Business Resource Center

Campus Financial Control Resources

UCOP has implemented a new financial information system - Oracle - and has moved to a new Chart of Accounts (COA) that is standardized across the UC system effective July 1, 2020. Since this new COA impacts transactions that flow between your campuses and UCOP, we wanted to provide you with some information to help guide you on how to process these transactions. Your 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. The New Chart of Accounts defines the segments and provides the required length.  When your campuses ask for a COA from UCOP for a cost transfer or recharge, the UCOP employee should provide you with 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 regularly updated.

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 above is populated, then the UCOP department should also be providing you with the POET chart string.  Both are required to process any transfers in or out of the PPM module. The POET segments are: 

Project (7 digits) – Organization (7 digits) – Expenditure Type (6 digits) – Task (5 digits)

How do the campuses find their financial control accounts new COA format?

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

Does the account code segment work for intercampus cost transfers and recharges?

When moving expenses or funds across the system, there are specific cost transfer/recharge accounts set up to help classify and identify these types of transactions.  These are called the 7XXXXX accounts.  We put together a Quick Reference Guide on how to use these account codes as well as an All Account Code Cheat Sheet (for campuses) for cost transfers and recharges. 

What form do we use when submitting an intercampus cost transfer/recharge to UCOP?

With the change in the account structure, we have updated our Campus Transfer Request Form to account for the new account code structure.  There are two sections of the account section which allows for the POET and the COA.  Remember, if there is nothing but zeros in the “Project” segment of the COA, you can leave the POET section blank.  But if there is a “Project” listed, the POET is required.

What hasn't changed?

The good news is that some things are staying the same.  You will still continue to work with the UCOP Business Resource Center to submit your intercampus cost transfers and recharges for processing.  Once you have prepared the journal/responding journal, you can email it to journals@ucop.edu just as you have before. 

In addition to who you work with and how you submit cost transfers/recharges to UCOP staying the same, there will be no changes to the E journal system for now.  You will continue to use the legacy UCOP Full Accounting Unit (FAU) and process the journals just as you are doing now.  So there are no changes to how and when an E journal is processed.