Approving and Receiving Transfers Guidelines

Efficiently manage transfer approvals by obtaining necessary administrator authorizations before items can be received. Learn the steps for approving transfers, including the involvement of sending and receiving administrators, as well as the role of project managers in certain cases.

• Transfers
• Approvals
• Administrators
• Project Managers
• Guidelines

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Presentation Transcript

1. How to Approve & Receive How to Approve & Receive

2. All Transfers must have all approvals by Administrators before they can be received. All Transfers must have all approvals by Administrators before they can be received. Who Approves Transfers Administrators at both the sending and receiving cost centers Title I Project Manager (If item on transfer is funded by Title I) TIS Project Manager (If item on transfer is leased) Who Receives Transfers Staff member(s) designated by administrator Who Approves Transfers? Who Receives Transfers?

3. How to Approve a Transfer (ADMINISTRATORS ONLY) Administrator signs into Terms Select F (Fixed Assets) on the Main screen

4. Select Menu D

5. Select Panel #4

6. Click on Transfer to be approved

7. Sending Administrator enters approval CCF = Cost Center From Type A in Field and press [Enter]. Administrator s name will fill in

8. Receiving administrators approval CCT= Cost Center To Type A in the CCT Field and press [Enter]. Administrator s name will fill in

9. If a Special Projects or a Lease Tag is on the Transfer Example #1: Project Manager from Title I would need to approve the transfer before it can be received SP Project Manager will type A in the SP Field A Y in the SL column will indicate which tag number is SP

10. Example #2: Project Manager from TIS would need to approve the transfer before it can be received TIS Project Manager will type A in the LS Field A Y in the SL column will indicate which tag number is LS

11. Transfer is approved by both the CCF & CCT and if needed the SP and LS The transfer is ready to be received **Important** before receiving Receivers have been designated by Administrator How to Receive a Transfer Receiving staff member signs into TERMS Select F (Fixed Assets) on the Main screen Select Menu D Select Panel #4 Click on Transfer to be received (See screen shots on slides 3-6) **Important** Confirm items are at Cost Center

12. Receiving a transfer 2 2. Type building & room number if available 3. Type in delivery date. Transfer will not close with out date 1 1. Type R in Action Field for each item receiving 4 4. Press [Enter] to update. All other information will auto fill (Status, Transaction date, and Received By: )

13. Part of Transfer not received A transfer will not close until each tag number has either an R or X in the Action Field THE RECEIVING COST CENTER SHOULD NOTIFY THE SENDING COST CENTER OF ITEM(S) NOT RECEIVED If tagged item on transfer is not received for any reason type X in Action Field. This item will not be received with the rest of the transfer

14. This concludes the Approving & Receiving of Transfers. For information on Deleting Asset Transfers move onto our next Power Point. How to Delete Asset Transfers