What is an Intercampus Order/Charge (IOC)?
An IOC is a billing for costs between two UC Campuses or between one UC Campus and the UC Office of the President (UCOP) resulting in an expense transfer.
- In the case of a refund: one UC location overpaid another UC location, and is now seeking partial or full return of the payment.
- In the case of a reimbursement: one UC location incurred expenses on behalf of another UC location and is seeking payment to cover the expenses.
- IOC Form (XLS)
Note: The IOC form CANNOT BE COMPLETED until the goods and/or services have been performed/provided.
What are some examples of IOCs?
IOC examples include:
> Conference registrations/travel expenses
> Service department billings to Principal Investigators
> Deposits that belong to another campus that were received in error
> Transactions between campuses that involve agency accounts
FAQs about IOCs
- How are IOCs recorded?
Rather than cutting checks to one another, UC Campuses process IOCs via a system of financial control accounts. This involves completion of an IOC form, available on our Forms page.
Note: Always download a new IOC form from our Forms page to ensure it is the most up-to-date form rather than reusing a form you may have previously saved on your computer.Where should I send my completed IOC form?
- Where should I send my completed IOC form?
- The preparer of the IOC will email ONE form per month to firstname.lastname@example.org.
- Why can I only submit one IOC form per month?
The document number assigned to your IOC is based on the initials of the preparer. If the same preparer creates multiple submissions within the same month, duplicate document numbers will be assigned which cannot be posted to the ledgers.
If additional forms are necessary within the same month, please have another person from your department prepare and submit the IOC.
- Who initiates the IOC form?
- The UC Campus receiving the funds is responsible for initiating the IOC form. Similar to sending an invoice – the company that is owed the money, sends the invoice.
Exceptions to this are:
> Sending money to another campus that was deposited at our campus in error
> Sending left over Agency Funds to another campus
For reimbursements and other recharges, the campus receiving the funds initiates the transfer.
For refunds, the campus sending the refund initiates the transfer.
- What is the due date?
- An error-free IOC form must be submitted by the 20th of each month to guarantee it is processed and appears on the ledger for that month.
- What can't be transferred using an IOC?
- Intercampus payroll transactions must follow the intercampus payroll transactions policy and procedure and cannot be accomplished using an IOC. For more information, please visit Staff Intercampus Transfer Transaction.
- Are there any restrictions when sending an IOC?
- Yes, there are many restrictions that need to be considered when using certain accounts and object codes.
Recharge Object Type “IC” needs to be used with Self-Supporting Expense Accounts;
Recharge Object Type “IC” cannot be used with 199XX Expense Accounts;
Recharge Object Type “IC” cannot be used with Gifts & Endowment Expense Accounts;
Recharge Object Type “IC” cannot be used with Contracts & Grants Expense Accounts;
Account Types “DF”, “PR”, “RB”, “RF” and “UB” cannot be used;
Income Object Type “IN” cannot be used with 199XX Expense Accounts;
Income Object Type “IN” cannot be used with Opportunity Expense Accounts;
Income Object Type “IN” cannot be used with Research & Education Expense Accounts (UC Fund 69640);
Income Object Type “IN” cannot be used with Gifts & Endowment Expense Accounts;
Income Object Type “IN” cannot be used with Contracts & Grants Expense Accounts;|
Income Object Type “IN” can only be used with Income Account Type “IN”;
Balance Sheet Object Type “LI” and “AS” can only be used with Balance Sheet Account Type “BS”.
- How do I complete the IOC form?
To complete an IOC, you will need your department Kuali chart, account, and object code (required) and you can add optional fields such as sub-account, sub-object, and project if applicable.
The Description field is limited to 40 characters, so be concise and specific (this will be the exact description that appears in your ledger).
If the IOC is a refund or reimbursement, make sure you include “Refund” or “Reimb” in the description field which will require you to fill in the Prior Document # field.
Note: Do not combine refund IOCs with recharge or reimbursement IOCs.
Provide both the origin code and the document number when you are processing a refund or a reimbursement.
Note: The Kuali account and object code you are processing the refund or reimbursement with must be the same account and object code that was used on the prior document.
You will also need the Other UC Campus Contact Person’s Information (name, phone number & email address) as well as their complete chart string or full accounting unit (FAU).
Note: The chart string will change automatically if you change the campus to be recharged. (The example below is for UCSF’s chart string)
- When will IOCs appear on the ledgers?
1-2 business days after the 20th as long as Accounting & Financial Reporting (A&FR) receives an error-free UCD IOC form.
IOCs initiated by other campuses may or may not appear in the ledger by the end of the month if they are received after the 20th.
- How do IOCs appear on the ledgers?
- IOCs appear in the ledgers as Document Origin Code 92 and Document Type GLJV.