Campus Financial Control Resources

Effective July 1, 2020, UCOP implemented its Oracle financial information system and moved from a Financial Accounting Unit (FAU) to a Chart of Accounts (COA). The common Chart of Accounts is standardized across the UC system. Because the COA impacts transactions that flow between UC campuses and UCOP, this page provides information on intercampus transactions. Individual Campus Financial Control Contacts are available to answer your questions.

What does the new UCOP Chart of Accounts (COA) look like?

The new COA has 8 segments, with the first 5 required for most financial transactions.  Things campuses need to know about the COA include the definition of each segment and the required length of each segment. When a campus ask for a COA from UCOP for a cost transfer or recharge, the UCOP employee should provide the full COA to ensure that the transaction can be processed correctly. A complete list of all UCOP chart of account segments is also available for your information. This document will be updated quarterly.

What is the POET account structure and when is it used?

Within Oracle, there is a module that allows us to track special projects. This module is called PPM. For UCOP, we use PPM to track sponsored awards and capital projects, and a few other projects that may have a specific start and end date. In order to properly account for transactions related to these projects, there is a special chart of account just for the projects. 

If the “Project” segment of the COA is populated, then the UCOP department should also provide you with the POET chart string.  Both are required to process any transfers in or out of the PPM module. The POET segments are: 

Pproject (7 digits) – Oorganization (7 digits) – Eexpenditure Type (6 digits) – Task (5 digits)

How do the campuses find their financial control accounts using UCOP's COA format?

Find all of the new Financial Control Accounts for each campus on the Campus Financial Accounts Cheat Sheet.

How do the campuses complete the form when submitting an intercampus cost transfer/recharge to UCOP?

The campus should always initiate their journal and also prepare the responding journal, which is then emailed to journals@ucop.edu. There is a Quick Reference Guide on how to complete an intercampus cost transfer form, step by step. Use the QRG along with the Campus financial Accounts Cheat Sheet for cost transfers and recharges.