Handling ITF, IOC, and Sundry Debtor

UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:

  1. Interlocation Transfer of Funds (ITFs)
  2. Intercampus Orders & Charges (IOCs)
  3. Intercampus Appointments
  4. Intercampus Subcontracts

Because of the variety of intercampus transactions, it may be difficult to determine the correct category for your transaction. If you need assistance determining the nature of your transaction, contact the Controller’s Office Solution Center. The Controller’s Office will also assist in routing transactions to the appropriate party for processing.

Interlocation Transfer of Funds (ITFs)

An ITF is a transfer of funding for a program or project between two UC campuses. This category of transaction requires a budget journal (source code 150 or 574) that posts directly to the UCOP ITF system (processed by Budget and Resource Management) and also has a corresponding transfer of funding through financial control/cash that posts in UCSF’s financial ledger (processed by the Controller’s Office). In order to process ITF entries, UCSF’s chartstring must be translated to the UCOP chartfield structure. For an ITF, the Fund used at both campuses must have the same UCOP Fund group code.

For more information, including the UCSF Interlocation Transfer of Funds Request Form, see the Budget and Resource Management website.

Intercampus Orders & Charges (IOCs)

An IOC is a billing for costs (non-payroll charge/receipt) incurred at one UC campus or at UCOP by another UC campus or UCOP, resulting in an expense transfer (source code 57X). Intercampus financial control “cash” accounts are used to record financial transactions between UCSF and other UC campuses or UCOP, and function similar to an intercampus recharge. Examples include: conference registrations for events held at another UC campus, deposits belonging to another campus but made at UCSF in error, items sold to another campus by UCSF, and travel fees for conferences/meetings.

To complete an IOC:

  1. Download and fill out the UCSF Intercampus Order and/or Charge (UFIN 116-2) Form
  2. Submit the competed form to [email protected]

Deadline to submit: by 5th working day before calendar month end.

Sundry Debtor

A sundry debtor invoice is an invoice billed to external customers (not affiliated with UC) for use of UCSF properties or services. Departments must first be established as a Sundry Debtor Customer before they can submit requests for invoices to be sent to external customers. Established Sundry Debtor departments create Sundry Debtor invoices and submit the invoice and supporting document to the Controller's Office.  The Controller’s Office records the receivable and associated revenue in the University’s financial records. The Controller’s Office also assigns an invoice number and sends the invoice via email to customers for payment. See Submitting Sundry Debtor Invoices for detailed instructions.

Sundry Debtor payments can be made either in the form of check, a wire transfer, or ACH. Sundry checks should only be deposited by the Controller’s Office. If your department receives the check, please forward it to the Controller’s Office (Attention: Cash and Controls Team, Box 0812) for deposit. See Sundry Debtor Payment Options & Remittance Procedures for detailed instructions.

Controller’s Office provides department with aging reports and dunning letters on a monthly basis in order to facilitate collection efforts by department. Any unpaid invoice over 180 days will be charged back to department revenue.

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