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Automated Cost Transfers. August 14, 2014. Getting started. Trusted requestor should request access to iSpace routing for Executive Director, Director or designee through Tivoli. See the listing of roles.

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getting started
Getting started
  • Trusted requestor should request access to iSpace routing for Executive Director, Director or designee through Tivoli. See the listing of roles.
  • These roles are only needed for the individuals who will be approving the journals within iSpace.
  • Trusted requestor should add individuals to the email distribution lists created for this purpose to ensure individuals are notified of the document status throughout the iSpace routing.
entering journals in web form
Entering journals in web form
  • Once the Executive Director, Director or designee has access you may begin entering cost transfers from the following link: http://intranet.utmb.edu/costtransfer/.
  • See document named ‘Cost Transfer Submission Process to department’ for instructions.
entering journals in web form continued
Entering journals in web form (continued)
  • Things to remember
    • If you submit a form before an admin has been established, routing will not begin.
    • Must use a valid chartfield string
    • A project with an end date of greater than 60 days prior to the cost transfer form entry date is considered invalid. These entries must be processed manually.
    • Must use a non-salary expense account, i.e. the PeopleSoft account that starts with a 5X but not 50X.
    • The form IDs that have been submitted will remain on you list.
    • Currently, there is a copy or edit action. In the near future there will be a view option as well.
    • The same justifications, documentation and description information is required.
    • Once the form is in a submitted status you can no longer make changes to the form.
routing in ispace
Routing in iSpace
  • Cost transfers will route through iSpace based on the age of the transactions. See document named ‘iSpace Workflow of approvals to department’.
  • Whoever has the iSpace admin role will receive a link from iSpace when routing has started. Clinking on this link will allow them to log into iSpace and review and approve or deny the cost transfer.
  • You should ensure the email distribution lists created for this purpose are properly maintained to ensure individuals are notified of the document status throughout the iSpace routing. This email can be sent to anyone who would like to be notified of the progress of the cost transfer.