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Journals are created to enter financial information into the General Ledger. Financial information includes deposits, payments, transfers, allocations, and other types of activity necessary to accurately describe the finances of the University.
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The Fund chartfield is a 4-character alphanumeric value which identifies source of money. Fund identifies the source of financial support and demonstrates restrictions imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the...
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Accessing the Chart of Accounts Account Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this ...
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This article explains how UCSF departments should review the Unclaimed Payments List and how to claim these funds.
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Commonly used codes and schedules for capital assets and equipment:
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The Unclaimed Cash, ACH & Wires through YYYYMMDD file contains the current listing of items that remain unclaimed for 30 to 365 days.
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Departments are responsible for notifying the Controller's Office General Accounting Service Desk, when changes to this list are required. See the end of this page for detailed instructions on how to update this list.
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Moving Money
The method used to transfer money or balances (e.g., "move money") depends on the Account Type. Specific Accounts and Account Types must be used consistently to ensure that reporting is accurate, clear, and consistent. Refer to the Moving Money Quick Reference Guide for details on:
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This letter can be used as a confirming statement that UCSF retains tax exempt status as described in the April 2014 letter from the Internal Revenue Service (IRS).
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Function is a two-character chartfield in the UCSF Chart of Accounts that fulfills internal and external reporting requirements to track higher education function classifications. Function defines the mission/purpose of the transaction. Functions also determine how costs are treated in...
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Source Codes identify the purpose of PeopleSoft journals. They are also a selection criterion for reporting in the MyReports Transaction Detail Report. Some source codes are limited to PeopleSoft Journal Preparers who are assigned a specific PeopleSoft role to use the source code. Several source...
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Cash and Credit Card journals in PeopleSoft are used to record payments received from third parties. Journal Preparers and Journal Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation, knowledge of the activity, and conformity to...
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Internal controls are divided into key and non-key controls. Key controls are the primary procedures relied upon to mitigate a risk or prevent fraud. Non-key controls are considered secondary or back up controls. All controls can be grouped into one of the four components of internal control:
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Departments that wish to establish a new method of accepting credit cards or make changes to existing payment methods must contact UCSF Merchant Services to obtain authorization and support prior to change or implementation.
All departments who accept electronic payments in any form are required...
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Capital Lease or Operating Lease
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The chart is this document summarizes the rules for account types that can be used for transferring money or balances. By using these types of accounts, reporting is clear and consistent.
The other pages highlight the accounts to use: Page 2 when transferring money within the Campus, and...
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The Function chartfield is a 2-character alphanumeric value which fulfills internal and external reporting requirements to track higher education functional classifications. Function code also determines how costs are treated in the research Facilities & Administrative (F&A) or indirect...
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The MyReports Transaction Detail Report contains a record of all cash transactions that have occurred and can be filtered for specific a department(s). The University defines cash as currency, coins, checks, money orders, Electronic Fund Transfer (EFT), and e-commerce transactions such as credit...
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UCOP and Federal Regulations require that campus departments perform a physical verification of all capitalized assets listed in the UCSF asset management database system every two years. The Controller's Office schedules the inventory date for each department. Each department custodian is given...
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This is the list of Journal Preparer IDs currently in use.
