Business Unit
Business Unit identifies the accounting reporting entities.
Length in BFS is 5 characters.
- 10000 is the Business Unit value for UC Berkeley
- J0000 is the Business Unit value for UC Office of the President (UCOP-J) or Agriculture and Natural Resources (ANR)
Account
Account classifies the nature of an accounting transaction.
Length in BFS is 5 characters.
BFS account numbers are assigned in ranges according to the classification of the account.
- 10000-19999 - Assets
- 20000-29999 - Liabilities
- 30000-39999 - Net Position (Equity)
- 40000-49999 - Revenues
- 50000-59999 - Expenditures
- 60000-69999 - Budget (Provision)
- 70000-79999 - Operating Transfers
- 80000-89999 - Other Changes in Net Position (Fund Balance)
- 90000-99999 - Intercampus Transfers
Fund
Fund identifies:
- a restricted or designated source of money,
- a restricted or designated use of money, or
- a UCOP or other reporting restriction or designation.
Length in BFS is 5 characters.
Dept ID
Dept ID identifies the lowest budgetary unit (also referred to as "cost centers") to which financial transactions are recorded.
Length in BFS is 5 characters.
Function Code
Function code identifies functional control points designated by the Office of the President.
Function code is required with the following account types:
- Expense
- Operating Transfers
The function code is not used with Assets, Liabilities, Fund Balances or Revenue accounts.
Length in BFS is 2 characters.
Function Code Values
40 - Instruction and Departmental Research
This code includes all activity that is part of a unit's instruction program, except for tutorial instruction (which should be coded as Student Services), instruction during the summer session (which should be coded as Summer Sessions), and instruction for extension courses (which should be coded as University Extension). These activities include academic units' instruction, academic administration, departmental academic advising, student training grants, departmental research, and curriculum development.
41 - Summer Sessions
This includes all activity for the administration, instruction, and operations of Summer Sessions.
43 - Academic Support
This code includes all activity for specialized support related to instruction and research programs. It includes the retention, preservation, and display of educational materials, for instance, museums and galleries; the provision of services that directly assist the academic functions of the campus, for instance, academic shops and training clinics; media, such as audiovisual services; and academic computing.
44 - Organized and Sponsored Research
This code includes all activity specifically organized to produce research outcomes, whether commissioned by an external agency or separately budgeted by a unit within the University. It includes all activity for individual and/or project research awards as well as those for Organized Research Units, institutes, research centers, and Committee on Research grants.
60 - Libraries
This code is used only with activity for the campus Library and the Law Library. It includes the acquisition, preservation, display, and maintenance of collections. (Function code 60 should not be used with departmental budgets for libraries.)
61 - University Extension
This code includes all activity for the administration, instruction, and operations of University Extension.
62 - Public Service
This code includes all activity that is established primarily to provide non-instructional services beneficial to individuals and groups external to the campus. Included in this classification are campus outreach and community access programs and publications, for instance, arts, public lectures, community science education, and similar non-instructional services to particular sectors of the community. Examples are Lawrence Hall of Science and Cal Performances.
64 - Maintenance and Operation of Plant
This code includes all activity for central services pertaining to the maintenance and operation of the physical plant, including administration, custodial services, grounds, utilities, building maintenance, renewal and replacement, and central campus facilities planning.
65 - Depreciation Expense
For use with plant funds (to be used by the Controller's office only).
66 - Impairment Expense
For use with plant funds (to be used by the Controller's office only).
68 - Student Services
This code includes all activity for the offices of admissions, registrar, student financial aid administration, and those functions whose primary purpose is to contribute to the physical and emotional well-being of students and to their intellectual, cultural, and social development outside the context of the formal instructional program. It includes student activities, student advising in non-academic departments, health services, recreational sports, counseling, remedial instruction, and career guidance.
72 - Institutional Support and General Administration
This code includes all activity for central units and functions that provide core services to the entire campus, for instance, administrative and business services, police, storehouse, communications, environmental health and safety, development, community and alumni relations, administrative computing, and all central campus administration.
76 - Auxiliary Enterprises
This code includes all activity for units that exist to furnish goods or services for a fee to students, faculty, staff and other non-University customers, and are managed as self-supporting units. Examples include parking, student housing and food services, and intercollegiate athletics.
78 - Student Financial Aid
This code includes student financial aid awards, grants, scholarships, fellowships, and loans administered by academic departments and/or by other service units.
80 - Provisions for Allocation
This code includes appropriations for central campus provisions for discretionary purposes, salary and benefit allocations, and overhead recoveries.
Chartfield1
ChartField1 (CF1) identifies an activity that:
- has a beginning and an end date, or
- involves multiple funds, or
- is one of several similar activities within the same fund.
Length in BFS is 6 characters.
BFS ChartField1 numbers are assigned in ranges according to whether it is for a construction value (code begins with 1), a management reporting value (code begins with 3) or a departmental value (code begins with 2-character department prefix). ChartField1 values are further defined by assigning an Attribute (required field) from a list.
About Campus Management Codes
Campus management codes begin with the number 3 and are a subset of ChartField1 and are mandated for use across all control units for the categories listed below. Management codes are shared values that, when used in tandem with the Division’s DeptID and PI CF2 code (where applicable), will identify the specific intent of each fund use.
About Departmental Codes
Departments can create and update departmental codes for their Org Node(s) only. The code must begin with the departmental prefix (first two characters of the Org Node).
Plant Project Code Values
1XXXXX - Plant (Construction projects)
Project code is set up by the Controller’s Office for each capital project managed by a central department.
91XXXX - Debt Projects
Project code is set up for debt service projects managed by a central department.
Management Project Codes
3DCFAC - Endowed Chair Holder
This code is used campus-wide for payout from an endowed chair that follows the Hewlett or Common Good payout model and is designated for the scholarly allowance.
3DCRES - Support for Multidisciplinary Initiative from Endowed Chair
This code is used campus-wide for payout from an endowed chair that follows the Hewlett payout model and is designated for the multidisciplinary initiative.
3DCSTU - Graduate Student Support for Endowed Chair Holder
This code is used campus-wide for payout from an endowed chair that follows the Hewlett or Common Good payout model and is designated for graduate student support.
3S00MC - Support newly appointed faculty for various expenses
This code supports individual permanent faculty upon their hire. The negotiated agreements include funding for costs such as research support, renovation of laboratories, equipment, summer salary, exceptional removal, and housing differential. Does not include expenses related to their actual recruitment, for example travel to campus for interviews; these are reported as Faculty Recruitment. Please note: do not use this category for Hewlett endowed chair or common good payout model. See Hewlett/Common Good Activity Codes.
3S0FAC - Endowed Chair payout (Scholarly Allowance as part of a start-up package)
Use this code when payout from an endowed chair that follows the Hewlett or Common Good payout model is part of a start-up package and designated for the scholarly allowance.
3S0RES - Endowed Chair payout (Multidisciplinary, when used as part of a start-up package)
Use this code when payout from an endowed chair that follows the Hewlett payout model is part of a start-up package and designated for the multidisciplinary initiative.
3S0STU - Endowed Chair payout (Grad Student Support, when used as part of a start-up package)
Use this code when payout from an endowed chair that follows the Hewlett or Common Good payout model is part of a start-up package and designated for graduate student support.
3T00MC - Retention costs for permanent Faculty
Use this code for costs for the retention of individual permanent faculty. The negotiated agreements include funding for expenses such as research support, laboratory renovations, equipment, and summer salary. Please note: do not use this category for Hewlett endowed chair or common good payout model. See Hewlett/Common Good Activity Codes.
3T0FAC - Endowed Chair payout (Scholarly Allowance, when used as part of a retention package)
Use this code when payout from an endowed chair that follows the Hewlett or Common Good payout model is part of a retention package and designated for the scholarly allowance.
3T0RES - Endowed Chair payout (Multidisciplinary, when used as part of a retention package)
Use this code when payout from an endowed chair that follows the Hewlett payout model is part of a retention package and designated for the multidisciplinary initiative.
3T0STU - Endowed Chair payout (Grad Student Support, when used as part of a retention package)
Use this code when payout from an endowed chair that follows the Hewlett or Common Good payout model is part of a retention package and designated for graduate student support.
3U00MC - Recruitment of permanent faculty (use of this code is optional)
Used for funds expended during the permanent faculty recruitment process for costs such as position advertisements, travel and lodging of recruiters, and travel, lodging, and business meals of candidates during interview travel to the campus. Does not include funds awarded to newly appointed permanent faculty in support of research or other start-up needs; these are reported as Faculty Start-up.
3X0CGC - Costs related to Common Good Curriculum (CGC) courses
Costs related to Common Good Curriculum (CGC) courses. Should be used to track the funds spent on CGC courses from all funding sources. Should include all GSI and lecturer costs related to CGC. Reading and Comprehension (R&C) costs are excluded and should be tracked using a separate management code.
3X0RAC - Costs related to Reading and Comprehension (R&C) courses
Costs related to Reading and Comprehension (R&C) courses. Should be used to track total funds spent on R&C courses for GSIs and lecturers. All funding for R&C courses will be provided by the Center.
3ZACOM - Commencement Ceremony Costs
Use these existing codes for transactions related to commencement ceremonies, regardless of fund source, to be used with purchase orders, financial journals, and budget journals.
Department Project Codes
XXxxxx - XXxxxx are code ranges for Departmental Projects.
This is an optional field available to the department to record activities not classified as a management project code, above.
UC Systemwide Program Codes
UC0xxx is used for UC Systemwide Programs.
Used to track activity for UC systemwide programs - associates transactions with a formalized set of ongoing systemwide or cross-campus/location activities. Examples of such programs to be reported: Natural Reserve System, CA Institute of Quantitative Biosciences (QB3), Center for Information Technology Research in the Interest of Society (CITRIS), Multicampus Research Units (MRU - White Mountain Research Center, Institute of Transportation Studies), UC Humanities Research Institute and Global Health Sciences.
Please note: Use of ChartField1 is determined by the above hierarchy, i.e. codes are only available to departments if there is no construction or management reporting requirement.
CF1 Attributes
All CF1 values must have an Attribute and are selected from a list. Since all CF1 values must have an Attribute, if none of the available values are applicable, “NON C&G ATTRIBUTE” should be selected.
The following is a list of CF1 Attributes:
- COST SHARE - used to describe cost share
- FABRICATION - used to describe fabrication
- FUND YEAR - used to describe funding period
- When FUND YEAR is selected, an Attribute Value defining the year (year 1, year 2) must also be selected
- NON C&G ATTRIBU - used when CF1 is not used for C&G funds
- PI/FACULTY - used for PI/Faculty/Collaborator.
- PROGRAM INCOME - used to describe program income
- TASK/DELIVR/PHA - used to describe task/deliverable/phase
- NONE OF ABOVE - used for a C&G fund when none of the others apply
- SYSTEMWIDE PROG - used to track activity for UC systemwide programs
- Use the Systemwide Program attribute along with the appropriate ‘Chartfield Attribute Value’ that indicates a specific systemwide program
- For instructions on assigning the systemwide attribute to CF1 values see CCOA Systemwide Program CF1 Attributes Job Aid
Chartfield2
ChartField2 (CF2) is an optional field for use by departments to classify transactions. Length in BFS is 5 characters, where the two characters are the departmental prefix. The field can be alphanumeric, and is set up and maintained by the department.
ChartField2 is used to track activities which cannot be captured in the other chartfields (Dept ID, Fund, Account, etc.). Many research departments use ChartField2 to identify Principal Investigators (faculty members) for grants. In addition, ChartField2 is often used to track costs (and revenues) for conferences, special events, publications, etc.
CF2 Attributes
All CF2 values must have an Attribute. Attributes are selected from a pull-down list; the attribute PI/FACULTY also requires an Attribute Value to identify a specific faculty member. Attributes primarily relate to tracking Contracts and Grants (C&G) and faculty-managed balances, but are not restricted to those uses.
The following is a list of CF2 Attributes:
- COST SHARE - used to describe cost share
- FABRICATION - used to describe fabrication
- FUND YEAR - used to describe funding period
- NON C&G ATTRIBU - used when CF2 is not used for C&G funds
- PI/FACULTY - used for PI/Faculty/Collaborator
- Please note: When PI/FACULTY is selected an Attribute Value must also be selected – click the Lookup icon in the Attribute Value field and select the name/employee ID for the individual this CF2 value describes
- PROGRAM INCOME - used to describe program income
- TASK/DELIVR/PHA - used to describe task/deliverable/phase
- NONE OF ABOVE - used for a C&G fund when none of the other attributes apply
Project Costing Chartfields
The Project Costing (PC) Chartfields only apply to Contract and Grant related funds for externally sponsored research.
PC Business Unit
PC Business Unit (PCBU) identifies the two accounting entities the award is associated with. If the general ledger business unit is 10000, the PCBU is GM100. If the general ledger business unit is J0000, the PCBU is GMJ00. Length in BFS is 5 characters.
Project
Project tracks financial activity for a “body of work” that often has a start and end date and spans across fiscal years. Length in BFS is 7 characters.
Activity
Activity identifies the funding period(s) mandated by the sponsor facilitating expense tracking by funding period (e.g. 01, 02, 03, etc.). Length in BFS is 2 characters.
Ledger
Ledger identifies budgetary amounts (in budget ledgers) from financial amounts (in the actuals ledger). Length in BFS is 7 characters. The ledger ACTUALS is required by the system. The other two ledgers are TEMPBUDG and PERMBUDG.
Fiscal Year
A fiscal year is a 12-month accounting period over which an entity tracks and reports its financial activities. A fiscal year begins on the first day of any month and ends on the last day of the twelfth month.
UC Berkeley's fiscal year begins annually on July 1 and ends on June 30 of the following calendar year. The fiscal year is typically displayed as FY followed by a 4-digit number representing the year in which that fiscal year ends. For example: FY2022 refers to the fiscal year beginning July 1, 2021 and ending on June 30, 2022.
Accounting Period
Accounting Period is a number that represents a month. The accounting period numbers range from 1-12 beginning with the month of July, represented as accounting period 1, and ending with the month of June, represented by accounting period 12.
Below is a list of months and their accounting period:
- July is accounting period 1
- August is accounting period 2
- September is accounting period 3
- October is accounting period 4
- November is accounting period 5
- December is accounting period 6
- January is accounting period 7
- February is accounting period 8
- March is accounting period 9
- April is accounting period 10
- May is accounting period 11
- June is accounting period 12
Common Chart of Accounts
UCOP has replaced its aged in-house financial reporting system, which contains financial data for all UC campuses and is used for external reporting. A new Common Chart of Accounts (CCOA) has been implemented concurrently.