Fund
The fund chartfield is a 4-character alphanumeric value which identifies source of money. Fund
identifies the source of financial support and demonstrates restrictions imposed by the governing board
or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution.
It is a required field on revenue, expense, and transfer transactions.
Fund is used to describe, in broad terms, the source of the transaction. In most cases, fund is presented
in a summary form and is shared amongst departments. For example, all departments will share one
“Sales and Service” fund and other chartfields will provide information on the specific department and
activity. Individual funds beyond the summary level are not established for internal unrestricted
purposes. Funds for gifts, endowments and sponsored projects will also be in summary form. For
example, a private gift uses a “Private Gift” fund, and a federal contract may use a “Federal Contracts”
fund. The granular related information for the purpose or activity related to each gift or sponsored
project is tracked using the project chartfield.
Fund in the new COA design:
• Aligns with UCOP reporting requirement
• Presents a reduced number of funds because other chartfields will provide additional
information
Purpose/Use:
A new fund chartfield may be established when:
•
A fund source is needed to track an external restriction imposed by the governing board or in
accordance with regulations, restrictions, or limitations imposed by sources outside the
institution.
Numbering Convention:
•
There is no numbering convention in the Fund field. It can be any random 4-character
alphanumeric value.
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Attributes:
Field Name
Type
Length
Set ID
AN
5
Fund
Effective Date
AN
Date
5
Effective Status
AN
1
Description
Short Description
Budgetary Only
AN
AN
AN
30
10
1
Award Type
AN
1
Restriction Code
AN
1
Budget Code
AN
1
OH Offset Fund
AN
5
Description
See Set ID description in Account chartfield
attribute.
An alphanumeric value assigned to a fund.
The date that the attributes and definitions
associated with a fund go into effect.
Fund status as of Effective Date:
• A = Active
• I = Inactive
30-character fund description
10-character fund short description
Y/N value, indicate whether the value is to be
used for budgetary purposes only. A budgetary
fund will not be available for recording actual
transactional entries.
For sponsored project funds, Award Type
designates an award as one of the following:
1 - Cooperative Agreement
2 - Contract
3 - Grant
4 - Gift
Code indicating whether a fund can be used for
any operating purpose or is subject to special
restrictions established by external
agencies or The Regents:
R – Restricted (default)
U – Unrestricted
G – General
Code indicating whether fund is budgeted (i.e.,
incorporated into the annual budget, including
State of California support, nonresident tuition
fees, registration fees, endowments, and
miscellaneous other funds) or non-budgeted
(including certain discretionary funds, or funds
provided for a limited time period and specific
purpose, such as federal contracts and grants,
private gifts and grants, special agreements
with state and local agencies, and other special
income)
B – Budgeted
N – Non-Budgeted (default)
Fund used to record indirect cost (i.e., F&A or
overhead) offset. See Indirect Costs (F&A) in
Operational Use Examples for details.
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Field Name
Type
Length
UCOP Fund Group
Code
AN
6
Unexpended Balance
Account
AN
10
Fund Class
AN
4
3
Description
Code between 000000-999999 that indicates
the category to which a fund belongs in UCOP’s
accounting structure; used to generate many
campus and UCOP reports. It identifies activity
in a consistent manner across campuses.
Unexpended Balance account for the fund;
used in combination edits to prevent invalid use
of Unexpended Balance account
Code indicating the type of fund to be used to
determine the appropriate Transaction Code
for UCOP equity transfer reporting purpose:
CURR – Current
UNXP – Unexpended Plant
RIND – Retirement of Indebtedness
INCA– Invested in Capital Assets
RRPL – Renewal and Replacement
LOAN – Loan
ENDW - Endowment
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