Introduction
For Non-Contract & Grant funds, transfers of resources between UC campuses (or locations) are processed in the Interlocation Transfer of Funds system (ITF). The campus that is sending the funds must prepare the transfer by using an Interlocation Transfer of Funds (ITOF) form (UFIN 1520-I) for initiating the transfer.
The process is as follows:
- Department (or unit) initiates request by completing the UFIN 1520-I form.
- UFIN 1520-I must be approved and signed by the Authorized Department Person and submitted to itof@berkeley.edu.
- Financial Accounting & Controls Department reviews request and enters the transfer in the Interlocation Transfer of Funds system for approval by the Office of the President
(OP). (Note: Requests received after the monthly deadline will be entered in the system in the following month)
- On the first day of the following month, all UC campuses receive a file of all approved transfers for the previous month from OP.
- Financial Accounting & Controls Department prepares and posts corresponding financial journal during the monthly close period.
Corporate Financial System Account Codes Used in Interlocation Transfers of Funds
In the Interlocation Transfer of Funds system, campuses must use the legacy, or Corporate Financial System (CFS) account structure. When completing the form UFIN 1520-I, the UCB chartstring must be translated into the CFS account structure (LOC-ACCOUNT-FUND-SUB) as noted below.
- LOC: This refers to “Location.” All of the UC campuses and UC Office of the President (UCOP) have a “Location” used for their financial activity. Campus locations are designated by a number, UCOP locations are designated by a letter. See chart below for Location Codes.
| Campus Name | Location Code |
|---|---|
|
Berkeley |
1 |
|
UCOP UCB Office of the President |
J |
|
San Francisco |
2 |
|
UCOP San Francisco |
K |
|
Davis |
3 |
|
UCOP Davis |
L |
|
Los Angeles |
4 |
|
UCOP-for transfers to UCOP |
M |
|
Riverside |
5 |
|
UCOP Riverside |
N |
|
San Diego |
6 |
|
UCOP San Diego |
O (letter “O”) |
|
Santa Cruz |
7 |
|
UCOP Santa Cruz |
P |
|
Santa Barbara |
8 |
|
UCOP Santa Barbara |
Q |
|
Irvine |
9 |
|
UCOP Irvine |
R |
|
UC Merced |
10 |
|
UCOP Merced |
S |
- ACCOUNT: This refers to the Corporate Account (also called CFS Account or Legacy Account). This is not the same as the BFS Account.
- CFS Accounts always have 6 digits.
- Some locations, such as UC San Diego, UC Merced and UCOP, have already implemented the new Common Chart of Accounts (CCOA). These locations use the CCOA Account in the Interlocation Transfer of Funds system. CCOA Accounts always have 6 digits just like CFS Accounts.
- At UC Berkeley, we translate our chartstring to the CFS Account by using an Alpha Prefix to represent the UCB Function Code followed by the 5-digit DeptID (org code), as shown in the following examples. (See the Function Code Prefix for CFS Account Structure table below.)
|
Prefix |
Function |
Function Code Description |
|---|---|---|
|
A |
40 |
Instruction & Departmental Research |
|
B |
41 |
Summer Session |
|
C |
43 |
Academic Support |
|
D |
44 |
Organized & Sponsored Research |
|
E |
60 |
Libraries |
|
F |
61 |
University Extension |
|
G |
62 |
Public Service |
|
H |
64 |
Maintenance & Operation of Plant |
|
J |
68 |
Student Services |
|
K |
72 |
Institutional Support & General Admin |
|
L |
76 |
Auxiliary Enterprises |
|
M |
78 |
Student Financial Aid |
|
N |
80 |
Provisions for Allocations |
Please note: For all state fund transfers, you cannot “cross function codes” in the Interlocation Transfer of Funds system. Therefore, if you are sending function 44 funds, you should obtain a function 44 CFS Account from the receiving campus to use on the UFIN form.
- FUND: This refers to the fund number, there is no translation needed. The fund number is provided by the originating campus.
- In general you must not “cross funds” in the Interlocation Transfer of Funds system. However, if both campus locations do not have the same fund number, you may be able to make the transfer if both funds are in the same OP Fund Group.
- Funds in Contract and Grant fund groups cannot be sent via the Interlocation Transfer of Funds system.
- You should not be sending 19900 funds to any OP (alpha) locations. Please contact itof@berkeley.edu for more information.
- Use of a newly created fund: Please be aware that a new fund created in BFS in the current month will not be available for use in the Interlocation Transfer of Funds system until the following month because campuses send the Corporate Account/Fund Profile (CAF) file to OP only once a month. The Interlocation Transfer of Funds system uses Account and Fund values included in the monthly CAF file
- SUB: Sub represents “Sub Account” in OP’s CFS system. Most transfers use Sub 8 (unallocated).
- 0 = Academic Salaries
- 1 = Staff Salaries
- 2 = General Assistance
- 3 = Supplies and Expense
- 4 = Equipment
- 5 = Foreign Travel
- 6 = Employee Benefits
- 7 = Domestic Travel
- 8 = Unallocated
- 9 = Recharges to other departments
Example: Preparing UFIN 1520-I Form
See lines 1 and 2 in the example below. The Music Department wants to send $100 to UC Davis to support a joint music program for students to study flute. The Music Department will fund this program from the following UCB chartstring:
| BU | BFS Acct | Fund | Org | Function | ChartField1 | ChartField2 |
|---|---|---|---|---|---|---|
| 1 | XXXXX | 07427 | 12766 | 40 | HM0001 | none |
They are sending the funds to the following UC Davis chartstring:
| Loc | UCD Acct | Fund | SubAcct |
|---|---|---|---|
| 3 | 402425 | 07427 | 8 |
Line 1
- Account Title: Enter the organization code description as the account title.
- Loc: Use “1” for UC Berkeley or “J” for ANR or UCOP systemwide activity (Dept ID 8xxxx).
- Account: Enter the prefix for the UCB function code followed by the UCB Dept ID/org code.
Example: A12766, where A equals function code 40, and 12766 equals the DeptID for HMUSC Music Special Programs. See the Function Code Prefix Table for the prefix assigned to each function code.
- Fund: Enter the fund number.
- Sub: Enter the appropriate Sub or use 8, (Unallocated).
- Description of Transaction: Enter the campus destination, including the Location Code and CFS Account.
- Transfer From Dr (debit): Enter the amount to be debited to the UCB Department for this line of the transfer.
Line 2
- Enter the Location, Account, Fund, Sub and other information the recipient campus has provided you (as described above for Line 1).
- For other campus location codes see the chart above.
- Make sure the other campus provides its information in the CFS account structure. If the other campus gives you a chartstring that does not conform to the CFS account structure (i.e., the “Account” is not 6 digits), it is most likely their “local” chartstring. Let them know you need a “CFS Account” (or “CCOA Account” if you are initiating a transfer to UCSD, UCM or UCOP). If they don’t understand this, direct them to their campus’ budget or general accounting office.
- Transfer To Cr: Enter the amount to be credited to the other campus.
Explanation (at bottom of interlocation transfer form):
- Include a meaningful description that will facilitate the process of recording the transfer within each institution.
UCB Local Chartstring
- Enter the UC Berkeley chartstring (BFS chartstring). Please note that CF1 & CF2 values will not be inherited when ITOF journals are imported to BFS.
Other Campus Local Chartstring
- Enter the “local” chartstring the other campus uses in their financial system.
After you have completed the form, send the approved UFIN 1520-I to itof@berkeley.edu.
Receiving Transfers from Other Campuses
The campus that initiates a transfer to your department or unit will ask you to provide the UCB’s local chartstring (BFS chartstring) as well as the CFS Account. Please see the Corporate Financial System Account Codes Used in Interlocation Transfers of Funds above on how to translate the BFS chartstring to the CFS Account.