Loyola University Chicago

Financial Services

AP Expense Transfer Form Instructions

The Accounts Payable Expense Transfer Form can be used to redirect vendor payments between accounting units and accounts.  For Procard transfers, please use the ProCard Expense Transfer Request Form.
1. After opening the form, click "Enable Macros" or "Enable Content" if prompted.

2. At the top left corner, enter your name in the "Prepared By" field and enter the Department Approver's name in the "Approved By" field.

Enter today's date in "Entry Date" field.

Enter a meaningful description in the box labeled "Enter a reason for the transfer request." Note: This field is required.

Up to four invoices can be transferred on a single form. Enter the Vendor Number, Post Date, and Invoice Number OR Voucher/Reference Number* in the Vendor and Invoice Detail section for each transfer. This detail can be found on the following Webfocus BI Portal Financial Reports/Detail Reports:
Accounts Payable Invoice Detail
Transaction Query
Vendor #
Column A: Vendor
Column G: Description
(the number will be concatenated with the Vendor Name)
Invoice #
Column C: Invoice #
Voucher #/Ref #
Column M: Voucher/Trans ID
Column I: Reference
Post Date
Column L: Distrib/Post Date
Column E: Post Date
* Either the voucher/reference number or the Invoice Number are required to make the transfer.  Both fields are desirable but only one of the two is required.
6. In the first available row, enter the Accounting Unit (6-digit), Account (4-digit), and then an Amount in the Decrease column. The Decrease column is used to decrease the total amount of expenses for the accounting unit/account combination on the same row.
7. In the next available row, enter the Accounting Unit (6-digit), Account (4-digit), and an Amount in the Increase column. The Increase column is used to increase the total amount of expenses for the accounting unit/account combination on the same row.
8. Continue entering data into the lines as needed. AU and Account Descriptions will automatically fill in as AUs and Accounts are entered.
9. If you are transferring expenses between multiple accounting unit/account combinations, confirm that your totals balance to zero in each section before submitting the form for approval.
10. After saving and/or printing the form for your records, click the "Click here to email this form to Accounts Payable" button. Note: Forms should be sent in an Excel format.  PDF Forms will not be processed.
11. A blank email message will be created containing the form as an attachment.  If this does not happen automatically, please save the file and attach it to a new email message.
12. Attach a PDF of supporting documentation for your expense transfer.  i.e. reports from WebFocus showing the expense(s) being transferred, etc.
13. In the 'To' field on the new message, enter your supervisor's email address, if necessary.
Accounting units beginning with 1, 3, 4 or 6 should be sent to PAYABLES@LUC.EDU (Accounts Payable) 
Accounting units beginning with 103, 104, 105, 107, 2, 5, or 9 should be sent to GRNTCON@LUC.EDU
 14. Indicate an explanation for the Expense Transfer in the body of the email message and attach any supporting documentation.
15. Please direct any questions or form issues to Financial Systems at FINANCIALSYSTEMS@LUC.EDU