3101 PR.01 Expenditure Item Date

• Overview
• Standard Expenditure Item Dates
• Managing EID for Valid Transactions

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.

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.

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.

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.

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.

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.

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.

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).

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.

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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