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Chart of Account (COA) Requests

IFIS (Integrated Financial Information System) Chart of Account request process (new, edit or inactivation) as of November 4, 2019.

As we approach the transition to our new financial system in Oracle Financials Cloud on July 1, 2020, it becomes increasingly important for us to manage and stabilize changes to our financial data in IFIS, our legacy financial system. Before pursuing legacy COA requests, your consideration of other options would contribute greatly toward diligent IFIS COA management during this limited period of transition.

We are in phase 3- Chart Stabilization- of the transition process, which means all requests for legacy COA will require mapping to CCOA beginning November 4, 2019.  On the request form there is a field titled Index Category that drives much of the OFC mapping, please watch the Index Mapping - Phase Two Crosswalk video for guidance. 

If you have further questions regarding the mapping, please contact your VC business office as they have been very involved in the IFIS to OFC Phase-Three: Mapping Exercise of active COA elements in IFIS through 2019 fiscal year.

Formatting of request form content is extremely important, please read the Oracle COA Title Character Formatting Guidelines before submitting your COA request

 

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Index

Indexes are generally a short cut for the COA elements: Fund, Organization and Program, often referred as IFOP. For new IFOP and change requests, the contact is based on the Fund element, as outlined in the below table. As a reference, you may refer to the Fund Range table which provides a list of fund ranges and the administrator of that fund.

Master Index Requests (New or Reactivate): Include a pdf attachment with VC Approval for New or Reactivation requests.  (An index is considered a Master when it is the ONLY Index containing the same first 3 characters (Index prefix) & FOP combination).

Mapped Index lookup tool allows you to view IFIS indexes with the OFC chart elements (the population of some elements, such as project/tasks, is TBD)

Type of Fund New Master / Subindex requests Or Index Change Requests
Budget (BD)
  1. Master Index, no change / SubIndex requests, go to: http://rmp-apps1.ucsd.edu/rmp_forms/cbo/
  2.  Personnel in CBO will provide GA with mapped indexes on a  weekly basis.
Sponsored Research Fund: Master Index, reactivations, no change / SubIndex requests - contact your OPAFS Award Accountant
Gift Fund:
  1. Complete & Save the Index Request Form
  2. Create a ticket in the Business & Finance Services & Support portal(GET HELP)
    1. Select appropriate category for "I want to" & "About"
    2. Related to: Gift Fund
    3. Include a brief Subject and Description
    4. Use the Add attachment link to upload the completed form

Master Index Requests: Also include a pdf attachment with VC Approval for New or Reactivation requests

Questions: Create a Business & Finance Services & Support portal ticket with Related to: Gift Funds / About: Gift Fund Questions 

Industry-Initiated Clinical Trial Fund: Master Index, no change / SubIndex requests - email octa@ucsd.edu 
Index Reactivations:
  1. For all non-Sponsored Research index reactivations, complete the Index Request Form
  2. Create a ticket in the Business & Finance Services & Support portal (GET HELP)
    1. Select appropriate category for "I want to" 
    2. Related to:  General Accounting
    3. About: Common Chart of Account Req (Non Gift/Sp Rsrch Funds)
    4. Subject: Reactive Index: [type in the Index # ]
    5. Description: [may be same as subject] 
    6. Use the Add attachment link to upload the completed form

Master Index Reactivation Requests: Also include a pdf attachment with VC Approval 

Questions: Create a Business & Finance Services & Support portal ticket with Related to: General Accounting and About: Common Chart of Account Inquiries/Mapping

ALL other:
  1. For all non-Sponsored Research index requests, complete the Index Request Form
  2. Create a ticket in the Business & Finance Services & Support portal(GET HELP)
    1. Select appropriate category for "I want to" 
    2. Related to:  General Accounting
    3. About: Common Chart of Account Req (Non Gift/Sp Rsrch Funds)
    4. Subject: Index Request: [type in the Index # ]
    5. Description: [may be same as subject] 
    6. Use the Add attachment link to upload the completed form

Master Index Requests: Also include a pdf attachment with VC Approval 

Questions: Create a Business & Finance Services & Support portal ticket with Related to: General Accounting and About: Common Chart of Account Inquiries/Mapping 

 

Inactivactions Action

Inactive or add/edit Early Inactivation Date

Use Index Inactivation Tool
Stip Redirect Create a ticket in the Business & Finance Services & Support portal(GET HELP)
  • Gift Funds: Related to: Gift Funds ; About:  Stip redirect ; Subject: Index Inactivation
  • All Other Funds:  Related to: General Accounting; About:  STIP ; Subject: STIP Redirect

Fund

Refer to the Fund Range table for a list of fund ranges and the administrator of that fund.

The IFIS Fund to OFC Fund look up table is a tool available with already mapped data (AD login required)

OPAFS OR OCTA

OPAFS - contact OPAFS award accountant

OCTA - email octa@ucsd.edu

GIFT FUND NEW FOUNDATION FUND:
  1. Complete the New Fund Information Sheet
  2. Create a Business & Finance Services & Support portal ticket
    1. Related to: Gift Funds
    2. About: New Gift Fund (Foundation)
    3. Subject: [type in the Fund #]
    4. Upload form using Add Attachment link
INACTIVATION REQUESTS:
  1. Create a Business & Finance Services & Support portal ticket
    1. Related to: Gift Funds
    2. About: Inactivate Gift Fund (IFIS, FE or ESP)
    3. Subject: [type in the Fund #]
PI or BUSINESS OFFICER CHANGES
  1. Create a Business & Finance Services & Support portal ticket
    1. Related to: Gift Funds
    2. About: PI OR BO Changes
    3. Subject: [type in the Fund #]
Questions: Create a Business & Finance Services & Support portal ticket with Related to: Gift Funds and About: Gift Fund Questions
All Others

Complete Fund Request form

  1. Create a Business & Finance Services & Support portal ticket
    1. Related to: General Accounting
    2. About: Common Chart of Account Req (Non Gift/Sp Rsrch Funds)
    3. Subject: [type in the Fund #]
    4. Upload form using Add Attachment link
Questions: Create a Business & Finance Services & Support portal ticket with Related to: General Accounting and About: Common Chart of Account Inquiries/Mapping

Organization, Program, Account, Location

General Accounting handles the administration of these COA elements.  

  1. Click on the below request form, complete and save
  2. Create a Business & Finance Services & Support portal ticket (GET HELP)
    1. Related to:  General Accounting
    2. About: Chart of Account Request (Non Gift/Sp Rsrch Funds)
    3. Subject: Type the COA request you are requesting and the code (i.e. New Account request: XXX123)
    4. Use the Add attachments link to upload the form and VC approval pdf if required
Request add/edit Organization form IFIS Org to OFC FinUnit lookup tool
(NEW/REACTIVE Org requests require a pdf attachment from VC indicating request approval)
Request add/edit Program form IFIS Program to OFC Function lookup tool
Request add/edit Account form IFIS Account lookup tool
Location - in development Lookup tool in development

Questions: Create a Business & Finance Services & Support portal ticket with Related to: General Accounting and About: Common Chart of Account Inquiries/Mapping

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