Instructions to Complete & Submit a DCF

  1. Obtain a copy of your Budget Performance Report (BPR). For help running a BPR, contact fiscal director/manager.
  2. Check the box “Re-distribute this charge/credit only”
  3. Provide the Requestor’s data:
  • Name of Requestor
  • Date requested
  • E-mail address of requestor
  • Contact phone number of requestor
  1. Complete the “FROM” area of the Departmental Corrections Form (DCF).
     For General Ledger(GL) transactions being corrected, provide the “From” data for the transaction being corrected (all fields MUST be completed and can be found on the departments BPR):
  • Account: Provide the natural account number from where the charge/credit is being moved
  • A/P Detail (Vendor + Invoice) & Journal Entry (JE) Desc: Provide the Vendor name, invoice number, and PO number (if applicable)
  • Category/Source: Provide the Category/Source. For Accounts Payable processes invoices, this is listed as “Purchase Invoice”. For instructions on other types of Category/Source, . . . 
  • Effective Date: Provide the Effective Date of charge/credit
  • Organization + Funding Source: Provide the organization number AND funding source
  • JE Line Description: Provide a summary JE Line Description
  • Amount: Provide the amount to be transferred. Please note that this amount may be a portion of the amount originally charged/credited on the transaction. If the amount is a portion of the original amount, you will need to provide an explanation for the re-distribution in the Justification/Description area of the form.

For Grant Management(GM) transactions being corrected, provide the “From” data for the transaction being corrected (all fields MUST be completed and can be found on the departments BPR):

  • Resource Detail: Provide the natural account number where charge/credit is being moved from
  • Award: Provide the Award number where charge/credit is being moved from
  • Project: Provide the Project number where charge/credit is being moved from
  • Task: Provide the Task number where charge/credit is being moved from
  • PA Date: Provide the PA Date
  • Exp Item Date: Provide Expenditure Item Date
  • Transaction Detail (Vendor + Invoice): Provide vendor name and invoice number
  • Amount: Provide the amount to be transferred
    Please note that this amount may be a portion of the amount originally charged/credited on the transaction. If the amount is a portion of the original amount, provide an explanation for the re-distribution in the Justification/Description area of this form.
  1. Complete the “TO” area of the Departmental Corrections Form.
    For GL transactions, provide the “TO” data for the transaction being corrected
  • Account – Provide the natural account number to which you want the transaction transferred
  • A/P Detail (Vendor + Invoice) & JE Desc - Provide the same data as identified on the original transaction. (Vendor name, invoice number, and PO number)
  • Banner Index – Provide the banner index to which this transaction is to be transferred
  • Effective Date – Provide the same data as identified on the original transaction
  • Batch Name – Provide the Batch Name of the original transaction located on your BPR
  • JE Line Description - Provide a summary JE Line Description
  • Amount - Provide the amount to be transferred to new Banner Index
    Please note that this amount may be a portion of the amount originally charged/credited on the transaction. If the amount is a portion of the original amount, provide an explanation for the re-distribution in the Justification/Description area of this form.

For GM transactions, provide the “TO” data for the transaction being corrected

  • Resource Detail: Provide the natural account number where charge/credit is being transferred
  • Award: Provide the Award number where charge/credit is being transferred
  • Project: Provide the Project number where charge/credit is being transferred
  • Task: Provide the Task number where charge/credit is being transferred
  • PA Date: Leave blank
  • Exp Item Date: Provide Expenditure Item Date
  • Transaction Detail (Vendor + Invoice): Provide the same vendor name and invoice number
  • Amount: Provide the amount to be transferred
    Please note that this amount may be a portion of the amount originally charged/credited on the transaction. If the amount is a portion of the original amount, provide an explanation for the re-distribution in the Justification/Description area of this form.
  1. Provide a Justification/Description for this Departmental Corrections Form. Use this area to convey messages to the core offices reviewing the correction/re-distribution. Also, use this area to provide justification for partial amounts being transferred, purchase order adjustments, or charges related to an R-fund.
  2. Provide the Approver’s signature, date of approval, and contact phone number.
    The three lines for approvers’ data are provided to accommodate transactions that may be distributed among several fiscally responsible parties. Use multiple forms to accommodate additional approvals.

Submitting the form:

All DCF's should be submitted using the online submission form.  If any Grant Management (GM) PTA is involved, choose your Sponsored Project Administrator on the form.

All requirements must be met before Accounts Payable Services can process the request.