Changes to Over 90-Day Redistribution Workflow

Please see the excerpts below shared by Justo Torres, Director, Office of Post Award Financial Services (OPAFS), on July 13:

Previously, any over 90-day redistribution involving a Ledger 5 project (contract or grant) triggered a system hard-stop and mandatory review by the Financial Integrity team and approval by the Director of OPAFS.

The system has been updated in production to Auto-Approve the following scenarios:

• Ledger 5 to Non-Ledger 5: Transactions transferring charges from a Ledger 5 project to a non-Ledger 5 project will no longer hard stop—they will auto-approve regardless of whether they are over 90 days.

• Same-Project Phase Changes: For units utilizing phases, changes made solely to a phase associated with the same Ledger 5 project will no longer hard stop and will auto-approve.

Action Required for Administrators

Maintain Internal Documentation: Units must continue to internally document the business purpose and appropriate approvals for all cost transfers—whether processed in the HR system or the financial system—regardless of whether a central hard stop occurs.  

Our Goal

We hope these enhancements streamline your day-to-day operations and positively impact peak business windows like year-end closings by focusing central office review only where it is truly required. This change should greatly reduce cycle times during year end, as well as any return-to-base periods.  

For CALS, please continue to follow the ServiceNow process for Salary Distribution Changes, but for the above transactions, a 90-day memo should no longer be required.