administrator and do not have the iForms tab, go to the **Grants Management** tab.

Select the **Effort and Payroll Tools and Reports** link.

Select the **Employee Data Search** link.

Completing the MSCT iForm

From the employee search results, select the **Manual Salary Cost Transfer** link.

Review **Header Data** information related to the employee’s primary position. Information in this section influences the appropriate Service Type/Service Category (or G/L account) if one is necessary.

**Request Data** provides a link to display the ECRT Worksheet and the Primary Routing Org Unit). Enter the appropriate **Reason Code** for the MSCT or select the drop-down menu to display a list of all options.

Select the appropriate **Reason Code** based on the business reason for the transaction.

Please note: Several reason codes can only be used by OPAA or during specific times of the year.

Please see Appendix A of this Quick Reference Document the reason codes and the programmed rules that validate code usage.

After selecting the **Reason Code**, enter the **Transfer From Date** and the Transfer To Date in which the salary dollars are being moved. This date should correspond to the pay period the dollars are being transferred. You can enter the month/day/year or select the calendar icon to use a calendar to pick the appropriate dates.

Indicate if the salary represents **base pay** or **supplemental pay** as appropriate.

Enter the appropriate information to describe how the cost object the salary needs to be moved from to the cost object the salary needs to be moved to. On the **From** side, enter the following: - Enter the **Calendar Year and Month** from which the expense is being transferred. - Company 10 defaults. Using the drop-down menu, change the Company Code if required. - Enter the **cost object, the service type/service category (if required)**, and the **Dollar** amount of the salary expense to be moved. **Please note:** For salary dollars to be moved, expenses on the "From" side of the cost transfer must have been expensed to the cost object/STSC (G/L account) combination entered.

On the **From** side, enter the following: - Enter the **Calendar Year and Month** from which the salary expense is being transferred. - Company 10 defaults. Using the drop-down menu change the **Company Code** if required. - Enter the **cost object, the service type/service category (if required)**, and the **Dollar** amount of the expense to be moved to. - Dollar amounts on both sides of the cost transfer should be the same.

It is important to ensure that, except for the cost object and service type/service category, the information on the **From** side of the Cost Transfer and the information on the **To** side match.

Select the radio button to certify the transfer of the payroll expenses as outlined in the grid.

For those working with sponsored research funds, MSCT iForms are considered untimely in accordance with [GAP 200.150 Cost Transfers on Federally Sponsored Projects](https://finance.duke.edu/accounting/gap/m200-150/). Review this gap thoroughly for guidance on what is considered untimely, what is allowed, and documentation requirements for the **Untimely Justification** section of the iForm. Select the **arrow** to open the box if the MSCT requires an untimely justification. This is a free text field; you cannot modify comments once they are submitted. Users can paste information from a source document into the field.

Initiators may choose a file and **Upload** it to attach it to the iForm if necessary.

IForms initiators may choose to provide additional comments in the **Comments** section. Use comment**s** to provide specific information to approvers or more details about the context of the cost transfer. If the MSCT requires comments, select the **arrow** to open the box. Please note that comments become permanent records.

**Status Overview** will be populated once the iForm enters workflow. When initiated, it indicates that the form has not been sent. Select the **arrow** to display information.

Select the appropriate action button. - **Submit** will release the iForm into workflow. Any error messages will display with a red button at the top of the form and must be corrected. - **Save as Draft** will save the iForm for future use. IForm initiators must go to their Universal Worklist to find and continue work on saved iForms. - **Check** will validate the iForm information. It will generate error and warning messages. It will also confirm if information is consistent in the iForm. Warning and error message are important alerts and should be corrected or considered carefully. It is recommended that you **Check** an iForm prior to submission. - **Close Window** will close the iForm. Unless **Save as Draft** was previously selected, no information is saved.

When the initiator selects **Submit,** a **Cost Transfer Confirmation** displays. Initiators can track the iForm via their **IForm Status Overview** or by accessing the **Employee Data** for the employee impacted by the change.

Appendix A: Reason Code Descriptions and Programmed Rules

Zoom in and drag the image below to view the reason codes and the programmed rules that validate code usage.

Completing a Manual Cost Salary Transfer (MSCT) iForm for Employees

Gwen Hall-DiFabio
23 steps
2 minutes