Include intercampus recharges, interlocation transfers of funds and intercampus payroll transactions...

INTERCAMPUS TRANSACTIONS

IOC VS. ILT Mehdi H. Tazi

Alyse C. DeFazioChristine H. Yung

Accounting & Financial Reporting


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)

Managed locally by Accounting & Financial Reporting, Payroll Accounting Services, and Budget and Institutional Analysis

INTERCAMPUS/INTERDEPARTMENTAL ORDER/CHARGE (INTERCAMPUS RECHARGE OR IOC)

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




INTERCAMPUS RECHARGE or IOC EXAMPLES

Conference registrations held on another UC campus

Service department billings to PIs at other campuses

Deposits that belong to another campus made at UCD in error

Items sold to another campus from UCD

Travel fees for conferences / meetings

Who Initiates an IOC ?

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:

Sending money to another campus when it was deposited in error at our campus

Sending left over Agency Funds to another campus

Recharges on the General Ledger

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, they are entered by Accounting & Financial Reporting and will appear in ledgers during the last week of the month

Recharges on the General Ledger

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

INTERLOCATION TRANSFER OF FUNDS (ILT)

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





Interlocation Transfers of Funds (ILT)

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





Interlocation Transfers of Funds (ILT)

Examples

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-financial-reporting/intercampus-transactions/intramural-awards.html



Who Initiates an ILT ?

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

Receiving ILTs

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, both funds must have the same UC Fund Group Code

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

Receiving ILTs

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

http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/financial-reporting/understanding-location.html

Check on status by calling the campus that is giving you the funds

Got Questions ? Contact Accounting & Financial Reporting

http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/our-staff/index.html







ILTs and the General Ledger

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

IOC or ILT ?

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

IOC or ILT ?

One of our faculty members is attending a conference at UCSF

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

IOC or ILT ?

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

IOC or ILT ?

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

IOC or ILT ?

UCD received a check made payable to UC Regents and deposited a check that was intended for UC Berkeley

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


Check the due dates for each fiscal period

http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/due-dates.html

http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/interlocation-due-dates.html

NO ILTs ARE PROCESSED IN JUNE








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-financial-reporting/intercampus-transactions/account-strings.html




Now that we know the basics, let’s see how we do it

on the new Spreadsheet

Forms !


Intercampus/Interdepartmental Order/Charge (IOC)

Step-by-Step

Download the IOC form from the Accounting & Financial Reporting website: http://

afs.ucdavis.edu/our_services/accounting-e-financial-reporting/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.

ONLY data on the yellow shaded areas needs to be entered

To fill out the form, you will need:

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)

Other Campus Contact Person’s Information: This is the person who provides you the FAU for his or her campus

Other Campus FAU (Remember, red means required fields, AN = AlphaNumeric, N = Numeric, Digits = Number of characters)





Step-by-Step

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)

Enter your email address

Choose your dean’s office highest ORG from the dropdown menu


Step-by-Step

Choose the campus you are recharging from the dropdown menu

Choose the appropriate chart (3, L, H, S, P, M or N) from the dropdown menu

Enter your KFS Account in CAPITAL letters if it's not numeric

Enter your KFS Sub Account in CAPITAL letters if it's not numeric and if applicable

Enter your Object Code in CAPITAL letters if it’s not numeric

Enter your Sub Object Code in CAPITAL letters if it’s not numeric and if applicable


Step-by-Step

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)


Step-by-Step

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


Step-by-Step

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


Step-by-Step

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





Step-by-Step

This field is optional; use it for any information you think is critical to have for the other campus while responding to the IOC


Instructions

INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step

Download the ILT form from the Accounting & Financial Reporting website:


(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.

To fill out the form, you will need:

Your department Kuali Chart, Account, and Object Consolidation

The UC Account & UC Fund associated with your department Kuali Account

Other Campus UC Account, UC Fund and its local FAU





Account Title: Enter campus and department or Program

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


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

Object Consolidation: Choose the appropriate from the dropdown menu (there is one for UC Davis and one for the other campuses)






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






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.

The explanation must fit entirely in the yellow box.


Provide the full name, phone # and email address of the ILT preparerThe preparer & approver CANNOT BE the same person

The approver can be the department head or delegate. Enter the approver's full name and phone #

The approver emails the completed form to [email protected], and states that he or she approves the transfer.

mailto:[email protected]

INTERCAMPUS TRANSFER Of FUNDS (ILT)Instructions

INTERCAMPUS PAYROLL TRANSACTIONS

Transfer the cost of Payroll and Benefits between UC campuses and/or UCOP for a “shared” employee

UPAY 560-T, Temporary Interlocation Transfer or Multi-location 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/payroll-services/index.html

Got Questions ? Contact Payroll Accounting http://afs.ucdavis.edu/our_services/payroll-services/contact-us/our_location.html

http://afs.ucdavis.edu/our_services/payroll-services/index.html

http://afs.ucdavis.edu/our_services/payroll-services/index.html

http://afs.ucdavis.edu/our_services/payroll-services/contact-us/our_location.html




Questions ???



Thank you for attending!

Include intercampus recharges, interlocation transfers of funds and intercampus payroll transactions...

Documents

Transcript of Include intercampus recharges, interlocation transfers of funds and intercampus payroll transactions...