How to Request New /Update Chart of Account (COA) Segments

Overview

The Chart of Accounts (COA) represents the structure through which financial transaction data is organized and reported through UC San Diego financial systems.

Essential Information

• New requests will not be processed for certain Chart of Accounts (COA) segments.
• The segments listed in Steps to Take, represent the segments that may be requested by departments.
• Requests for new or changes to General Ledger COA segments will require VC approval, an attachment of an approval email with the justification is required to process new/change segment requests.
• ICA will provide final review and approval via the Services & Support ticket.
• You may request/attach more than one COA segment to a case i.e., request a Fund and Financial Unit within the same Services & Support ticket.
• After an update is completed in Oracle, updates to associated systems may take 2 days/nights to transfer.
• Submit Chart of Accounts requests as a Services & Support ticket with the following parameters:

              About: Financial Accounting
              Related To: Chart of Accounts
              More Specifically: Chart of Accounts Inquiries

Next Steps

Be aware of special characters in COA names, values, or descriptions. Refer to the table at end for further guidance.

Account

A new form is in the process of being created.  Please create a ticket with the above parameters and request for an interim form.

• An Account is an Asset, Liability, Revenue, Expense, or Fund Balance
• Account requests include:
  
  • New Accounts
  • Closing an Account
• New General Ledger Accounts will be limited because the use of expenditure types is encouraged for reporting details.

Financial Unit

A new form is in the process of being created.  Please create a ticket with the above parameters and request for an interim form.

• A Financial Unit:
  
  • Represents a FinUnit with an ongoing business objective
  • Responsible individual with fiscal authority over budget and costs
  • Identifiable group of employees, and generally a physical space
  • Every FinUnit must submit its own budget.
  • FinUnit are also used for approvals, routing, and authorizations.
• A Financial Unit is NOT:
  • a subunit or team within a Financial Unit
  • a Capital Project
  • tied to a Function
  • a Recharge operation within a department
  • a physical location, such as a building or facility

 After the Financial Unit is approved and created, submit Oracle and Concur Role Request

• • Roles and approvers need to be assigned to the Financial Unit in order to transact with the Financial Unit.
  • In order for transactions to be approved for the Financial Unit, workflow approver roles must be assigned.

Fund

• Fund is the high-level classification of the source of Funds for a transaction and tracks restrictions and designations.
• Fund requests include new Funds, except Gift Funds and Close Funds.
• Download, complete, and attach the Fund request form to the case

Activity

• Submit a request for new, change, or closure of an Activity using Activity Updates Form
• An Activity is used for Merchant Accounts and internal loan tracking only
• Activity requests are when:
  
  • The new Merchant Account needs posting to the Credit Card Clearing Merchant Account (Oracle account 101030)
  • A change or close to a Merchant Account
  • An Internal Loan is used for Debt, Treasury, or Equipment

Location

• Submit a request for a new Location by completing the new New Location Request Form

Guidelines for COA Values and Descriptions

Additional Formatting Tips:

• Check for spelling
• Abbreviations should be consistent and understood by general campus
• Click here for common Acronyms and Abbreviations at UCSD
• Capitalize the first letter of most words, e.g. Materials Science Program, Center for Extreme Events