Processing NLCTs (The Basics)

When processing Non Labor Cost Transfers, the template you use to submit the transfer depends on the origin data.

When the origin data is a cost on a project, use the PPM template.

When the origin data is a cost that is not on a project, use the COA template.

Both templates have a similar appearance, and they operate very similarly, but their internal workings are different and are thus not interchangeable. For full step-by-step guidance use this guide.

COA Template. Version 1.12. (An Update)

Several submitters noticed a bug within earlier versions where uploaded lines to the ‘TNC2 data’ tab were not appearing in the ‘TNC2’ tab upon refresh. The cause of this rare issue has been identified and the template has now been fixed in version 1.12.

Cost Transfer Compliance (A Reminder)

Approvals for NLCTs MUST ALWAYS be added to iO tickets prior to submission (unless the submitter is also both the origin and destination approver in which case no approval is needed). The approvals should take the form of the adobe sign PDF, signed by both origin and destination approvers, as indicated in the instructions within in the templates.

As detailed in box 2 of the cover page of each of the templates, and in Rice policy 302, there are some clear compliance expectations that MUST ALWAYS be met by cost transfer submitters when justifying a cost transfer in box 3 of the cover page.

PPM Template (excerpts from cover page):

1) How were the original costs miscategorized, charged to the wrong project(s), or allocated to the wrong task(s)?

2) If type is PPM-PPM, are the costs allowable and allocable to the receiving project(s)? (i.e does each line of the transfer meet cost principles, funder rules, and is within bounds of funder approved budget categories)?

3) What steps will be taken to prevent recurrence?

COA Template (excerpts from cover page):

1) Why were the original costs mischarged?

2) Are the costs allowable and allocable to the receiving project(s) and/or COA string locations? Does each line of the transfer that has a PPM destination meet corresponding cost principles, funder rules, and remain within bounds of funder approved budget categories)?

3) What steps will be taken to prevent recurrence?

Policy 302 (excerpts from policy page)

“Unallowable or inappropriate charges that appear on a sponsored project fund must be moved promptly to an appropriate fund. Cost transfers must be timely, well-documented and properly approved.”

“Charges to a sponsored project fund should be reviewed periodically by the PI and reconciled regularly by staff within each department or school so that erroneous charges may be identified and corrected promptly. Timely means that a transfer should be initiated as soon as an error is detected but normally within 90 days following the last day of the month in which the charge first appears on the fund.”