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 were previously recorded in 5xxxx expense accounts or 3xxxx fund balance transfer accounts are in effect as of 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 should 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). When transferring funding to another UC campus, you must use the Intercampus Recharge Dr. account for the corresponding campus.
| 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.
Effective July 1, 2023, if you are processing an intercampus transaction with an ANR business unit at another campus, you will need to use a new financial control account 23512 - ANR Financial Control. For intercampus recharge journals the offset will go to account 98012 – Intercampus Recharge Dr. ANR or 98512 - Intercampus Recharge Cr. ANR. For contract and grant intercampus subaward transactions the offset will go to account 92512 - C&G Subaward expense – ANR, please see table below for new C&G intercampus subaward accounts.
There is no change to the other existing 235xx intercampus financial control balance sheet accounts.
Contract and grant intercampus subaward transactions should 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 are now used to record specific revenue and expense allocations from UCOP.
342xx intercampus fund balance transfer accounts are no longer used. Plant funds and debt related intercampus fund balance transactions are now recorded to new 81xxx/82xxx series of accounts. Transfers of principal to/from UCOP for investments/FFE (funds functioning as endowments) are recorded to account 83011 - Investment Transfers to/fr OP. All other intercampus transfers 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.
If you need to initiate an intercampus journal for a transaction exempt from indirect cost assessment, please reach out to Controller’s Office at financialcontrol@berkeley.edu for help in processing the journal.
Intracampus/Internal UCB Department Recharges:
For internal campus department recharge activity (debit transactions), please use new 590xx expense accounts, see list below. The offset recharge credit transaction should be recorded to 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 and 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). Users are now required to use an existing ANR or UCOP department ID for both sides of the transaction when recording online financial journals in BUJ.
| 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)
76 – Auxiliary Enterprises. Beginning June 2023, FC76 can only be used with auxiliary funds.
80 - Provisions for Allocation. Beginning June 2023, 7xxxx operating transfer accounts will require the use of FC80
Systemwide 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.
To record specific UC systemwide program transactions in the general ledger campus departments should use chartfield 1 (CF1) codes. Unique systemwide program UC0xxx CF1 values have been created in BFS and will be used for reporting ledger activity. For the full list of programs and unique CF1 codes, see Systemwide Programs List.
If using these assigned UC0xxx CF1 values, departments must update their chartstrings, funding pages in UCPath and open POs to include the new program code CF1. To identify the population of POs that must be updated with the relevant CF1 code, please refer to the job aid available at this link: Search Aid for Research FAU Changes in BearBUY - 09152022.
If you are unable to use these assigned CF1 codes for systemwide program activity due to conflicts with internal or other reporting needs, you can continue using your existing CF1 value if it is exclusive to a particular program code, but you will need to assign it the CF1 attribute “SYSTEMWIDE PROG” with appropriate Chartfield Attribute Value. CF1 attribute called “SYSTEMWIDE PROG” along with Chartfield Attribute Value that indicates a specific systemwide program will ensure that the data is picked up for reporting to OP.
If your unit is unable to use the assigned or existing CF1 code for systemwide program activity, you can create your own designated CF1 value with the CF1 attribute of “SYSTEMWIDE PROG” and Chartfield Attribute Value that indicates the specific systemwide program managed by the unit. You will need to update your templates, funding pages in UCPath and POs to include the newly created CF1.
You can have multiple attributes in one CF1 value.
Please note that CF1 values using the systemwide attribute must be used on all revenue and expense transactions with systemwide programs, with all funding sources, including contracts and grants funds.
For instructions on assigning the systemwide attribute to CF1 values – see CCOA Systemwide Program CF1 Attributes Job Aid.
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