Applying More than One Cost Center to a Requisition or Expense Report Job Aid

ASSIGN TWO OR MORE COST CENTERS TO A REQUISITION

Process to code a requisition when purchase is to be charged to more than one Cost Center

1. Select appropriate type of requisition needed (Goods, Services, etc.)

- Enter detailed description of what it to be purchased

- Enter correct Spend Category

- Enter Quantity to be purchased

- Enter Unit of Measure (if purchasing goods)

- Enter Price

- Enter Supplier

- Add to Cart and select Check Out

2. Select Access Advanced Checkout

Under the Goods or Service Line scroll all the ways to the right until you see the “Splits” column

3. Select the button under Splits and the following window will appear

4. Then select how you want to split coding among various accounts either by Amount

5. Then select + sign and add as many lines as needed for number of cost centers to charge

6. Enter amounts, appropriate cost centers, programs, grants, additional worktags, etc. that are applicable for each line. Hint: Make sure your Amount Split equals your purchase amount and the Remaining Amount to Split is zero (0) before selecting Done.

7. Finally Submit your requisition

ASSIGN MORE THAN ONE COST CENTER TO AN EXPENSE REPORT

Process to charge a credit card transaction to more than one Cost Center.

1. GO TO CREATE EXPENSE REPORT

2. Select appropriate Creation Option

• Create New Expense Report

Or

• Create Expense Report from Spend Authorization (use if credit card transaction MUST be linked to Official Function Request or Travel Request)

3. Enter:

a. Memo, with short description of purchase purpose

b. Business Purpose, if transaction is applicable to travel or an official function

c. Cost Center, Project, Program, Grant, etc., as applicable and any other required Additional Worktags

d. Select Credit Card Transaction(s) to allocate from your list

e. Select OK

4. Enter appropriate Expense Item spend category & Business Reason and attach itemized receipt

5. Select “Add”

6. Enter first Cost Center, Project, Program, Grant, etc and Total Amount to charge then select “Add” at the bottom to add as many additional lines needed for

7. Select “Done” when finished adding all Cost Centers to charge

Tip: Remaining amount should be 0.00 when completely expensed.

8. Submit for approval

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Functional Office Contact for this Page

Kristin Young-Jaramillo

719-587-7526

kristinyoung@adams.edu