Overview

---

An Incoming Interlocation Transfer of Funds (ILTF) is a transfer of resources or funding from another UC Campus or UCOP to UCSD. This article will walk you through how to submit an Incoming ILTF. 

Critical Concepts

---

• The sender of the resources/funds is the Campus that will initiate the ILTF process
• Since ILTFs 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 incoming transfers, UCSD will need to provide the UC Campus that is sending resources/funds with the following three items:
  
  1. UCSD FAU (Full Accounting Unit) credit line
  2. UCSD FAU Level E Revenue Account debit line
  3. Full UCSD COA including POETAF
•  When transferring Funds between UC Campus' or to/from UCOP, the type of Funding recorded for both Campus' must stay the same
  • Currently each UC Campus has their own Fund numbers for the same type of Fund
  • In order to know that the type of Funding is the same on both Campus’, it is determined by connecting each Campus Fund to a UCOP Fund Group Code (FGC)
  • Each UCOP FGC is linked to a UCSD Level D Fund
  • UCSD Level D Fund refers to the Fund hierarchy in which UCSD Funds numbers reside
  • The UCSD Fund number is the posting level number
    • One or more posting level funds will reside within Level D Fund and each Level D Fund is linked to a UCOP FGC
• When transferring funds between UC Campus’ or to/from UCOP, you will need to use a Fund Crosswalk excel file to determine the common UCOP FGC, so the Fund type stays the same in the transfer
  • Steps on how to do this are in step 1.4 below
• If recharging expenses with another UC Campus, do not use this article and instead submit a ticket using the Intercampus Recharge Request Form
• Since ILTFs are resource transfers, the transaction will post in the General Ledger only (not viewable in PPM subledger)

Steps to Take

---

1. Provide your UCSD FAU (Full Accounting Unit) credit line

•     FAU credit line consists of 5 parts, separated by dashes: LOC1-LOC2-Credit_Account_Code-Fund-Sub

1. 1. LOC1 - the value for UCSD location code 1 will always be 06
   2. LOC2 - the value for UCSD location code 2 will always be 01
   3. Credit Account Code - select the account from the chart below based on the Campus that will be sending UCSD Funds
      
      1.  

      2. Credit Account Code	Account Title
         78501E	Intercampus Recharge Credit UCB
         78502E	Intercampus Recharge Credit UCSF
         78503E	Intercampus Recharge Credit UCD
         78504E	Intercampus Recharge Credit UCLA
         78505E	Intercampus Recharge Credit UCR
         78507E	Intercampus Recharge Credit UCSC
         78508E	Intercampus Recharge Credit UCSB
         78509E	Intercampus Recharge Credit UCI
         78510E	Intercampus Recharge Credit UCM
         78511E	Intercampus Recharge Credit UCOP
         78512E	Intercampus Recharge Credit ANR

      3.  
   4. Fund - UCSD must receive the funding on an equivalent Fund that is being sent from the other UC Campus 
      
      1. UCOP's Fund Group Code (FGC) is a common assignment used by all UC Campus's assigned to Funds
      2. Request from the UC Campus sending the resources for the FGC for the Funds being sent
      3. Use the following UCSD to UCOP FGC Fund Crosswalk for ILTFs file to determine appropriate UCSD Level D Fund Hierarchy 
         
         1. Using the UCOP FGC provided by the sending Campus, filter for the FGC in column D
         2. Based on the results, select the appropriate UCSD Fund from column A  
         3. Use the associated result in column C (Level D Fund Hierarchy) for the Fund
      4. Need additional assistance:  If your FGC is not available in the above steps or does not seem appropriate, Submit a Ticket to Internal Controls & Accounting (ICA) for review
         
         1. About: Financial Accounting
         2. Related to: General Accounting Support
         3. More Specifically: Interlocation Transfer of Funds Submissions/Inquiries
         4. Provide the sending Campus FGC, Fund information and any additional supporting documentation regarding the ILTF
   5. Sub - the value for UCSD Sub will always be 08

Example: If UCSD is receiving resources from UCLA with Fund 19900 Fund, the UCSD FAU for the credit line will be: 06-01-78504W-Z9900-08

2. Provide your UCSD Level E Revenue Account (or FAU debit line)

• Depending on the Campus, you may need to provide a Level E Revenue Account or an FAU debit line
  
  •  This follows the same concept as in Step 1 except it replaces the Account_Code in step 1.3 above with a Level E Revenue Account
    
    • FAU Debit line consists of 5 parts, separated by dashes: LOC1-LOC2-Debit_Account_Code-Fund-Sub

1. LOC1 - the value for UCSD location code 1 will always be 06
2. LOC2 - the value for UCSD location code 2 will always be 01
3. Debit Account Code - UCSD will need to provide the Campus sending Funds our UCSD Level E Revenue Account Hierarchy
   
   • This can be determined in the file used in Step 1.4.c by mapping UCSD’s Fund (column A) to the offsetting Level E Account Hierarchy (column B)
   • Or use the chart below

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

 

• 4. Fund - This is the same as step 1.4 above
• 5. Sub - the value for UCSD Sub will always be 08
• Example: If UCSD is receiving 19900 Fund from UCLA, the UCSD FAU for the debit line will be: 06-01-48100E-Z9900-08

3. Provide your full UCSD COA including POETAF

• This is your 12 segment UCSD COA chartstring where the Funds will be applied
• The Fund in the chartstring will be from step 1.4.c.b, UCSD Fund
  
  • If a Project with the appropriate Fund does not exist, you will need to create a Project with the Fund identified above
• Use the Credit Account Code (from step 1.3 above) as the Account in the chart string
• Example COA: 16110-13991-1000161-78511E-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
• Example POETAF: 2012489-1 (this is the Project and Task)

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