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Part 1: Overview of Intercampus Transactions
Part 2: Test Your Knowledge
Part 3: Form Practice
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Include intercampus recharges, interlocation transfers
of funds and intercampus payroll transactions
A system of Financial Control Accounts handles all
intercampus transactions
No checks written or credit cards used between
campuses or between a campus and Office of the
President (UCOP)
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Managed locally by Accounting & Financial Reporting,
Payroll Accounting Services, and Budget and
Institutional Analysis
An IOC is a billing for costs incurred at
one UC campus or at the UC Office of the
President (UCOP) by another UC campus
or by UCOP resulting in an expense
transfer
Complete the IOC Form AFTER
the service is performed or the
goods have been provided
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/forms/index.html
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Conference registrations held on another UC campus
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Service department billings to PIs at other campuses
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Deposits that belong to another campus made at
UCD in error
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Items sold to another campus from UCD
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Travel fees for conferences / meetings
Typically the campus that is owed the money should
initiate the IOC
Think of it in terms of sending an invoice – the company
that is owed the money, sends the invoice
Exceptions to this are:
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Sending money to another campus when it was
deposited in error at our campus
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Sending left over Agency Funds to another campus
If the other campus initiates the IOC, make sure to
provide them the:
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Chart
Kuali Account
Object Code (not object consolidations such as SUB3)
Not sure about the Object Code?
Run a FIS14 report using a keyword in the object name field
How do they get there ?
Accounting & Financial Reporting creates the Kuali documents
or feed documents
When do they get there ?
If initiated at UCD and are received by Accounting & Financial
Reporting by the monthly deadline and error free, they are
entered by Accounting & Financial Reporting and will appear
in ledgers during the last week of the month
When do they get there – cont. ?
If initiated by the other campus:
 and are received by Accounting & Financial Reporting by
the monthly deadline, they are entered by Accounting &
Financial Reporting and will appear in ledgers during the
last week of the month
 and are received by Accounting & Financial Reporting after
the monthly deadline but before the 5th working day of the
following month, they are entered by Accounting & Financial
Reporting and will appear in ledgers month end close
If UCD is initiating
An ILT (or ITF or ITOF) is a transaction
that moves funds via a budget transfer
between two UC campuses or between
one UC campus and the UC Office of the
President (UCOP)
ILTs are used by academic departments,
organized research units, research centers,
and programs housed at OP to provide
funding for various purposes at other UCs
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/forms/index.html
ILTs are not:
Transfers of extramural research funds; these are
handled via multi-campus agreements (MCAs)
between each campus’ Contracts & Grants Accounting
department
http://afs.ucdavis.edu/our_services/contracts-e-grants/about-efa/contact-us.html
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UC Lab Fees Research Program
UCD Toxic Substances Research Program
UCDMC M.I.N.D. Institute
UC MEXUS Program
Gift and Endowment Awards
ANR Grant Awards
http://afs.ucdavis.edu/our_services/accounting-e-financialreporting/intercampus-transactions/intramural-awards.html
The campus that is sending the money should
initiate the ILT
Think of it in terms of writing a check – the company
that is writing the check should send it
Exceptions to this are:
When UCOP pulls back funds, they usually initiate
the ILT
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Ask the initiating campus for the UC Account and UC Fund they
are using to send the funds
Funds cannot be crossed if it is a fund source assigned by UCOP
(e.g. 07427, 199XX, 69085, 69750 and Endowment Funds)
If crossing funds, the first three digits of the UC Fund Group Code
must be the same for both funds
-Code can be found on a FIS237 report under OP Fund Group
Higher education functions cannot be crossed for base budgeted
funds such as State General Funds, State Specific Funds, Student
Fee Funds, and the President’s Funds
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Gift and Endowment Funds that are not given to a specific higher
education purpose and Self Supporting Funds may cross higher
education functions
Establish your Kuali account as soon as possible and give it to the other
campus to include on the ILT form with your contact information
Make sure the other campus includes the Kuali account in the explanation
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/financialreporting/understanding-location.html
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Check on status by calling the campus that is giving you the funds
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Got Questions ? Contact Accounting & Financial Reporting
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/our-staff/index.html
How do they get there ?
The Budget and Institutional Analysis (BIA) Office
creates a Budget document (BA or GLCB)
When do they get there ?
Before the month closes, usually around the 3rd
working day of the following month
Check the due dates for each fiscal period
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampustransactions/due-dates.html
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampustransactions/interlocation-due-dates.html
Before processing an IOC or an ILT, you should get familiar with the
required chart string for the other campus
http://afs.ucdavis.edu/our_services/accounting-e-financialreporting/intercampus-transactions/account-strings.html
It is highly recommended that the other campus’
information is provided before the goods / services
are provided to facilitate the IOC process. UCD
Accounting will only process an IOC form if all
mandatory fields are provided.
The Other UC Campus Information for Intercampus
Charge (IOC) Form is a new resource to help obtain
all mandatory fields.
http://afs.ucdavis.edu/our_services/accounting-e-financialreporting/intercampus-transactions/other-uc-campus-info.html
IOC
ILT
Strictly financial –
expense transfers
Strictly budgetary –
appropriation transfers
Limited to the billing
of one campus by
another campus for
actual expenses
incurred on behalf of
the campus receiving
goods or services
Involve the actual
transfer of funds to
another campus for
the receiving campus’
use in a specified
project or program
All agency account
transactions use the
IOC process
One of our faculty members attended a conference at
UCSF
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Registration fees should be paid using which type of
Intercampus Transaction ?
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Which campus should initiate it ?
One of our faculty members attended a conference at
UCSF
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Registration fees should be paid using which type of
Intercampus Transaction ?
IOC since it’s an expense transfer
Which campus should initiate it ?
USCF because they are recharging UCD
UCD wants to provide $2,000.00 in support funds
from our department General Funds account to UC
Irvine for an annual meeting on Economic History.
UCI will pay all the expenses for the meeting
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Which type of Intercampus Transaction should be
used to get the $2,000.00 to UCI ?
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Which campus should initiate it ?
UCD wants to provide $2,000.00 in support funds
from our department General Funds account to UC
Irvine for an annual meeting on Economic History.
UCI will pay all the expenses for the meeting
Which type of Intercampus Transaction should be
used to get the $2,000.00 to UCI ?
ILT because UCD is sending the funds in advance
 Which campus should initiate it ?
UCD because it’s the campus sending the funds
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UCD hosted an annual UC conference this year but
next year UC Santa Barbara is hosting the conference
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The left over agency account money from this year
can be sent to UCSB using which Intercampus
Transaction ?
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Which campus should initiate it ?
UCD hosted an annual UC conference this year but
next year UC Santa Barbara is hosting the conference
The left over agency account money from this year
can be sent to UCSB using which Intercampus
Transaction ?
IOC since it’s an agency account
 Which campus should initiate it ?
UCD because the agency funds are at UCD
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UCD received a check made payable to UC Regents
and deposited a check that was intended for UC
Berkeley
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Which Intercampus Transaction should be used to
get the money to UCB ?
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Which campus should initiate it ?
UCD received a check made payable to UC Regents
and deposited a check that was intended for UC
Berkeley
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Which Intercampus Transaction should be used to
get the money to UCB ?
IOC
Which campus should initiate it ?
UCD because they are refunding the money to UCB
UCSF provided lab services to UCD and now
must initiate an IOC.
What accounting information should you
provide?
UCSF provided lab services to UCD and now must
initiate an IOC.
What accounting information should you provide?
 Chart
 Kuali Account
 Object Code
DO NOT PROVIDE UC ACCOUNT & UC FUND
UCD is providing funds to support a conference at
UCB later in the year. UCD intends to transfer 47729
Gift Funds.
Which of the following transfers are allowed?(if any)
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Fund 47729 to 55005 (Both have the Fund Group
Code 408200)
Fund 47729 to 69085
UCD is providing funds to support a conference at UCB
later in the year. UCD intends to transfer 47729 Gift
Funds.
Which of the following transfers are allowed?(if any)
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Fund 47729 to 55005 (Both have the same Fund
Group Code 408200)
Fund 47729 to 69085
For Gift Funds, the Fund Group Code needs to be the same
UCD is providing funds to support a conference at
UCB later in the year. UCD intends to transfer 35700
Endowment Funds.
Which of the following transfers are allowed?(if any)
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Fund 35700 to 35752
Fund 35700 to 55853
UCD is providing funds to support a conference at UCB
later in the year. UCD intends to transfer 35700
Endowment Funds.
Which of the following transfers are allowed?(if any)
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Fund 35700 to 35752
Fund 35700 to 55853
Neither! UCB must also use fund 35700 since it is an
endowment fund (The funds are assigned by UCOP)
Now that we know the
basics, let’s see how
we do it on the new
Spreadsheet Forms !
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Download the IOC form from the Accounting & Financial Reporting website:
http://afs.ucdavis.edu/our_services/accounting-e-financialreporting/forms/index.html
(Please use Mozilla Firefox or Google Chrome. Internet Explorer can be used only if you have the latest version)
If you want to copy and paste data into the IOC form, please make sure you use PASTE SPECIAL VALUES / TEXT.
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ONLY data on the yellow shaded areas needs to be entered
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To fill out the form, you will need:
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Your department Kuali Chart, Account, and Object Code (these 3 fields are the required ones, but you can
still input a Sub Account, Sub Object Code, and Project Code if applicable)
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Other Campus Contact Person’s Information: This is the person who provides you the FAU for his or her
campus
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Other Campus FAU (Remember, red means required fields, AN = AlphaNumeric, N = Numeric, Digits =
Number of characters)
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Use CAPITAL letters while inputting your First, Middle and Last Name. You
need to enter the entire Middle Name, if you don’t have one, please enter 00.
The 3 initials are used on your IOC document number
Enter your phone number including area code, but no parentheses or hyphens,
the cell is already formatted as a phone number format (enter 5307522887, the
result will be (530) 752-2887)
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Enter your email address
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Choose your dean’s office highest ORG from the dropdown menu
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Choose the campus you are recharging from the dropdown menu
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Choose the appropriate chart (3, L, H, S, P, M or N) from the dropdown menu
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Enter your KFS Account in CAPITAL letters if it's not numeric
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Enter your KFS Sub Account in CAPITAL letters if it's not numeric and if applicable
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Enter your Object Code in CAPITAL letters if it’s not numeric
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Enter your Sub Object Code in CAPITAL letters if it’s not numeric and if applicable
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The description is limited to 40 characters, so be concise and specific
If the IOC is a refund or a reimbursement, make sure you include “Refund”
or “Reimb.” in the Description field
It is critical to include “Refund” if you are returning money to the other
campus. Doing so will trigger to change the credit “C” sign to debit “D”
Enter the amount you are recharging. The amount cannot be negative;
don’t use separators (numbers are already formatted)
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Enter the project code, if applicable
The Reference field can be an IOC number or anything the department wants to use for
their record; the field is limited to 8 characters
The Prior Document # field needs to be filled out if your IOC is a refund to the other UC
Campus or a reimbursement to us from the other UC Campus. Provide the document
number including the origin code for the original recharge if it’s a refund or the original
expense if it’s a reimbursement
If you enter “Refund” or “Reimb.” in the description field, you get the following message
in the “Reminder for refunds and reimbursements” column
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Provide the full name of your other campus contact person. The contact person
should be the person who provides you the Full Accounting Unit (FAU) for his or
her campus
Provide the phone number with area code of your other campus contact person
(input numbers including area code, but no parentheses or hyphens; it's already
formatted as a phone number format)
Provide the e-mail address of your other campus contact person
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Fill out each item highlighted in red for the other campus required fields. The chart string will
change automatically if you change the campus to be recharged. In this example, we are
recharging UCSF
Again, these fields should be provided to you by your contact person who’s info appear on the
“Other UC Campus” columns
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/accountstrings.html
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This field is optional; use it for any information you
think is critical to have for the other campus while
responding to the IOC
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Download the ILT form from the Accounting & Financial Reporting website:
http://afs.ucdavis.edu/our_services/accounting-e-financialreporting/forms/index.html
(Please use Mozilla Firefox or Google Chrome. Internet Explorer can be used only if you have the latest version)
If you want to copy and paste data into the ILT form, please make sure you use PASTE SPECIAL VALUES / TEXT.
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To fill out the form, you will need:
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Your department Kuali Chart, Account, and Object Consolidation
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The UC Account & UC Fund associated with your department Kuali Account
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Other Campus UC Account, UC Fund and its local FAU
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Account Title: Enter campus and department or Program
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Loc 1 & Loc 2: Choose the appropriate campus designation
Most transfers will be to the numeric location, in which case the Loc 1 box will be
completed with 01-10 and the Loc 2 box will be completed with a 1. If transferring to an
alpha location at another campus then the Loc 2 box will be completed with a 2
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Enter the UC Account & UC Fund that pertain to your department
Kuali Account in the first row, and input the UC Account & UC
Fund provided to you from the other campus in the second row
Remember, UC Account has 6 digits and UC Fund has 5 digits
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UCB UC Account starts with a letter
Object Consolidation: Choose the appropriate from the dropdown
menu (there is one for UC Davis and one for the other campuses)
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/financialreporting/understanding-location.html
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Fill out the local chart string for each campus (UC Davis and the other
campus)
The local chart string might not be the combination of UC Account and UC Fund
http://afs.ucdavis.edu/our_services/accounting-e-financialreporting/intercampus-transactions/account-strings.html
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Input the amount the UC Davis department is transferring to
the other location in either current or base budget
Check the box if the transfer is recurring or a one time transfer
Provide a full explanation, including award numbers, principal
investigator names, period of performances, etc.
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Provide the full name, phone # and email address of the ILT preparer
The approver can be the department head or delegate. Enter the
approver's full name and phone #
The
approver
emails
the
completed
form
to
financialcontrols@ucdavis.edu, and states that he or she approves the
transfer.
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Transfer the cost of Payroll and Benefits between UC
campuses and/or UCOP for a “shared” employee
UPAY 560-T, Temporary Interlocation Transfer or Multilocation Appointment Form
UPAY 644-C-T, One-Time Payment Form
The Policy and Procedures, along with the instructions and
forms, can be found at http://afs.ucdavis.edu/our_services/payrollservices/index.html
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Got Questions ? Contact Payroll Accounting
http://afs.ucdavis.edu/our_services/payroll-services/contact-us/our_location.html
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Accounting & Financial Reporting Website
UC Campus Account Strings
Intercampus Transactions (IOC) Due Dates
Interlocation Transactions (ILT) Due Dates
Other UC Campus Information for
Intercampus Charge (IOC) Form
Example IOC & ILT Forms
Questions ???
Thank you for attending!