Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
Basic control methods are required when any tangible item (anything of value other than equipment) is transferred from one party to another. Examples of items of value are, but not limited to, money, checks, tickets, pre-numbered documents, and controlled documents.
There are two types of transfers than can occur. The first is a direct transfer between two parties consisting of an "originator" and a "receiver." The Originating Office Transfer Log form is used for transfers of that type. The second is a transfer between two parties consisting of an "originator" and a "receiver" via one or more intermediate parties or "couriers." In those instances, a "Courier Transfer Log" would be used.
Couriers may be used to transport confidential materials between designated locations. For those offices utilizing either the Courier Transfer Log or the Originating Office Transfer Log, the courier will assume responsibility for the documents by signing an Originating Office Transfer Log. The courier will then fill out the Courier Transfer Log. Upon delivery of the transfer to the Receiving Office, the representative receiving the transfer from the courier must sign the Courier Log for all items received and return the form to the courier. This signature completes the transaction and the courier is relieved of responsibility of the materials.
NOTE: If a party is on a regular courier pick-up schedule the courier should be notified by the originating party if there is no need to stop.
It will be the responsibility of the Financial Officer to insure that Procedure CR2004 Accountability for Transfers of Items of Value (except equipment) is properly implemented in their respective areas.
Please see Procedure CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities) for details on transferring equipment or property.
To view document exhibits click on the referenced document link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.
| Document: | Ultimate Distribution: | Retention Period: | Disposition Method: |
|---|---|---|---|
| Original | Originating Office | End of fiscal year plus 2 years | Paper Document = Secure Bin disposal or shred |
Originating Office retains possession of completed forms.
For questions, additional details, or to request changes to this form, contact the Office of Systems & Procedures.
(11/3/2021)