This guide will cover:
Expenditure Corrections provide a way to reallocate and correct an expense or revenue entry after the initial entry was charged to another account. All expenditure corrections must be appropriately justified, documented, and completed in a timely manner to support allowability.
Expenditure Corrections involving project funds must comply with the Expenditure Correction/Cost Transfer DAPP found on the Financial Affairs Website>Policies and Reference Material>Office of Sponsored Programs. It is the policy of the University of Wyoming (“University”) that all expenditure corrections must be processed in compliance with Federal and other sponsor requirements.
All Expenditure Corrections must be supported by documentation which contains a full explanation of why the error occurred and the relationship of the charge to the project/account to which the correction is being made. Explanations such as “to correct an error” or “to transfer to correct grant” are unacceptable. The key is to explain how the error occurred and the nature of the error, or why the expenditure was assigned to an incorrect project.



Project Funds Determination
In the form it will ask: Are Project Funds Involved? * The answer to this question will determine the fields that need to be completed for the expenditure correction.




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In the form it will ask: Number of lines/distributions? * You are able to enter 1-10 transaction lines at a time when completing an expenditure correction. All lines must be part of the same IDT, Deposit, or Invoice/Expense Report.


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Entity – Chart of accounts segment for entity
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Account – Chart of accounts segment for account
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Fund Class/Type – Chart of accounts segment for fund class
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Fund Source – Chart of accounts segment for fund source
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Organization – Chart of accounts segment for organization
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Exp. Class – Chart of accounts segment for expense class
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Program – Chart of accounts segment for program if used by your department.
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Activity – Chart of accounts segment for activity if used by your department.
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Future – Chart of accounts segment for future
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Amount – Cost amount of the expenditure

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Project – The unique number assigned to the sponsored project
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Organization Name – Organization name of the department assigned to the project
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Expenditure Type – Refer to the grant expenditures crosswalk for descriptions
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Task Number – always 1
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Amount – Cost amount of the expenditure

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Note: For more information on what make up the General Ledger/POET Account Strings, visit the Chart of Accounts webpage found on the Financial Affairs Website > Chart of Accounts.
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In the form, it will ask: What type of correction are you making? * Based on the transaction you are correcting, You will select IDT Correction, Deposit Correction, or Invoice Payment or Expense Report Correction.




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Expense Report Correction: The fields of Supplier/Payee Name, Invoice or Expense Report Number and Payment Date are completed. Because check numbers are not applicable to an Expense Report, N/A is entered in this field.


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Note: You can find the requested information in the Account Analysis Report or through various reports found on the Reports & Analytics module in WyoCloud. View the Financial Management Reporting QRGs for more information on certain reports.
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Based on whether project funds are involved and the date of the original expenditure, you will need to answer 1-4 questions, explaining the reasons for the correction. All expenditure corrections must be appropriately justified to be accepted.

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Once all required fields (*) have been entered, click Submit.
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After clicking submit, an automated email will be created that will be addressed to you as well as WyoCloud Corrections or OSP Expenditure Corrections (if project funds are involved). This email will show your expenditure correction within the email and through a html file.

This concludes all the steps for Completing an Expenditure Correction.