B. General Instructions
C. Preparation of an Online Initiating Intercampus Financial Journal
D. Tips on How to Prepare Intercampus Financial Journals
E. Fiscal Close Deadline for Initiating Intercampus Journals
The purpose of this document is:
- to summarize general information regarding intercampus financial transactions;
- to discuss the use of the Intercampus Lines tab;
- to give some tips on preparation of intercampus financial journal entries. This document assumes you have a working knowledge of financial journal preparation in the Berkeley Financial System General Ledger (BFS-GL).
Intercampus financial transactions are created when University of California-Berkeley (UCB) departments do business with other campuses or Office of the President (OP) departments. Since UCB departments cannot access other campus' and OP's general ledgers, intercampus financial control accounts are used in BFS-GL to record these transactions. (The intercampus financial control accounts are used for financial transactions only, not budgetary transactions.)
Intercampus financial journals, commonly called Recharge Journals or Intercampus Order and/or Charge (IOC), are used for billing of expenses. After the UCB department completes the initiating journal, the other campuses or UCB Financial Accounting and Controls (FAC), on behalf of OP, produce responding journals to finish processing the transaction so that it is reflected in the general ledger of the other campus or OP. In other words, intercampus transactions are recorded using sets of reciprocal entries: debit entries to the financial control account on the general ledger of one campus correspond to credit entries to the appropriate financial control account on the general ledger of the other campus.
Note: Transactions between Berkeley departments and OP departments at Berkeley, i.e., "J-Berkeley" departments, are processed like transactions between any two Berkeley departments. They are not intercampus transactions and do not require information associated with intercampus transactions. "J-Berkeley" departments include the UC Energy Institute, the Institute of Transportation Studies, and some departments within the Division of Agriculture and Natural Resources (DANR).
The following is a list of BFS financial control accounts that correspond to each campus or OP:
|23500||E-University of California-Office of the President (UCOP)|
|23510||UC Merced (UCM)|
|23520||UC San Francisco (UCSF)|
|23530||UC Davis (UCD)|
|23540||UC Los Angeles (UCLA)|
|23550||UC Riverside (UCR)|
|23560||UC San Diego (UCSD)|
|23570||UC Santa Cruz (UCSC)|
|23580||UC Santa Barbara (UCSB)|
|23590||UC Irvine (UCI)|
For each of the accounts above, the default fund is 69995 and the default Dept ID is 00800. Function, project, and flex field codes should not be used with the financial control accounts.
Currently there is a location E (23500) and a location M (23501) financial control account for OP. "Location" refers to an accounting location, not a physical location. Account 23500 is for entries associated with the OP general ledger that is maintained in OP's Financial Management Office. For the most part, account 23500 is for certain activities associated with campus financial control accounts, endowment fund principal and income, University of California Retirement Plan, and investment activity. Account 23501 is for entries associated with OP departmental accounts. The department that will receive the credit is responsible for initiating the transaction. If you are being reimbursed for an expense that your department paid, please credit the account in which the expenses were incurred.