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INTERCAMPUS TRANSACTIONS
IOC VS. ILT Mehdi H. Tazi
Alyse C. DeFazioChristine H. Yung
Accounting & Financial Reporting
INTERCAMPUS TRANSACTIONS
Include intercampus recharges, interlocation transfers of funds and intercampus payroll transactions
A system of Financial Control Accounts handles all intercampus transactions
No checks written or credit cards used between campuses or between a campus and Office of the President (UCOP)
Managed locally by Accounting & Financial Reporting, Payroll Accounting Services, and Budget and Institutional Analysis
INTERCAMPUS/INTERDEPARTMENTAL ORDER/CHARGE (INTERCAMPUS RECHARGE OR IOC)
An IOC is a billing for costs incurred at one UC campus or at the UC Office of the
President (UCOP) by another UC campus or by UCOP resulting in an expense transfer
Complete the IOC Form AFTER the service is performed or
the goods have been provided
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/forms/index.html
INTERCAMPUS RECHARGE or IOC EXAMPLES
Conference registrations held on another UC campus
Service department billings to PIs at other campuses
Deposits that belong to another campus made at UCD in error
Items sold to another campus from UCD
Travel fees for conferences / meetings
Who Initiates an IOC ?
Typically the campus that is owed the money should initiate the IOC
Think of it in terms of sending an invoice – the company that is owed the money, sends the invoice
Exceptions to this are:
Sending money to another campus when it was deposited in error at our campus
Sending left over Agency Funds to another campus
Recharges on the General Ledger
How do they get there ?
Accounting & Financial Reporting creates the Kuali documents or feed documents
When do they get there ?
If initiated at UCD and are received by Accounting & Financial Reporting by the monthly deadline, they are entered by Accounting & Financial Reporting and will appear in ledgers during the last week of the month
Recharges on the General Ledger
When do they get there – cont. ?
If initiated by the other campus:
and are received by Accounting & Financial Reporting by the monthly deadline, they are entered by Accounting & Financial Reporting and will appear in ledgers during the last week of the month
and are received by Accounting & Financial Reporting after the monthly deadline but before the 5th working day of the following month, they are entered by Accounting & Financial Reporting and will appear in ledgers month end close
INTERLOCATION TRANSFER OF FUNDS (ILT)
An ILT (or ITF or ITOF) is a transaction that moves funds via a budget transfer
between two UC campuses or between one UC campus and the UC Office of the
President (UCOP)
ILTs are used by academic departments, organized research
units, research centers, and programs housed at OP to provide
funding for various purposes at other UCs
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/forms/index.html
Interlocation Transfers of Funds (ILT)
ILTs are not:
Transfers of extramural research funds; these are handled via multi-campus agreements (MCAs) between each campus’ Contracts &
Grants Accounting department
http://afs.ucdavis.edu/our_services/contracts-e-grants/about-efa/contact-us.html
Interlocation Transfers of Funds (ILT)
Examples
UC Lab Fees Research Program UCD Toxic Substances Research Program UCDMC M.I.N.D. Institute UC MEXUS Program Gift and Endowment Awards ANR Grant Awards
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/intramural-awards.html
Who Initiates an ILT ?
The campus that is sending the money should initiate the ILT
Think of it in terms of writing a check – the company that is writing the check should send it
Exceptions to this are:
When UCOP pulls back funds, they usually initiate the ILT
Receiving ILTs
Ask the initiating campus for the UC Account and UC Fund they are using to send the funds
Funds cannot be crossed if it is a fund source assigned by
UCOP (e.g. 07427, 199XX, 69085, 69750 and Endowment Funds)
If crossing funds, both funds must have the same UC Fund Group Code
Higher education functions cannot be crossed for base budgeted funds such as State General Funds, State Specific Funds, Student Fee Funds, and the President’s Funds
Receiving ILTs
Gift and Endowment Funds that are not given to a specific higher education purpose and Self Supporting Funds may cross higher education functions
Establish your Kuali account as soon as possible and give it to the other campus to include on the ILT form with your contact information
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/financial-reporting/understanding-location.html
Check on status by calling the campus that is giving you the funds
Got Questions ? Contact Accounting & Financial Reporting
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/our-staff/index.html
ILTs and the General Ledger
How do they get there ?
The Budget and Institutional Analysis (BIA) Office creates a Budget document (BA or GLCB)
When do they get there ?
Before the month closes, usually around the 3rd working day of the following month
IOC or ILT ?
IOC ILT
Strictly financial – expense transfers
Strictly budgetary – appropriation transfers
Limited to the billing of one campus by another campus for actual expenses incurred on behalf of the campus receiving goods or services
Involve the actual transfer of funds to another campus for the receiving campus’ use in a specified project or program
All agency account transactions use the IOC process
IOC or ILT ?
One of our faculty members is attending a conference at UCSF
Registration fees should be paid using which type of Intercampus Transaction ?
IOC since it’s an expense transfer Which campus should initiate it ?
USCF because they are recharging UCD
IOC or ILT ?
UCD wants to provide $2,000.00 in support funds from our department General Funds account to UC Irvine for an annual meeting on Economic History. UCI will pay all the expenses for the meeting
Which type of Intercampus Transaction should be used to get the $2,000.00 to UCI ?
ILT because UCD is sending the funds in advance Which campus should initiate it ?UCD because it’s the campus sending the funds
IOC or ILT ?
UCD hosted an annual UC conference this year but next year UC Santa Barbara is hosting the conference
The left over agency account money from this year can be sent to UCSB using which Intercampus Transaction ?
IOC since it’s an agency account Which campus should initiate it ?UCD because the agency funds are at UCD
IOC or ILT ?
UCD received a check made payable to UC Regents and deposited a check that was intended for UC Berkeley
Which Intercampus Transaction should be
used to get the money to UCB ?IOC
Which campus should initiate it ?UCD because they are refunding the
money to UCB
INTERCAMPUS TRANSACTIONS
Check the due dates for each fiscal period
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/due-dates.html
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/interlocation-due-dates.html
NO ILTs ARE PROCESSED IN JUNE
INTERCAMPUS TRANSACTIONS
Before processing an IOC or an ILT, you should get familiar with the required chart string for the other campus
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/account-strings.html
Now that we know the basics, let’s see how we do it
on the new Spreadsheet
Forms !
INTERCAMPUS TRANSACTIONS
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
Download the IOC form from the Accounting & Financial Reporting website: http://
afs.ucdavis.edu/our_services/accounting-e-financial-reporting/forms/index.html(Please use Mozilla Firefox or Google Chrome. Internet Explorer can be used only if you have the latest version)
If you want to copy and paste data into the IOC form, please make sure you use PASTE SPECIAL VALUES / TEXT.
ONLY data on the yellow shaded areas needs to be entered
To fill out the form, you will need:
Your department Kuali Chart, Account, and Object Code (these 3 fields are the required ones, but you can still input a Sub Account, Sub Object Code, and Project Code if applicable)
Other Campus Contact Person’s Information: This is the person who provides you the FAU for his or her campus
Other Campus FAU (Remember, red means required fields, AN = AlphaNumeric, N = Numeric, Digits = Number of characters)
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
Use CAPITAL letters while inputting your First, Middle and Last Name. You need to enter the entire Middle Name, if you don’t have one, please enter 00. The 3 initials are used on your IOC document number
Enter your phone number including area code, but no parentheses or hyphens, the cell is already formatted as a phone number format (enter 5307522887, the result will be (530) 752-2887)
Enter your email address
Choose your dean’s office highest ORG from the dropdown menu
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
Choose the campus you are recharging from the dropdown menu
Choose the appropriate chart (3, L, H, S, P, M or N) from the dropdown menu
Enter your KFS Account in CAPITAL letters if it's not numeric
Enter your KFS Sub Account in CAPITAL letters if it's not numeric and if applicable
Enter your Object Code in CAPITAL letters if it’s not numeric
Enter your Sub Object Code in CAPITAL letters if it’s not numeric and if applicable
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
The description is limited to 40 characters, so be concise and specific
If the IOC is a refund or a reimbursement, make sure you include “Refund” or “Reimb.” in the Description field
It is critical to include “Refund” if you are returning money to the other campus. Doing so will trigger to change the credit “C” sign to debit “D”
Enter the amount you are recharging. The amount cannot be negative; don’t use separators (numbers are already formatted)
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
Enter the project code, if applicable
The Reference field can be an IOC number or anything the department wants to use for their record; the field is limited to 8 characters
The Prior Document # field needs to be filled out if your IOC is a refund to the other UC Campus or a reimbursement to us from the other UC Campus. Provide the document number including the origin code for the original recharge if it’s a refund or the original expense if it’s a reimbursement
If you enter “Refund” or “Reimb.” in the description field, you get the following message in the “Reminder for refunds and reimbursements” column
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
Provide the full name of your other campus contact person. The contact person should be the person who provides you the Full Accounting Unit (FAU) for his or her campus
Provide the phone number with area code of your other campus contact person (input numbers including area code, but no parentheses or hyphens; it's already formatted as a phone number format)
Provide the e-mail address of your other campus contact person
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
Fill out each item highlighted in red for the other campus required fields. The chart string will change automatically if you change the campus to be recharged. In this example, we are recharging UCSF
Again, these fields should be provided to you by your contact person who’s info appear on the “Other UC Campus” columns
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/account-strings.html
Intercampus/Interdepartmental Order/Charge (IOC)
Step-by-Step
This field is optional; use it for any information you think is critical to have for the other campus while responding to the IOC
INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step
Download the ILT form from the Accounting & Financial Reporting website:
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/forms/index.html
(Please use Mozilla Firefox or Google Chrome. Internet Explorer can be used only if you have the latest version)
If you want to copy and paste data into the ILT form, please make sure you use PASTE SPECIAL VALUES / TEXT.
To fill out the form, you will need:
Your department Kuali Chart, Account, and Object Consolidation
The UC Account & UC Fund associated with your department Kuali Account
Other Campus UC Account, UC Fund and its local FAU
INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step
Account Title: Enter campus and department or Program
Loc 1 & Loc 2: Choose the appropriate campus designation
Most transfers will be to the numeric location, in which case the Loc 1 box will be completed with 01-10 and the Loc 2 box will be completed with a 1. If transferring to an alpha location at another campus then the Loc 2 box will be completed with a 2
INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step
Enter the UC Account & UC Fund that pertain to your department Kuali Account in the first row, and input the UC Account & UC Fund provided to you from the other campus in the second row
Remember, UC Account has 6 digits and UC Fund has 5 digits
Object Consolidation: Choose the appropriate from the dropdown menu (there is one for UC Davis and one for the other campuses)
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/financial-reporting/understanding-location.html
INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step
Fill out the local chart string for each campus (UC Davis and the other campus)
The local chart string might not be the combination of UC Account and UC Fund
http://afs.ucdavis.edu/our_services/accounting-e-financial-reporting/intercampus-transactions/account-strings.html
INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step
Input the amount the UC Davis department is transferring to the other location in either current or base budget
Check the box if the transfer is recurring or a one time transfer
Provide a full explanation, including award numbers, principal investigator names, period of performances, etc.
The explanation must fit entirely in the yellow box.
INTERCAMPUS TRANSFER Of FUNDS (ILT)Step-by-Step
Provide the full name, phone # and email address of the ILT preparerThe preparer & approver CANNOT BE the same person
The approver can be the department head or delegate. Enter the approver's full name and phone #
The approver emails the completed form to [email protected], and states that he or she approves the transfer.
INTERCAMPUS PAYROLL TRANSACTIONS
Transfer the cost of Payroll and Benefits between UC campuses and/or UCOP for a “shared” employee
UPAY 560-T, Temporary Interlocation Transfer or Multi-location Appointment Form
UPAY 644-C-T, One-Time Payment Form
The Policy and Procedures, along with the instructions and forms, can be found at http://afs.ucdavis.edu/our_services/payroll-services/index.html
Got Questions ? Contact Payroll Accounting http://afs.ucdavis.edu/our_services/payroll-services/contact-us/our_location.html