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Intercampus Orders/Charges Instructions

The following instructions detail how to transfer expenses involving multiple UC locations. Any location can initiate the transfer; however, for services rendered, the campus providing the service usually completes the form.

If the Interdepartmental Order and/or Charge (IOC) form will be initiated by another UC campus or by Office of the President:

• Provide them with the UC location, account, and fund as well as your DaFIS Full Accounting Unit (FAU).
• Ask them to include the DaFIS FAU in the "Description" section of the IOC.

	What to do	How you do it
1	Obtain the IOC form	Download the IOC form.
2	Enter your department's information	Enter your DaFIS Full Accounting Unit (FAU) in either the Account Charged (upper right) or Account Credited (lower right) field. Enter your full department name. Provide a contact person name and phone number for your department. Note: If your DaFIS full accounting unit does not easily fit into the boxes provided, put an asterisk (*) in the appropriate box and list the full accounting string in the "Description" section of the form.
3	Enter the other department's information	Enter the full accounting string for the department and campus with which you are doing business. Note: Do not assume that the other campus is using account numbers that you have used in previous years. Contact them to be sure you are using up-to-date accounting information. Enter their full department name and campus. Provide a contact person name and phone number for their department. Note: If the account numbers you receive from other campus will not fit into the boxes provided on the IOC form, put an asterisk (*) in the appropriate box and list the full accounting string in the "Description" section of the form.
4	Enter a full description	Give all the information known to you, and provide additional back-up documents whenever available. This will reduce the need for campus-to-campus phone calls later and assure quicker processing of your IOC at both campuses.
5	Obtain needed signatures	The department receiving the charge on an IOC should sign the form as follows: For current year transfers, your Department Chair or delegate should sign the form. For permanent transfers, your Department Chair and Dean should sign the form. Faxed signatures are ok. Alternatively, you may attach a memo or e-mail from the department indicating that you have reviewed the charge and are accepting it.
6	Assign a number to the IOC (optional)	Departments who regularly use the form assign a unique number to each one. They generally have their own numbering logic and keep a log of the numbers used.
7	Submit form and copies to General Accounting	After you have completed the IOC form, keep a copy of the form for your records to verify entries on your ledger, and then forward the original and back-up documents to General Accounting. That department will create a DaFIS Journal Voucher (JV) document and process the IOC form. All IOCs received by the 20th of the month are processed as soon as possible to ensure the entries are recorded during the same month for both locations.

If you have questions about these procedures, contact General Accounting.