Overview

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

Critical Concepts

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• 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)
• The due date for submission is the 15th of every month, except for December, which is due on the 10th
• UCOP does not process any ILTF’s for June
• For Outgoing ILTFs, complete the Excel ILTF form and submit a Service and Support ticket (See #5 under Steps to Take below)
  • The first two data entry rows (rows 5 and 6) will be UCSD information
  • The next two data entry rows (rows 7 and 8) will be data provided by the receiving UC Campus or UCOP
    • Reach out the receiving UC Campus or UCOP and request for their FAU.  This information will be needed in order to complete the ILTF form
    • You will need to provide the other UC Campus or UCOP with the appropriate associated UCOP FGC, which can be determined in step 2.4.b using the Fund Crosswalk excel File

• An FAU consists of 5 parts separated by dashes when provided to another campus
  
  • LOC1-LOC2-Account_Code-Fund-Sub

• 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 is 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 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 2.4 below

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

Steps to Take

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

1. Complete row 3

1. Subject Line: Brief Description
2. Explanation: Provide key segments in COA and POETAF
   • 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
   • Example POETAF: 2012489-1 (This is the Project and Task)
     • If the Project is a Sponsored Project, include the Award and Funding number
3. Comments: (Optional) Any additional information regarding the transfer that may be helpful
   • Example: John Smith is doing grant specific work for Jane Johnson. Mark Jones at UCI is helping with the transfer mjones@uci.edu
   • Example: Reimbursement on 5% of UCLA employee's salary and benefits (Jane Johnson) from 3/1/2022 - 2/28/2023                                                    

2. Complete the first two rows (row 5 will be a Debit and row 6 will be a Credit) on the ILTF form with UCSD information

1. UCSD Loc1 will always be 06 for UCSD
2. UCSD Loc2 will always be 01 for UCSD
3. Corporate Account
   
   1. Row 5 (Debit line) - Use the following chart to enter the Corporate Account in cell C5 with the associated campus that will be receiving the resources/funds

Corporate Account (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

 

 

 

 

 

 

 

 

 

 

 

 

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b. Row 6 (Credit line) - Use the following chart to enter the Corporate Account in cell C6 based on the UCSD Fund being transferred 

UCSD Fund	Corporate Account (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

 

4. Fund:  Determine the appropriate Level D UCSD Fund using the UCSD to UCOP FGC Fund Crosswalk for ILTFs

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 ILTF form
   2. Provide the receiving UC Campus the associated UCOP Fund Group Code number (column D) from the Crosswalk for ILTFs file that is applicable for the UCSD Fund to help complete rows 7 and 8

1. 5. UCSD Sub will always be 08 (cells E5 and E6)

6. Transaction Description:  This cell will be at your discretion and will be reflected in the Journal Line Description

• • Suggestion is to indicate the Campus Location and Corporate Account Number the Funds are coming from and going to
  • Example format would be: LOC1-Corporate Account

7. GL Transfer From (DR.): In cell G5 enter the dollar amount (Debit) of the transfer with no sign

8. GL Transfer From (CR.): In cell H5 enter the dollar amount (Credit) of the transfer with no sign

9. Columns I and J - leave cells blank

10. Full Accounting Unit (FAU): FAU credit line consists of 5 parts from columns A to E, separated by dashes: LOC1-LOC2-Corporate_Account-Fund-Sub

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

1. The receiving campus will need to provide FAU in the format of LOC1-LOC2-Corporate_Account-Fund-Sub for rows 7 and 8
2. Enter the other UC Campus Debit FAU in row 7 (also referred to as the Offsetting Revenue)
3. Enter the other UC Campus Credit FAU in row 8 (also referred to as the Budgetary line)
4. If there are any questions regarding the information received from UCOP or another campus, please submit the question via a ticket using the guidelines in step 5 below

4. Complete contact information

1. Complete contact information in rows 20 and 21: 
   
   1. Department Prepared by
   2. Department Approved by
   3. Dates
   4. Email

5. 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