The University of California, Office of the President (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) is being implemented concurrently. The Common Chart of Accounts addresses California State Audit findings by improving system-wide reporting, enhancing budgeting and financial management, simplifying UC’s accounting structure, and organizing intercampus transfers and plant accounting activity. UC Berkeley financial data reported to UCOP must comply with the new CCOA standards no later than July 1, 2023.
UC Berkeley Enhancements Required to Align with the Common Chart of Accounts (CCOA)
Account
New 9xxxx and 8xxxx series of accounts for the intercampus transactions that are currently recorded in 5xxxx expense accounts or 3xxxx fund balance transfer accounts will be effective July 1, 2022. This will streamline and enhance the reporting of intercampus transactions.
| UCB ACCOUNT CATEGORIES | |
|---|---|
| Assets | 1xxxx |
| Liabilities | 2xxxx |
| Net Position (equity, fund balance) | 3xxxx |
| Revenue | 4xxxx |
| Expenses | 5xxxx |
| Internal Funding (Operating Transfers) | 7xxxx |
| Other Changes in Net Position (fund balance) | 8xxxx |
| Intercampus Transfers | 9xxxx |
Intercampus Recharges and Funding Transfers
Intercampus recharge transactions and funding transfers between UCB and other campuses/UCOP will be recorded to 98xxx intercampus recharge debit or credit accounts (see list below). When transferring costs to another UC campus, you must use the Intercampus Recharge Cr. account for the corresponding campus (see example below). For recharges to ANR units at other campuses you will need to use account 98512 - Intercampus Recharge Cr. ANR. When transferring funding to another UC campus, you must use the Intercampus Recharge Dr. account for the corresponding campus.
Note - there is no change to the 235xx intercampus financial control balance sheet accounts.
| INTERCAMPUS RECHARGE ACCOUNTS | |
|---|---|
| BFS ACCOUNT | DESCRIPTION |
| 98002 | Intercampus Recharge Dr. UCSF |
| 98502 | Intercampus Recharge Cr. UCSF |
| 98003 | Intercampus Recharge Dr. UCD |
| 98503 | Intercampus Recharge Cr. UCD |
| 98004 | Intercampus Recharge Dr. UCLA |
| 98504 | Intercampus Recharge Cr. UCLA |
| 98005 | Intercampus Recharge Dr. UCR |
| 98505 | Intercampus Recharge Cr. UCR |
| 98006 | Intercampus Recharge Dr. UCSD |
| 98506 | Intercampus Recharge Cr. UCSD |
| 98007 | Intercampus Recharge Dr. UCSC |
| 98507 | Intercampus Recharge Cr. UCSC |
| 98008 | Intercampus Recharge Dr. UCSB |
| 98508 | Intercampus Recharge Cr. UCSB |
| 98009 | Intercampus Recharge Dr. UCI |
| 98509 | Intercampus Recharge Cr. UCI |
| 98010 | Intercampus Recharge Dr. UCM |
| 98510 | Intercampus Recharge Cr. UCM |
| 98011 | Intercampus Recharge Dr. UCOP |
| 98511 | Intercampus Recharge Cr. UCOP |
| 98012 | Intercampus Recharge Dr. ANR |
| 98512 | Intercampus Recharge Cr. ANR |
Example - UCB initiating intercampus financial journal to recharge/transfer costs to UC San Francisco:
| UCB Chartstrings | Dr | Cr |
|---|---|---|
| 1-23520 UCSF Financial Control - 69995 - 00800 | $500 | |
| 1-98502 Intercampus Recharge Cr. UCSF - UCB fund - UCB dept ID - FC | ($500) |
To see an example of an intercampus journal for Unit J, please refer to Business Unit section below.
Contract and grant intercampus subaward transactions will be recorded to the following 92xxx UC campus/UCOP accounts:
| C&G INTERCAMPUS SUBAWARD ACCOUNTS | |
|---|---|
| BFS ACCOUNT | DESCRIPTION |
| 92502 | C&G Subaward expense - UCSF |
| 92503 | C&G Subaward expense - UCD |
| 92504 | C&G Subaward expense - UCLA |
| 92505 | C&G Subaward expense - UCR |
| 92506 | C&G Subaward expense - UCSD |
| 92507 | C&G Subaward expense - UCSC |
| 92508 | C&G Subaward expense - UCSB |
| 92509 | C&G Subaward expense - UCI |
| 92510 | C&G Subaward expense - UCM |
| 92511 | C&G Subaward expense - UCOP |
| 92512 | C&G Subaward expense - ANR |
New 94xxx and 95xxx accounts will be used to record specific revenue and expense allocations from UCOP.
342xx intercampus fund balance transfer accounts will no longer be used. Plant funds and debt related intercampus fund balance transactions will be recorded to new 8xxxx series of accounts. All other intercampus transfers will use new 9xxxx accounts.
For transfers of capitalized equipment already recorded to a 54xxx account please work with the Equipment Management team to remove the asset from BETS and process the transfer to another campus or UCOP.
Intracampus/Internal UCB Department Recharges:
Internal campus department recharge activity (debit transactions) will be recorded to new 590xx expense accounts, see list below. The offset recharge credit transaction should be recorded to existing account 59000 – Internal Recharge Income.
| INTERNAL RECHARGE EXPENSE ACCOUNTS | ||
| BFS ACCOUNT | DESCRIPTION | DETAILS |
|---|---|---|
| 59001 | Recharge-IT/Phone/Data Svcs | To record internal campus recharge expenses of IT/Phone/Data services. |
| 59002 | Recharge-Building Maintenance | To record internal campus recharge expenses for building maintenance. |
| 59003 | Recharge-Lab Animal Supplies | To record internal campus recharge expenses for lab animal supplies. |
| 59004 | Recharge-Lab Animal Expenses | To record internal campus recharge expenses for lab animal expenses. |
| 59005 | Recharge- Fabricated Equipment (OH)<5k | To record internal campus recharge expenses for fabricated equipment costs < $5,000, subject to overhead (OH) assessment. |
| 59006 | Recharge-Supplies | To record internal campus recharge expenses for supplies other than lab animals. |
| 59007 | Recharge-Participant Support | To record internal campus recharge expenses for participant support. |
| 59008 | Recharge-Travel | To record internal campus recharge expenses for travel related costs. |
| 59009 | Recharge-Other Expenses | To record internal campus recharge expenses when a specific account category is not available. |
| 59011 | Recharge-IDC Exempt Exp (Non OH) | To record internal campus recharge transactions which are exempt from indirect cost (IDC) / or overhead (OH) assessment. |
| 59012 | Recharge-Fabricated Equip (OH)>5k | To record internal campus recharge expenses for fabricated equipment costs > $5,000 that have non-UC title & will be delivered to the government, subject to overhead (OH) assessment. Replaces account 54232 for internal recharges. |
| 59013 | Recharge-Fabricated Equip(Non OH)>5k | To record internal campus recharge expenses for fabricated equipment costs > $5,000. Title is retained by the University & equipment has a life expectancy of more than 1 year. These costs are not subject to overhead (OH) assessment. Replaces account 54231 for internal recharges. |
Example of an internal campus recharge journal to charge another UCB department for supplies:
| UCB Chartstrings | Dr | Cr |
|---|---|---|
| 1-59006 Recharge Supplies - fund - dept ID - FC | $500 | |
| 1-59000 Internal Recharge Income - recharge unit fund - recharge unit dept ID - FC | ($500) |
When allocating costs to capital projects (197xx accounts), please use account 57342 Misc Exp-Contra-Capitalized as the offset, instead of account 59000 - Internal Recharge Income.
| NEW INTERCAMPUS AND INTRACAMPUS ACCOUNTS | |
|---|---|
| Internal UCB recharges | 59xxx |
| C&G subawards with other campuses | 92xxx |
| UCOP revenue allocations | 94xxx |
| UCOP expense allocations | 95xxx |
| Recharges / funding transfers with other campuses | 98xxx |
| Plant fund balance transfers | 8xxxx |
Business Unit
Agriculture & Natural Resources (ANR) and UCOP systemwide activity in business unit J0000 will be reported to UCOP as two separate entities. This will be accomplished by reporting all activity to specific ANR or UCOP systemwide department ID’s (8xxxx series of department ID’s). Effective May 31, 2022, users will be required to use an existing ANR or UCOP department ID for both sides of the transaction when recording online financial journals in BUJ.
Currently, the lines on an online financial journal can be recorded to two different department ID’s:
| UCB Chartstrings | Dr | Cr |
|---|---|---|
| J – 23500 – 69995 – 00800 | $500 | |
| J – 56640 – 19977 - 82725 - FC | ($500) |
In the future state, the department ID must be the same for both lines of the journal (exception: cost transfers between department IDs):
| UCB Chartstrings | Dr | Cr |
|---|---|---|
| J – 23500 – 69995 – 82725 | $500 | |
| J – 98512 – 19977 - 82725 - FC | ($500) |
Function
Effective May 2020, formally known Program Code field was renamed to Function in BFS.
Beginning July 1, 2022, new function codes will be used with the following transactions:
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)
Program
Program field associates transactions with a formalized set of ongoing systemwide or cross-campus/location activities. This chartfield does not currently exist at UC Berkeley. 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.
Beginning July 1, 2022, campus departments should use chartfield 1 (CF1) codes to record specific UC systemwide program transactions in the general ledger. For the full list of programs and CF1 codes, see Systemwide Programs List.
Further details on the above enhancements will be provided to the campus community as the changes are finalized and implemented. If you have any questions, please contact the Financial Accounting and Controls unit at gao@berkeley.edu