Under some limited circumstances, a Principal Investigator may need to move a non-salary expense, which has already been posted, into or out of a grant account.

To Request an Expense Reallocation: Paper Process

  1. Print out the page on the Mobius report where the expense is currently shown. This is either in the report tab labeled "GL" or "AP".
  2. Highlight the expense that is to be reallocated.
  3. Prepare a brief memo identifying the chartfield of the account into which the expense is to move. Indicate whether the move is to be a total or partial reallocation and the reason for the reassignment.
  4. Send the memo and the highlighted report page to the Manager of Restricted Accounts in the Office of Financial Affairs.

To Request an Expense Reallocation: Electronic Process

  1. View the page on a Mobius report where the expense is currently shown. This is either in the report tab labeled "GL" or "AP".
  2. Highlight by the "Fill Color" function on Excel the expense(s) that are to be reallocated.
  3. Prepare a brief e-mail identifying the chartfield of the account into which the expense is to move. Indicate whether the move is to be a total or partial reallocation and the reason for the reassignment.
  4. Attach the Mobius report to the e-mail as an Excel attachment.
  5. Send the e-mail and the highlighted Excel worksheet to RA_Dept@depaul.edu.

Note that:

  • Expense reallocations can only be processed within the fiscal year that the original expense was posted.  
  • Moving a non-salary expense into a grant account is a type of “cost transfer,” defined as an after-the-fact reallocation of costs to a sponsored project.
Before requesting non-salary expense reallocations, PIs should review DePaul’s Guidelines and Procedures for Cost Transfers to Sponsored Projects.  A Web-based module on this topic is also available as an additional resource.