What object codes are used in self-supporting activities?
External: On the revenue side of the transaction, when recording money from external customers, self-supporting activities use object code 0060 - INCOME.
Internal: When recording money from internal (i.e., recharge) customers, self-supporting activities use a 3XXX object code (i.e., an object beginning with 3, the most common being 3900 - INTERDEPARTMENTAL RECHARGE).
On the expense side of the transaction, when billing external customers, self-supporting activities use an item code, which is usually assigned object code 0060. When billing internal customers for service, departments use an object code unique to their self-supporting activity. There is usually only one object code per fund and it has object type ES - EXPENSE NOT EXPENDITURE.
When billing internal customers for non-service, all self-supporting activities should use the following:
|5000||RENTAL OF SPACE-INTERDEPT CHGS|
|726A||REGISTRATION FEES INTERNAL|
|72RS||RECHARGE ADMINISTRATIVE COSTS (this must be done on a DI document)|
|7716||SPONSORSHIPS-INTERNAL TO UC DAVIS|
|80RS||RECHARGE / PASS-THROUGH GOODS / SUPPLIES|
In addition, self-supporting activities require a base budget and a current budget, both created via a KFS Budget Adjustment (BA) document. The budget object codes are SUB9 for recharge activity and INCO for income.
How can I look up expense object codes used in a self-supporting recharge activity?
Here are some ways to locate expense object codes used in a self-supporting activity:
- In KFS, click the Reference Tables tab, click Object Code, enter ES in the Object Type Code field, then press Enter on your keyboard or click Search.
- In FIS Decision Support, use Object Lookup (14); enter ES in the Object Type field.
How can I request an object code for my activity?
Provide General Accounting with the following:
- fund number
- description of the activity
- what charts your recharge customers are in (i.e., chart 3, S, H, and/or L)
Why can't we just use any object code?
The State of California requires separation of service for external customers from service for internal customers. In addition, the university's financial reports need to show a balance between recharges and expenses. By using unique object codes, you now have a way of easily identifying the fund sources that are purchasing your service. This would be difficult to accomplish if we allowed an object code used for recharge transactions to also be used for non-recharge transactions.
Where can I view data for my activity?
Enter your unique object code into FIS Decision Support query Object Code Summary by SFGT (199). The results subtotal the expenditures by subfund group type. Click the sub-fund group types to see the accounts that were used.
What are NUD and mark-up?
NUD stands for Non-University Differential and is one of two types of assessments (the other is the campus assessment). It is an additional charge to external customers (i.e., customers that don't have a KFS account number). Its purpose is to recover indirect (i.e., overhead) costs. The NUD assessment transferred out of the operating account is recorded as object code 0066. The department's share of NUD transferred back into the operating account is recorded as object code 0076.
Mark-up is an additional charge to external customers, provided those customers have also been charged the full NUD. Mark-up funds can be used in whatever way the department wishes to support the activity, provided their use complies with other university policies. Mark-up is rare, but when it does occur, it is recorded as object code 006M. Mark-up should be transferred out of the recharge activity's operating fund to a reserve fund at least annually but no more than quarterly (unless the fund is operating at a deficit). To transfer mark-up income, provide General Accounting with the accounts, object codes, and calculation of the amount to be transferred.