Requirements For Journal Transfers Involving Recharge Accounts

What is Changing

Effective FY24, UCOP has instituted a Common Chart of Accounts (CCoA) across the UC System, in conjunction with a new UCOP Financial System. One of the changes required by the new UCOP Financial System is a requirement that recharge debit/credit balances must net to zero across all recharge accounts. This has required UCSC to create specific account codes to be used for recharge activity, and to create journal voucher edits to ensure that recharge debit/credits stay in balance. Prior to this change, the account used on the debit side of a recharge transaction did not have to be classified as a recharge account; going forward it does.

To accomplish this in FIS Banner, Enterprise Financial Systems, along with Central Accounting and Budget Analysis and Planning have created new recharge account codes (account codes starting with ‘X’) containing specific mapping restricting their use with new journal voucher rule codes.

General Information

• Rule codes XTOR and XECR have been created for use with new recharge account codes. If a journal transfer must be completed involving recharge account codes (similar to a XTOE), rule code XTOR must be used. If any of the funds are Contracts and Grants related, XECR must be used. For example, if you are transferring a recharge expense from one org code to another, you must use XTOR/XECR because the FOAPAL will involve a recharge account code.
• Recharge transfers must be made across recharge account codes (eg, a transfer cannot be made from X09000 to 000010).
• Approval queues for XTOR and XECR are the same as XTOE and XECG, respectively.
• XTOE and XECG rule codes have been updated to disallow usage of recharge account codes.
• All other transfers should be completed using existing rule codes. Additional rule code information can be found here.
• Budget transfers using recharge/internal transfer account codes do not have these restrictions, and can be used with rule codes XTOF and XDCG. For additional questions regarding budget transfers, please contact ask-recharge-group@ucsc.edu.

Rule Codes

Rule Codes Recording

Rule Code Entry Errors

When attempting to use a disallowed account code on a recharge rule code in FIS Banner, users will receive the following message:

When attempting to use a disallowed account code on a non-recharge rule code in FIS Banner, users will receive the following message:

Rule Code Crosswalk

If you are unsure of the correct rule code to use, please contact fis_probs@ucsc.edu.

Recharge Account Code Crosswalk

Budget Analysis And Planning Communication To Recharge Units

Budget Analysis and Planning has sent a notification to recharge units with additional information about recharge interface transactions that post to FIS Banner. Please see below for the text of this communication.

Intercampus Transfer Account Code Information

UC System Assessments and Recharges

Certain assessments and recharges from the UC Office of the President will be recorded in their own unique account codes.

Intercampus Order/Charge (IOC)

Expenses and recharges between UCSC and other UC campuses and UC entities handled through the IOC process will now be recorded using transfer account codes specific to each campus location, reflecting the direction of expense movement.

The account codes used for these intercampus transfers, listed below, will be prohibited from use with departmental rule codes (e.g. XTOE, XECG) in FIS. This is done to ensure our campus is able to accurately reconcile intercampus transfers with the other campuses, a requirement of CCOA.

If a department needs to change the fund, org or activity code associated with any of the account codes below, they may reach out to Financial Accounting and Reporting (FAR) (accounting@ucsc.edu) for assistance.