Contents
Instructions for Filling Out the ITF Template
Receiving Transfers from Other Campuses
Note: There are different types of Intercampus Transactions. This website is solely providing information for Interlocation Transfer of Funds (ITF). If you are looking for information about transfers of actual expenses (or recharges), please go to the Intercampus Financial Transactions website.
For Contracts & Grants funds, please go to the Contracts and Grants Accounting website.
Introduction
For Non-Contract and Grant funds, transfers of funds (or budget) between UC campuses (or locations) are processed in the Interlocation Transfer of Funds system (ITF).
The campus that is sending the funds must initiate the transfer by using the ITF Template, which requires the use of the Common Chart of Accounts (CCOA) information. Use the ITF Lookup Tool to find the CCOA Entity, Account, Fund, and Function information, either when you need to complete the ITF Template (for outgoing transfers) or provide the CCOA information to the initiating campus (for incoming transfers). The values are not affected by the directions of the transfers. Note: CCOA Fund Level D is the same as BFS Fund for the Berkeley campus.
The process is as follows:
- Department (or unit) initiates request by completing the ITF Template.
- The completed ITF Template must be approved by the Authorized Department Person and submitted to itof@berkeley.edu. Note: When you submit a request to itof@berkeley.edu, please cc the approver and clearly mention “cc’ing the Authorized Department Approver XXXX who has reviewed and approved this request”.
- Financial Accounting and Controls (FAC) department reviews the request and enters the transfer in the ITF system for approval by the Office of the President. Note: Requests received after the monthly deadline will be entered in the system in the following month.
- FAC prepares and posts corresponding financial journals during the monthly close.
ITF Lookup Tool
FAC has created the ITF Lookup Tool to assist UCB departments in filling out the CCOA Entity, Account, Fund, and Function information in the ITF Template (the Lookup Tool can also be used when the initiating campus asks you to provide the CCOA information).
- Please refer to row #8 in the Lookup Tool to identify which column corresponds to the field in the ITF Template.
- Please make sure you select from all three drop-down lists (highlighted in blue in the Lookup Tool) to get the correct CCOA information.
- CCOA Fund Level D is the same as BFS Fund for the Berkeley campus.
- The second tab of the Lookup Tool contains a list of UCB funds, including Level D and Level C values, that are available for ITFs. Please use this tab to identify the Level D Fund code when the Level C value is known.
Important: The ITF Lookup Tool is intended only as a reference. It is not a structured template and should not be submitted for ITF processing.
After generating the necessary information with the Lookup Tool:
- Copy the data into the official ITF Template.
- Complete all remaining fields.
- Follow the established approval and submission process for ITF processing.
Instructions for Filling Out the ITF Template
Below are the detailed instructions for filling out the ITF Template:
There are two fields in the header section of the Template - Subject Line and Explanation.
1. Subject Line: Please copy the value from the ITF Lookup Tool. This field specifies which campus you are transferring the funding to.
2. Explanation: Fully explain why the funding is being transferred and add any other information as needed. If the ITF is for Fund 199xx - State General Fund One-time Appropriations that go through reimbursement process, please add a note **NO FINANCIAL JOURNAL-CLAIMS THROUGH REIMBURSEMENT** here. There is a limit of 500 characters to this field (including spaces).
For each transfer, the following 4 lines need to be entered. Please use the ITF Lookup Tool to identify the Entity Level C, Account Level E & D, Fund Level D & C, and Function Code and copy these values to the respective fields on the ITF Template.
- Line 1: Expense line for UCB (Dr.)
- Line 2: Expense line for the receiving campus (Cr.)
- Line 3: Revenue line for UCB (Cr.)
- Line 4: Revenue line for the receiving campus (Dr.)
Note: The receiving campus’ Fund Level D and Function Code (Lines 2 and 4) need to be obtained from them. CCOA Level C Fund is the common value across the UC system and should be the same code for both sending and receiving campuses. Function Code needs to be the same between campuses for Special State Appropriations (Funds 18xxx) transfers.
Enter the info below manually to the ITF Template:
- Department: CCOA Department code for UCB is “00” followed by the 5-digit BFS Dept ID. For example, if your BFS Dept ID is 32545, enter “0032545” into the Template.
- Project: Optional field. Leave it blank if no project code is used.
- Program: Optional field. Leave it blank (UCB uses specific BFS CF1 codes for mapping to CCOA Program. See below about where to enter BFS CF1).
- GLTransfer From (DR.) and GL Transfer To (CR.): Enter the Actuals amount to be transferred.
- Perm. Trf. From (DR.) and Perm. Trf. To (CR.): Enter the amount for Perm Budget transfer if applicable.
- Description: Enter Local chartstring of the transfer.
- Campus Comments: Optional field. Enter comments as needed.
- Flex 1: This field should only be used to enter CF1 code of UCB local chartstring. The value entered in this field will be populated when the BFS journal is generated if an exactly matching active CF1 code exists in BFS. Enter “Blank” if no CF1 is used.
- Flex 2: This field should only be used to enter CF2 code of UCB local chartstring. The value entered in this field will be populated when the BFS journal is generated if an exactly matching active CF2 code exists in BFS. Enter “Blank” if no CF2 is used.
Note: If an ITF involves multiple transfers to a campus, and all transfers share the same UCB chartstring, please consolidate them into a single UCB line.
Receiving Transfers from Other Campuses
The campus that initiates a transfer to your department or unit will ask you to provide the CCOA chartfield information for the UCB lines to complete the ITF Template (same as what UCB uses). Refer to the instructions provided on this page to provide the requested information.
For instruction/template example in PDF format, see ITF Template Instructions.