Gift & Foundation Accounting Help
Gift Services & Accounting uses ServiceNow to manage campus support requests efficiently and ensure timely routing to the right team. This page provides an overview of our available ServiceNow offerings, including links to request forms, examples of when to use each option, and tips to help your submission reach the correct queue. Whether you need assistance with gift deposits, fund setup, financial reporting, or Foundation accounting questions, you’ll find the right path here.
Inactivate Gift Fund (Oracle or ESP)
About: Gift Funds
Related to: Gift Fund Setup & Transfer
More Specifically: Inactivate Gift Fund (Oracle or ESP)
Use this to request either a) that a gift fund to no longer accept gift or b) to close the fund in Oracle when the fund balance has been fully depleted. When requesting to close a Fund, please add supporting documentation to the case (I understand that there may not be any data on the reports, but for documentation purposes, we ask that they are attached).
1) Attach General Ledger Panorama (General Ledger Transactions Details Report) showing Account balances for the Fund.
Extract report from BAH, launch General Ledger Panorama > run the report for the Fund for the last period
• Asset Accounts start with 1****** should show a $0 balance. (Disregard Account 100000 Interfund Cash Account as it is a system generated balancing Account and is not to be manually adjusted)
• Liability Accounts start with 2***** should show a $0 balance.
• If balances exist, process transactions through the appropriate subledger(s) or process a Journal Entry to clear the Asset and Liability balances.
2) Attach documentation showing that all existing Projects are closed under the Fund.
Extract report from BAH, launch Project Information Lookup Panorama > Project COA Lookup > run the report for the Fund and set Project Status as Active.
3) Attach documentation showing there are no GL Project Balances for the Fund
Extract report from BAH, launch GL Project Balances > run the report for:
o Current Year
o Current Accounting period
o Select the Fund Code (Filter by Fund L4 Selection) - do not enter any additional parameters
4) Attach a copy of the "Gift Fund Balances - Standard Hierarchy" report from the Gift Fund Panorama for the current month and the fund across all financial units.
Gift Fund Chart String
About: Gift Funds
Related to: Gift Fund Setup & Transfer
More Specifically: Gift Fund Chart String
There is no longer a need to set up a transfer fund. Since Campus & Foundation are using separate ledgers within Oracle the fund number is the same on both ledgers. Please ensure your project or task have been created in PADUA prior to submitting a Gift Chart String form. If you need assistance with using PADUA, please see this knowledgebase article.
Gift Fund Chart String Form: This form allows you to provide the single chart string for all gift revenue and endowment payout to be recorded on the UCSD ledger.
- Complete all the fields. All are required.
- If the Fund begins with A, B, D, E, F, H, N, P, T, or U: Do not provide a task or function. These funds only receive revenue on the UCSD ledger. Enter 000 for function and 0 for task.
- If the Fund begins with M or R: task and function are required so credit card fees can be posted to both GL & PPM.
Please see our FAQ page for information about the process, including timing.
Gift Fund Questions
About: Gift Funds
Related to: Gift Fund Inquiries
More Specifically: Gift Fund Questions
Use this for any questions not covered by another service offering for gift funds.