Below is a new salary cash transfer policy which we have been assured conforms to the Federal Governments expectations for the Personnel Activity Reporting System. The new policy no longer requires the signature of the principal investigator, with supporting justification, if the transfer is received by Accounting Services prior to the appropriate transfer cutoff date specified in the PAR Guide. The policy of not allowing a transfer to a Federal account, if its purpose is to write off an overdraft or to utilize an unexpended balance, is still in effect and will be strictly enforced regardless of when the transfer is processed.

Since the revised salary cash transfer policy may appear to be more lenient than the previous policy, extra effort will have to be made to ensure that the volume of cash transfers does not increase. We must not give the Federal Government a basis for insisting that more restrictive procedures be adopted at some point in the future. This will require that Personnel Action Forms and Payroll checksheets, in particular those involving salary obligations against Federally supported projects, will have to be reviewed more carefully to determine if: (1) the proper fund account is being charged (2) there are sufficient funds to cover the term of the appointment, and (3) the term of the appointment is within the beginning and ending dates of the approved project. Changes in funding sources and shortfalls in time and money should be corrected at the time of appointment or payroll checksheet certification and not by a cash transfer at a later date. Every effort must be made to reduce the number of salary cash transfers.

We thank you in advance for your cooperation.

1. Transfers processed in time to reach Accounting Control, with all required approvals, prior to the transfer cutoff date specified in the PAR Guide.
   1. A Salary Cash Transfer Request form UW 2-44 (5-80) must be completed and sent to Accounting Control (302 A. W. Peterson Building).
   2. A Personnel Action Form (PAF) must be completed and forwarded to the appropriate Personnel Office. (No PAF is required for student hourly salaries).
2. Transfers in transit but received by Accounting Control after the transfer cutoff date specified in the PAR Guide.
   1. The transfer will be returned to the originator with a memo requesting that it be sent to the departmental PAR coordinator.
   2. Departmental coordinator should take appropriate steps to be sure PAR and transfer agree.
   3. Further processing should be the same as in procedure "C".
3. Transfer resulting from a changed PAR.
   1. A Salary Cash Transfer Request for UW 2-44(5-80) must be completed.
   2. The certified PAR and Salary Cash Transfer Request, should be sent together to Research and Sponsored Programs. We will forward the cash transfer to Accounting Control.
   3. Those cash transfers involving individuals on annual appointments (July 1 - December 31 PAR only) or June classified or student payrolls, will be processed without the PAR being attached if the transfer is to or from State funds and it meets all other transfer requirements. The departmental PAR coordinator should retain a copy of the cash transfer and verify that the PAR when certified agrees with the previously processed cash transfer.
   4. A Personnel Action Form (PAF) must be completed and forwarded to the appropriate personnel office.
4. Transfers received after the PAR has been completed and certified as correct. Very few of these transfers will be allowed.
   1. A Salary Cash Transfer Request form UW 2-44(5-80) must be completed and include:
      1. A complete explanation and justification for the transfer.
      2. A certification by the principal investigator or other responsible program official of the propriety of the transfer.
      3. An additional explanation if the transfer is beyond 120 days from the date the PAR was certified. This additional explanation must tell why the transfer was not processed in a timely manner.
   2. A Personnel Action Form (PAF) must be completed and forwarded to the appropriate personnel office.
   3. In some cases a recertification of the PAR may be necessary.