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 process.
• 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).
• The due date for submission will be the 13th and 21st of every month.
• UCOP does not process any ITF’s for June.
• When transferring Funds between UC Campus' or to/from UCOP, the type of Funding recorded for both Campus' must be the same.

• • Currently each UC Campus has their own Fund numbers for the same type of Fund.
  • UCOP is requiring Campus' to get onto a shared Fund Level C across all UC Campus', but this is in process, therefore you will need to determine if the Campus sending the Funds is using Fund Group Code (FGC) or Fund Level C.
    • When transferring funds between UC Campus’ or to/from UCOP, you will need to use a Fund Crosswalk to determine the common Fund (Steps on how to do this are in step 2.4 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 UCOP FGC of Fund Level C from step 2.4.b  
  • Ask the other Campus for a Revenue COA and Intercampus Transfer COA, this information will be needed in order to complete row 7-8 in the ITF form.
  • The COA for ITF is essentially 9 parts separated by dashes (please note, some campus' 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

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: 

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

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

 

 

 

 

 

 

 

 

 

 

 

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

UCSD Fund	Account Level E (Credit)	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

              3. UCSD Account Level D:

1. •  For cell C5 and C6, replace the 'E' from cells B5 and B6, respectively to 'D'

   4. Fund Level D: UCSD must receive the funding on an equivalent Fund that is being sent from the other UC Campus. 

• • UCOP is requiring all Campus' to transition off of the following method using Fund Group Code (FGC), therefore you will need to determine if the Campus sending the Funds is using FGC or Fund Level C.

Steps for Campus' that still use Fund Group Code (FGC)

• The Fund Group Code Process here is going to be retired by UCOP and some Campus' are sharing Hierarchy Level C with UCOP, but the transition is not complete.  Until further notice, the following can continue to be used.
• Determine the appropriate Level D UCSD Fund using the UCSD to UCOP FGC Fund Crosswalk for ITFs.

1. 1. Filter for the appropriate UCSD Fund (column A) and use the UCSD Level D Fund Hierarchy (column C) as your results to enter in column D (cells D5 and D6) of the ITF form.
   2. Provide the receiving UC Campus the associated UCOP Fund Group Code (FGC) number (column D) from the Crosswalk for ITFs file that is applicable for the UCSD Fund to help complete rows 7 and 8.
   3. If sending from a UCSD Core Funds 13991 or 13992, the other campus can use an equivalent fund from a SOFI Fund List.  Contact ICA via a ticket for additional information and crosswalk.

Steps for UCOP and Campus' using Fund Level C

• Determine the appropriate Level D UCSD Fund 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 cross walk that is applicable for the UCSD Fund to help complete rows 7 and 8.
   3. If sending from a UCSD Core Funds 13991 or 13992, the other campus can use an equivalent fund from a SOFI Fund List, review tab SOFI Funds and contact ICA via a ticket for additional information.

1. 5. Fund Level C: (This is our Fund posting level, this is not Level C in Fund hierarchy).
   • a. Enter UCSD posting level of the Fund - Example: 13034 or 19900.

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. Progam: Optional Field
   1. a. Enter a Program number if applicable, otherwise cells column I can be left blank.

1. 10. GL Transfer From (DR.): In cell J5 enter the dollar amount (Debit) of the transfer with no sign.
2.  
3. 11. GL Transfer From (CR.): In cell K6 enter the dollar amount (Credit) of the transfer with no sign UCSD.
4.  
5. 12. Columns L and M: Leave blank
6.  
7. 13. Description: This cell is you discretion and will be reflected in the Journal Line Description (max 30 characters).
   1. Suggestion is to indicate the Campus Entity and Account Level E the Funds are coming from and going to.
   2. Example format would be: Entity-Account.
8.  
9. 14. Campus Comments: (max 60 characters)
   1. a. Cell O5 - Enter Department pepared by (name and email).
   2. b. Cell O6 - ICA will enter Department approved by information.
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).

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