This article describes the manual processing of Recharges in Project Portfolio Management (PPM), not through API or RMP App (API). This article should only be used for Recharge Operations, Recharge Mechanism, and Cost Distribution. Cost Transfers should NOT be using the MCI file, please refer to KB0033191: Cost Transfer Guide. Additionally, Recharges are used to recover costs when one UCSD Department provides a service/product to another UCSD Department for a fee as an institutionally approved Sales and Service Activity. Please note, Recharge Cost Recovery, sometimes referred to as Internal Revenue or Recharge Income, is not reported the same way on Financial Statements as External Revenue nor is it recognized as Revenue. The credit for a Recharge is not accounted for as Revenue, but as Cost Recovery; negative Project Costs. The use of this process should be very rare, and is only for approved cost distributions or for recharges unprocessed cost corrections.
- If you are a Recharge Operation with an approved proposal submitted through FAO, please start the process to be onboarded on the RMP App:
- Use of the RMP app for recharge transactions is an efficient and more automated method of processing recharge transactions.
- All new approved proposals will be set up on the RMP app refer to KB0033521: How to Process Transactions in the RMP Recharge Application.
- MCI files should not be submitted for new Recharge Operations.
- Each Recharge Operation that is reviewed by Financial Analysis Office (FAO) should have a separate Project.
- Each Task on a Recharge Project represents a service.
- Recharges must report at the Task level because it is in PPM.
- Refer to KB0033183: How to Set Up a Recharge Operation in PPM for setup guidelines on Recharge Operating, Differential Income, and Renewal/Replacement Funds.
- Recharge transactions are uploaded into PPM through MCI files, instead of journals.
- Recharge transactions are uploaded into PPM as Project Costs through MCI files or MCI API loads, instead of journals.
- Manual MCI Files are no longer accepted for recharges. For these few exceptions, an MCI file can be submitted and below are additional instructions and information on the files:
- Unprocessed Cost Corrections: See this link for more information on errors and corrections.
1. Download the updated MCI File (Version date 04.08.2021)
2. Transaction Type
- Enter MISCELLANEOUS for all rows.
3. Business Unit
- A drop down is available for the options for Business Unit.
- Use a separate MCI file for each Business Unit, for example, transactions for Business Unit UCSD Campus can not be on the same file as those transacting under UCSD Medical Center.
4. Transaction Source
- This will generally be UCSD Manual Import unless another has been assigned.
- Document is associated with assignment of the next field Document Entry.
- Enter the Document that is assigned based on transaction type or recharge mechanism, examples include:
- Enter Recharge for approved recharges reviewed by FAO.
- Enter Auxiliary if assigned for authorized recharge mechanism.
- Enter Cost Distribution when distributing costs for transactions when the debit and credit Account is the same.
6. Document Entry
- Enter the specific Document Entry assigned to your Recharge Operation.
- Each Recharge Operation reviewed by FAO may only have one Document Entry per approved proposal.
- If you do not have a Document Entry, go to end of article for instructions on requesting Document Entry.
- Document Entry must be assigned and configured prior to file submission.
7. Expenditure Batch
- A unique identifier for all records.
- Do not enter a generic name.
- Recommended format is [Document Entry name] [Date] [Number]
Example = HDH 2020-10-06 1
8. Expenditure Item Date
- Date Expense occurred
- Must be within active dates of the Project and Task.
- Does not have to be the date it is being submitted.
- Must today's date or a date in the past.
- If the Project or Task status is UCSD Closed, you will not be able to post to that Project/Task and will receive an error.
- Format must be yyyy/mm/dd which is configured in the MCI file, therefore do not change the formatting.
9. Project Number
- Project Number, not the Project Name.
- Make sure there are no additional spaces after the 7 digit number.
10. Task Number
- Task Number, not the Task Name
- Make sure there are no additional spaces after the Task Number.
11. Expenditure Type
12. Expenditure Organization
- Financial Unit that generates the Expense, not your Financial Unit.
- Populate this field with the Name, not Number of the Financial Unit.
- This must be an EXACT character match to the Expenditure Organization Name in Oracle.
- Make sure there are no additional spaces after the Name.
13. Funding Source Number
- Must be blank for General Projects
- Required if it is a Sponsored Project, this is the same as Fund Number for internal funding, but is not the same for external funding
For Sponsored Projects the transactions also need to be within the following dates and the dates need to be aligned:
Budget Period Dates
Control Budget Dates
Contract (Award) Dates
NOTE: Budget dates can not be manually changed after they are set.
- Enter the dollar value of the Expense, same as Raw Cost in Transaction Currency below.
- To record the Expense to the customer, that amount will be a positive number, debit.
- To record the Recharge (cost recovery) income, that amount will be a negative number, credit.
15. Unit of Measure
- Enter Currency for all rows.
16. Original Transaction Reference
- Spaces are not permitted
- This required field is to your discretion on how to reference where money is coming from and going to in the transaction.
- Examples: PO number or start with RechrServFr________ or RechrIncomeFr_________
17. Unmatched Negative Transaction
18. Transaction Currency Code
19. Raw Cost in Transaction Currency
- Enter the dollar value of the Expense/Cost Recovery, same as Quantity above.
- The negative/positive and value for this field must match Quantity.
20. Saving the file
- The macros on the file are needed, therefore the file should be saved in the same extension .xlsm
- The completed .xlsm file must be attached on the ticket.
Submitting a Ticket for MCI File
- Submit MCI Files by submitting a ticket.
- About: Financial Accounting
- Related to Oracle: Project Portfolio Management
- More Specifically: MCI File Submissions
- Attach MCI File
How is a recharge operation file structured?
- Approved Cost Distributions: There are a few cases where cost distributions can be processed through MCI file. These must be approved by the cost Policy and Analysis Office. Steps to process are below:
- MCI files for Recharges and Recharge Mechanism transactions will have a debit and credit on two different Accounts:
- A debit (expense) to the service receiver (customer)
- Account should start with 770***
- A credit (negative expense) to the service provider.
- PPM Expenditure Type Account 775*** (pairs with 770*** debit account)
- MCI files are also used for Cost Distribution, which is when debit and credit transactions are on the same Account for Expenditure type Accounts starting with 773***
- MCI files are to be submitted via a Services & Support ticket to PPM SD for Manual Imports only.
- Mandated by UCOP, internal recharges posted to 77**** accounts must net to zero.