3101 PR.01 Expenditure Item Date

Revision Date: 
February 1, 2006

1 – Overview

Definition of Expenditure Item Date (EID)

The Expenditure Item Date (EID) is a required element that must be assigned to each expenditure transaction in the Oracle financial system. It is used to determine whether the account to be charged will accept the transaction for that date. If the EID is before the start date or after the end date of the account used, the transaction cannot be processed.

Certain federal regulations and sponsor policies allow funds to be obligated up to the end date of an award.

How EID Is Assigned

For each type of expenditure transaction, a specific date is designated as the standard expenditure item date that will be assigned by the system. If the standard date for a valid charge to an account would not be accepted, an appropriate, valid date will need to be provided. See the table in section 2 for specific standard EIDs.

Department Responsibility

Expenditures will be processed using the dates indicated in the table in section 2, unless a specific appropriate, valid date is provided by the department. Departments, in providing an alternative date, must adhere to any sponsor requirements regarding valid charges. If a transaction cannot be processed because of an invalid EID, the originating department will be responsible for corrective action.

2 – Standard Expenditure Item Dates  

EID by Transaction Type

The table below shows the standard expenditure item date used by the University’s financial systems for various types of transactions. Departments should ensure that EIDs are valid before submitting transactions for processing.

Type of transaction

Standard Expenditure Item Date for this transaction

How EID is entered into the system

Employee Reimbursement for travel-related expenses

first date of travel.

  • AP processor enters 1stdate of travel; system assigns to EID field
  • EMS system determines the EID by date entered by cardholder

Employee Reimbursement for non-travel-related expenses

ER creation date unless other EID specified

  • AP processor enters ER date; system assigns to EID field
  • EMS system determines the EID by date entered by cardholder

Check Request for travel-related expenses

first date of travel

AP processor

Check Request for non-travel-related expenses (services, purchased items)

CR creation date unless other EID specified

AP processor

Web Requisitions, including blanket orders

anticipated delivery date

requisitioning department

Paper requisition

anticipated delivery date

Purchasing

Purchase order

anticipated delivery date

Purchasing

Purchase against a contract

invoice date

AP processor

Invoice (OK to pay) without PO

invoice date unless other EID specified

AP processor

Purchasing card transaction

date purchase was processed

automated feed

Internal service providers (ISPs) and interfaces

date goods or services were received

automated feed

Journal entries

(JE line item field) date of original transaction

JSA processor

Petty cash transactions

petty cash replenishment form creation date

AP processor

Travel Requisition

date of entry by Yale Travel

Yale Travel processor

Payroll transactions

  • pay period ending date
  • if project end-date falls within pay period, LD charges to project up to project end date; then charges based on labor schedule for rest of pay period

automated

Accruals

month ending date

automated

Distribution adjustments

original pay period ending date

automated

 

Special Circumstances

If an expense represents a legitimate charge to a sponsored award, but use of the standard EID would cause the transaction to fail validation and an alternative appropriate, valid EID cannot be provided, consult Grants and Contracts Financial Administration.

3 – Managing EID for Valid Transactions

General Concepts

The following steps are recommended to avoid transaction rejections and resulting processing delays:

  • to the extent possible, plan ahead for transactions involving sponsored projects to ensure that expenditure item dates will be valid for the project;
  • you may wish to segregate documents and files involving sponsored projects, to facilitate processing of related transactions. When preparing to submit transactions, either electronically or on paper, prioritize those involving sponsored projects with upcoming end dates.

Recommended practices for specific types of transactions are given below.

Purchasing Goods and Services

It may be helpful to alert faculty and staff to upcoming project end dates and the need to initiate purchases in time for goods and services to be received by those dates.

For purchase requisitions, either via Web Requisitions or paper, if an anticipated delivery date is after a project end date but the expenditure is valid under the terms of the sponsored agreement, indicate this in a note to the buyer. If a purchase requisition is submitted prior to the start of a project, but the goods or services will be received within the project period, it will be necessary to initially charge an alternate PTAEO if the award and project are not yet set up in the system.

Notify vendors from whom your department purchases directly (orders from contract vendors or non-purchase-order transactions) if delivery is needed by a specific date.

Petty Cash Transactions

You may want to segregate vouchers and receipts for expenses that will be charged to a project with an approaching end date. Submit a Petty Cash Replenishment (Link 1) request for such vouchers on or before the project end date if possible. If it is not possible to submit a replenishment request by the project end date, do so as soon as possible and clearly note on the replenishment form the actual EID(s).

Reimbursement Requests

Advise faculty, staff and visitors who expect to receive reimbursement from projects approaching an end date that the EID for expenses other than travel is the date of the reimbursement request (ER or CR), not the dates on supporting receipts or invoices. Therefore, to avoid ER or CR “bounces”, receipts should be submitted promptly so that the request can be submitted by the project end date.

If circumstances make it impossible to submit an ER or CR by the project end date, clearly note on the form the actual EID –the date goods or services were received. The CR has an EID field for this purpose.

Pre-Award Spending or Late Awards

When there is a need to incur costs prior to the start date of a sponsored project that allows pre-award costs, or if receipt of a grant or contract has been delayed (late-award notice), a department may request set-up of an award, project and task.

For specific procedures refer to Procedure 1304 PR.01 Requesting and Modifying Sponsored Project Accounts.

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