Overview

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This article explains how to submit for an Outgoing Interlocation Transfer of Funds (ITF). An Outgoing Interlocation Transfer of Funds (ITF) is when UCSD sends resources or funding to another UC Campus or to UCOP. 

Essential Information

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• The sender of the resources/funds is the Campus that will initiate the ITF processing.
• Since ITFs are a transfer of funds, ICA will post the transactions in the General Ledger with a Journal Entry (Note: This will not be in PPM).
• For calendar year 2025, the due date for submission will be the 14th and 24th of every month (with the exception of December 19th, 2025 due to the campus winter closure).
• UCOP does not process any ITFs for June.
• When transferring funds between UC Campuses or to/from UCOP, the type of funding recorded for both Campuses must be the same.

• • Currently each UC Campus has their own Fund numbers for the same type of Fund.
  • An ITF should approve as long as the Fund Level Cs from both the sending and receiving UC location match.
  • When transferring funds between UC Campuses or to/from UCOP, you will need to use a Fund Crosswalk to determine the common Fund (guidance in Step 2.3 below).
• Reach out the receiving UC Campus or UCOP and request their Chart of Account (COA).
  • You will need to provide the other UC Campus or UCOP with the appropriate associated Fund Level C from Step 2.3.
  • Ask the other Campus for a Revenue COA and Intercampus Transfer COA, this information will be needed in order to complete Rows 7-8 in the ITF Form.
  • The COA for ITF is essentially 9 parts separated by dashes (please note, some campuses may have different names for the segment, such as Department instead of Financial Unit).
    
    • If the value of a segment is all zeros, you may enter a single zero for the segment.
    • Entity-Fund-Financial Unit-Account-Function-Program-Location-Project-Activity
    • xxxxx-xxxxx-xxxxxxx-xxxxxx-xxx-xxx-xxxxxx-xxxxxxx-xxxxxx

• If recharging expenses with another UC Campus, do not use this KBA and instead submit a ticket using the Intercampus Recharge Request Form.

Next Steps

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Download and complete the Excel ITF form to submit to Internal Controls & Accounting (ICA) by following the instructions below:

1. Complete Row 3

1. Subject Line: Brief Description (max 200 characters)
2. Explanation: (max 500 characters)
   • Provide key segments in COA
     • Example COA:
       • 16110-13991-1000161-0-400-0-0-2012489-0-0-0-0
       • The 0 is being understood as the segment having zeros for all the numbers in the segment length.
   • Optional: Provide any additional information regarding the transfer that may be helpful, such as contact information.
     • Examples for additional information:
       • Mark Jones at UCI is helping with the transfer mjones@uci.edu.
       • Funding for UCLA employee's salary and benefits (Jane Johnson) from 3/1/2022 - 2/28/2023.
3. Comments: Must leave blank. For UCOP System Budget Office use only.

2. Complete the first two rows (Row 5 will be a Debit and Row 6 will be a Credit) on the ITF Form with UCSD information

1. Entity Level C will always be 1611 for UCSD.
2. UCSD Account Level E and Account Level D:

• • Row 5 (Debit Line) - Use the following chart to enter Account Level E in cell B5 and Account Level D in cell C5 with the associated campus that will be receiving the resources/funds.

Account Level E (Debit)	Account Level D (Debit)	Account Title
78001E	78001D	Intercampus Recharge Debit UCB
78002E	78002D	Intercampus Recharge Debit UCSF
78003E	78003D	Intercampus Recharge Debit UCD
78004E	78004D	Intercampus Recharge Debit UCLA
78005E	78005D	Intercampus Recharge Debit UCR
78007E	78007D	Intercampus Recharge Debit UCSC
78008E	78008D	Intercampus Recharge Debit UCSB
78009E	78009D	Intercampus Recharge Debit UCI
78010E	78010D	Intercampus Recharge Debit UCM
78011E	78011D	Intercampus Recharge Debit UCOP
78012E	78012D	Intercampus Recharge Debit ANR

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• • Row 6 (Credit Line) - Use the following chart to enter the Account Level E in cell B6 and Account Level D in cell C6 based on the UCSD Fund being transferred.

UCSD Fund	Account Level E (Credit)	Account Level D (Credit)	Account Title
19900-19999,  Excluding 19931,19933,19934,  19940,19941,19942,19943	48100E	48100D	State Appropriations General
18XXX	40600E	40600D	Special State Appropriations
All Other Funds	44000E	44000D	Other Operating Revenue

 

• • You may reference the Revenue and Expense Accounts of the other UC Campuses and UCOP using the UCOP CCOA ITF Campus Accounts Matrix.

3. Fund Level D: UCSD must receive the funding on a matching Fund Level C that is being sent from the other UC Campus.

Steps for UCOP and Campuses using Fund Level C

• Determine the appropriate UCSD Fund Level D using the UCSD to UCOP Fund Level C Crosswalk for ITFs.

1. 1. Filter for the appropriate UCSD Fund (column A) and use the UCSD Fund Level D (column E) as your results to enter in column D (cells D5 and D6) of the ITF form.
   2. Provide the receiving UC Campus the associated Fund Level C (column F) from the crosswalk that is applicable for the UCSD Fund to help complete rows 7 and 8.
   3. If sending from UCSD Core Funds 13991 or 13992 (Fund Level C 1300C), the other campus can use an equivalent Fund from a SOFI Fund List, review tab SOFI Funds, and contact ICA via ServiceNow ticket for additional information.

1. 5. Fund Level C:
   • a. Enter UCSD Fund Level C per the crosswalk above.

1. 6. Function Code: Derived from COA provided by Campus Departments. Enter Function Code in 2-digit format.
   1. a. Example: If Function Code = '440', then enter '44'.
   2. b. Enter Function Code '00' for Revenue Accounts (4xxxxx)

1. 7. Department: 
   • a. Enter the Financial Unit number (not Name)
2.  
3. 8. Project: Optional Field
   1. a. Enter a Project number if applicable, otherwise column H can be left blank.
4.  
5. 9. Program: Optional Field
   1. a. Enter a Program number if applicable, otherwise column I can be left blank.

1. 10. GL Transfer From (DR.): In J5 enter the dollar amount (Debit) of the transfer with no sign.
2.  
3. 11. GL Transfer From (CR.): In K6 enter the dollar amount (Credit) of the transfer with no sign.
4.  
5. 12. Columns L and M: Leave blank.
6.  
7. 13. Description: Cells N5-N8 are Required. This cell is at your discretion and will be reflected in the Journal Line Description (max 30 characters).
   1. Suggestion is a summarized version of the Subject Line.
   2. Example: UCSD to UCB Dr. Tuft Refund
      
8.  
9. 14. Campus Comments: (max 60 characters)
   1. a. Cell O5 - Provide the contact of the ITF initiator (Example: UCSD Contact: Max Jones <mjones@ucsd.edu>)
   2. b. Cell O6 - At your discretion.
10.  
11. 15.  Columns P and Q (Flex 1 and Flex 2): Leave blank.

3. Request COA information from UCOP or the UC Campus that will be receiving the funding

• ICA will assist in completing rows 7 and 8 after receiving the COA in the first step below. Please complete rows 7 & 8 as best as you can based on the information received from the other Campus.

1. The receiving Campus will need to provide COA in the format of Entity-Fund-Financial Unit-Account-Function-Program-Location-Project-Activity for rows 7 and 8.
2. Enter the other UC Campus Debit COA in row 7 (also referred to as the Offsetting Revenue). 
3. Enter the other UC Campus Credit COA in row 8 (also referred to as the Intercampus Transfer Line).
4. In cells O7 and O8 enter the other Campus' contact information (Name and Email) and any other comments at your discretion.

4. Submit completed form to ICA

Submit a Ticket to ICA for review or if you still have questions or need additional assistance.

1. 1. About: Financial Accounting
   2. Related to: General Accounting Support
   3. More Specifically: Interlocation Transfer of Funds Submissions/Inquiries