Financial Affairs Key Business Functions 

  • Accounting Office - Financial Accounting & Reporting Unit
  • Accounting Office - Plant Accounting Unit
  • Accounting Office - Equipment Administration
  • Accounting Office - Extramural Funds Unit
  • Accounting Office - Payroll Unit
  • Enterprise Financial Systems
  • Financial Administrative Services & Transactions / Accounts Payable Office
  • Student Business Services Office
  • Campus Controller's Office

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     Accounting Office - Financial Accounting and Reporting Unit
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Payment Control
    Services
    • Payment cancellation and reissue
    • Foreign and domestic bank wire transfers
    • Payment policy interpretation
    • Sales and use tax advising

    Financial Management

    • Payment transaction review
    • Vendor relationship maintenance
    Financial Management
    • Check and ACH production control
    • Bank positive payment check control
    • Vendor relationship maintenance
    Compliance and Control
    • Check and check production control
    • Tax reporting - 1099 Issuance, sales and use tax
    • State claims funding reporting
    • Governmental quarterly expenditure reporting – foreign imports, foreign payments
    • Payment/credit card merchant relationship management
    IT System Process Management
    • FIS and CruzBuy vendor/entity database management
    • Check production process
    Ledger Control
    Services
    • Accounting issues advising
    • General ledger advising
    • TOE/TOF training

    Financial Management

    • Petty cash and operating change fund reimbursement and reconciliation review
    • Cash deposit audit
    Financial Management
    • Campus financial report production
    • Working capital loan administration and accounting
    • Service enterprise depreciation schedule maintenance
    • Unrelated Business Income Tax – coordination and reporting
    Campus Compliance and Control
    • Bank account reconciliations
    • Unclaimed/uncashed vendor check maintenance
    • Stale dated check management
    • Accounting code maintenance
    • Balance account monitoring
    • Loan funds accounting

    UC-Wide Compliance and Control

    • Intercampus accounting - financial control management, fund balance transfer, recharges, expense transfers, Education Abroad program
    • UC Corporate Financial System transaction edit and review
    • Fiscal year end closing and UC financial reporting management
    • Annual Regents’ audit coordination
    IT System Process Management
    • FIS general ledger, chart of accounts, fiscal closing, rule code maintenance
    • SIS/FIS interface reconciliation

     Accounting Office - Financial Accounting & Reporting Unit
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Travel
    Services
    • Corporate travel card program administration
    • Travel cash advance disbursement and receivable management
    Financial Management
    • Central travel system (CTS) management
    • UCLA travel agency liaison
    Campus Compliance and Control
    • Traveler expense reporting compliance monitoring

    UC-Wide Compliance and Control

    • UC Connexxus travel program coordination
    Other
    Services
    • Accounting and financial reporting consulting services
    • UC accounting policy implementation
    Financial Management
    • Credit card merchant coordination
    • Payment Card Industry campus merchant security compliance management
    Campus Compliance and Control
    • High-value check review and signature
    • UCSC Foundation financial and treasury management services

    UC-Wide Compliance and Control

    • Accounting policy implementation
    • Financial accounting standards implementation coordination

     Accounting Office - Plant Accounting Unit
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Plant Accounting
    Financial Management
    • Building, land, leasehold, library collection, and other property capitalization
    • Equipment fabrication accounting
    • Capital projects payment and accounting
    • Construction stop notices, affidavits, and release bonds management
    Campus Compliance and Control
    • State-funded projects accounting and claims filings
    • Bond and commercial paper drawdown management and debt service
    • Fixed asset subsidiary record maintenance

    UC-Wide Compliance and Control

    • December 31 UC fixed asset closing process
    IT System Process Management
    • FIS plant inventory functions

     Accounting Office - Equipment Administration
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Equipment Administration
    Services
    • Customer support and troubleshooting
    • Biennial campus-wide equipment physical inventory coordination
    • Inventory accounting – additions, modification, removals
    Financial Management
    • Capitalizable collections and equipment in-kind donation tracking
    • Equipment loan
    • Personal property waiver management
    • Federally-owned property tracking
    Campus Compliance and Control
    • Building and equipment capitalization
    • UCOP building, equipment, and intangibles reconciliation and reporting
    • Office of Naval Research equipment control audit coordination
    IT System Process Management
    • FIS equipment management functions

     Accounting Office - Extramural Funds Unit
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Extramural Funds
    Services
    • Consultation, troubleshooting
    • Endowment income allocation, intercampus award processing, expense monitoring
    • Effort reporting certification coordination
    • Cost transfer review
    • Gift allocation processing
    • Training - cost transfer
    Financial Management
    • Cash management - Letter of credit drawdowns for NSF, NIH, DOED, NASA, USDA, DOE, EPA
    • Agency financial relationship management
    • Award closeout
    Campus Compliance and Control
    • Award review and setup
    • Agency billing and cost certification
    • Agency financial reporting and certification
    • Agency audit coordination

    UC-Wide Compliance and Control

    • Year-end OMB A-133 audit coordination
    IT System Process Management
    • FIS post-award grants administration module

     Accounting Office - Payroll Unit
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Payroll
    Services
    • Payroll payment troubleshooting
    • Taxation and withholdings
    • Alien payment and tax
    • W-2 and earnings records correction
    • Salary advance and TA emergency loan programs
    • Verification of employment
    Financial Management
    • Payroll production management – scheduling, payroll audit, adjustment worksheet, payroll deductions and adjustments, prior period adjustments
    • Specialized processing – termination payment, wage garnishments, merits, collective bargaining retroactive payment, death payment, worker’s compensation adjustment, earnings records correction
    • Information request fulfillment - subpoenas, public information, SHR, labor relations, UCOP, other offices
    Campus Compliance and Control
    • Payroll-related account reconciliations
    • Benefit carrier remittance processing and consolidated billing reconciliation
    • Tax withholding and reporting
    • State and federal payroll tax filing
    IT System Process Management
    • PPS payroll production processes
    Key Entry
    Services
    • Payroll, cash receipts, ledger, and budgetary transactions data entry

     Enterprise Financial Systems
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    FIS
    Services
    • System access and user account management
    • Workflow management - transaction routing consultation
    • System upgrade end-user coordination
    • User system training and resources
    Services
    • Data interface management – AIS, PPS, CruzBuy, FAMIS, Data Warehouse, various campus recharge units
    • UCOP data interface management – Corporate Financial System, Corporate Financial Reporting System, Fixed Asset Management System
    • Special processes – fiscal year-end closing, stores inventory
    Campus Compliance and Control
    • Application modification and upgrade analysis, testing and implementation
    IT System Coordination
    • Computing hardware, system software, check printing, bank system interface, production coordination
    PPS
    Services
    • System access and user account management
    • User system training and resources
    Services
    • Data interface management – CruzPay, Data Warehouse
    Campus Compliance and Control
    • Application modification and upgrade analysis and testing

    UC-Wide Compliance and Control

    • UCOP system maintenance coordination
    IT System Coordination
    • PPS system software, check printing, production coordination
    CruzBuy
    Services
    • System access and user account management
    • Workflow management - transaction routing
    Services
    • Data interface management – FIS
    Campus Compliance and Control
    • Application modification and upgrade analysis and testing
    • Sciquest software application vendor relationship management
    IT System Coordination
    • Computing hardware, system software, Sciquest system interface, production coordination
    CruzPay
    Services
    • System access and user account management
    • System upgrade end-user coordination
    Services
    • Data interface management – PPS
    Campus Compliance and Control
    • Application modification and upgrade analysis and testing
    • Workforce Software application vendor relationship management
    IT System Coordination
    • System coordination – computing hardware, system software, production coordination

     Financial Administrative Services & Transactions / Accounts Payable
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Payment Services
    Services
    • Vendor and employee reimbursement payment processing
    • Customer troubleshooting and consultation
    • Trip number assignment Financial Management
    • Vendor payment transaction review
    ProCard
    Campus Compliance and Control
    • Pro-card statement tracking and review

     Student Business Services Office
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Student Accounts
    Services
    • Billing and receivables management - student account billing, account analysis, dunning, collection, bad debt write-off
    • Student and non-student account inquiries and troubleshooting
    Financial Management
    • Non-student billing and collections management
    • Cash handling policy coordination and oversight
    • Sallie Mae Solutions vendor relationship management
    Campus Compliance and Control
    • Tax reporting - annual 1098 reporting
    IT System Process Management
    • AIS Student Financials module
    • Sallie Mae Solutions electronic billing, payment acceptance, and third-party access system
    Loan Programs
    Services
    • Student loan entrance and exit interviews
    • Promissory notes, regulatory entrance/exit interviews, collections, bad debt write-off
    • Employee emergency loans Financial Management
    • Loan program due diligence – disclosure, dunning, collections
    Financial Management
    • ACH and check production
    • Vendor relationship maintenance
    • Positive pay check control
    • ACS loan servicer vendor relationship management
    Compliance and Control
    • US Department of Education student loan status reporting
    • US Department of Education Fiscal Operations Report and Application to Participate (FISAP) reporting
    • OMB A-133 Audit participation
    IT System Process Management
    • Check production
    Cashier's Office - Loan Programs
    Services
    • Cash collection – over-the-counter, subcashiering station deposits
    • Cash management consultation - equipment, security, procedures.
    • Change fund fulfillment
    • Student check cashing services
    Financial Management
    • Payment processing – mail, over-the-counter
    • Bank deposit
    • Departmental cash handling review and monitoring
    • Returned check management
    • Depository bank relationship management
    Compliance and Control
    • Cash control and security
    • IRS and Department of the Treasury cash receipt reporting compliance
    IT System Process Management
    • Check deposit system

     Campus Controller's Office
    Key FunctionFilterHigh Visibility Campus Financial ServicesFilterSpecialized Campus Financial SupportFilterCampus & UC-wide Financial ManagementFilterOther FunctionsFilter
    Controller's Office
    Services
    • Financial management advising and risk assessment
    • Financial management training programs and workshops
    • Policy development and interpretation
    • Financial policy governance coordination – Campus Business Officers, Financial Policy Committee, Business Managers Advisory Group
    • Financial Affairs website management
    Financial Management
    • Banking/treasury coordination – bank account management
    • Credit card merchant request review
    • Process improvement initiatives
    Compliance and Control
    • Annual Regents’ audit financial statement attestation coordination
    • Ethics officer duties
    • Transaction review – high-value checks
    • UCSC Foundation – financial and treasury management services UC-Wide Compliance and Control
    • UC-wide financial management initiatives
    • UC-wide compliance initiatives
    Organization Management
    • Financial Affairs management – budgeting, personnel, financial management, health and safety
    • Strategic planning - business continuity, training coordination