Transaction Management

For more information, please visit the Viewing and Lifting Commitments for Concur and Oracle Blink page.

As we stabilize in the upcoming year, departments are encouraged to make corrections directly at the source in the sub-system and not in the General Ledger.

In order to get a General Ledger Journal Entry approved, preparers will need to:

1. Attach supporting documentation 

• All Journal Entries (with the exception of resource transfers on account 774009) will require supporting documentation to be attached in order to obtain approval for posting.
• If you miss attaching the documentation, please follow guidelines on how to withdraw the journal, attach the documentation and re-submit.
• Journals without supporting documentation will be rejected.

2. Use appropriate naming convention for the Journal Name 

• Journal and Journal batch names should start with:
  • VC Abbreviation + Sub Department Abbreviation (if applicable) + Preparer Initials + Journal number (use a 4 digit number and track your journal number)
• Central Offices will prefix Journal names with: 
  • Central Office Abbreviation + Preparer Initials + Journal number (use a 4 digit number)

Refer to the How to Process a Journal Entry KBA for detailed guidance.

Information to know about resource transfer journals:

1.  This will impact the General Ledger only (do not request a push to PPM)
2. The transfer will be on Account 774009 Fund Balance Transfer and at the end of the year, it will roll into account 300000, which is an accumulated Fund Balance
3. The Fund and Account segments for the debit and credit on the journal will be same

Do NOT submit a Resource Transfer journal if:

1. Moving on Sponsored Project
2. Moving an expense, then complete a cost transfer
   1. Cost Transfer Guide
   2. How to Perform a Full, Split or Select Multiple Transactions/Costs for a Cost Transfer in Oracle
3. Missing or incorrect Project on a Purchase Order (PO), then correct the PO
   1. Requests for resource transfer on Project 0000000 to a Project will be transferred to Procurement Support
4. Transferring resource request is across funds, then the correction needs to happen where the funds are logged
   1. ICA and GFA will not change the fund because this can change the purpose of the funds 

Departments are encouraged to work with their local contact(s) to initiate resource transfers journals.

Detail codes drive the description on student billing statements and determine where your department receives credit in your ledgers. ISIS Detail Codes will only be created to enter student charges into the ISIS AR system starting July 1, 2020.

For more information, please visit the How to Request an ISIS Detail Code Blink Page.

A cost (expense) transfer occurs when expenses are moved from one accounting distribution to another after they have been recorded in the operating ledger. If your job duties include processing cost transfers, you must follow specified procedures to fulfill federal, state, and UC requirements. Explanation to all cost transfers must be simple and succinct.

All cost transfers must include answers to the following 4 questions: 

1. How did the error occur?
2. What is the benefit of moving the effort (salary/payroll) or non-payroll expense to the transfer TO project? (A Direct Retro done in UCPath moves salary to match effort.) Provide specific descriptions of items being transferred.
3. Address the untimeliness. Why is the expense being moved so late?
4. What is being done to prevent this type of expense transfer in the future?

Payroll expense transfers older than 24 calendar months are the highest compliance risk. 

Final approvals for PPM cost transfers must occur by the monthly PPM subledger cut-off date to post in that accounting period.

For detailed information, please visit the Cost Transfers Blink Page.

Project Transaction Controls are used to prevent unallowable costs from posting to projects. These could be unallowable for a variety of reasons due to Sponsor restrictions, fund restrictions, Cross Validation Rules or because of a unique project purpose.  The controls are initially set based on the project template, but can then be modified by central offices. Transaction controls are generally at the project level, but can be at the task level as well. The control can be based on expenditure category, or more commonly, the expenditure type.

Capital Projects are setup with Inclusive controls, meaning the expenditure types are the ONLY ones allowable on the project.

Sponsored Projects are setup with Exclusive controls, meaning those expenditure types are NOT allowed to be charged to the project.

General Projects and Default projects generally do not have controls, but they may be added to help control CVR violations. CVR violations are identified at the time of accounting, whereas transaction controls are systematically checked at the time of costing.

Use the Project Transaction Controls report to see what controls are on a specific project, award and/or template.