Student Fee and Tuition Offset Accounting Updates

In order to increase visibility into student fee and tuition offset transactions and to improve precision in the reporting of this data, we are pleased to announce the following updates:

  • A new general ledger expense account, 54204 - Tuition & fee offsets - Others, has been created within the Scholarship/fellowship account rollup. The purpose of this account is to record non-UCSF student-related tuition funding. Effective with transactions recorded in March, use account 54204 instead of accounts 54202 or 54203 to record non-UCSF student activity.
  • Student stipend payments, which are processed through Accounts Payable, will now have the student ID "02xxxxxxx" as the first characters in the invoice ID field. This change is effective beginning with stipend payment requests processed in March.
  • A PeopleSoft custom edit currently in place to confirm the proper use of source code 53O with accounts 54202 and 54203 is in the process of being expanded to include source codes 320, 535, and 547. The system edit will also require Journal Preparers to select a student ID from a drop-down list and will populate the reference field of the journal line with the student ID. The Controller's Office, in partnership with Student Academic Affairs, will be reaching out directly to impacted users with additional information and guidance.
  • The PeopleSoft custom edit currently in place for journals using source code 545 is under review to determine the best approach to include a student ID in the reference field for cost transfer transactions. The Controller's Office, in partnership with Student Academic Affairs, will be reaching out directly to impacted users with additional information and guidance.

If you have questions or need further assistance, please contact [email protected].