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Intercampus Orders/Charges Instructions

If you have questions about these procedures, please contact Lorie Champlin at (530) 757-8517 or llchamplin@ucdavis.edu

If you are initiating an IOC

·	Use the instructions below to initiate an intercampus recharge between your department and another UC campus or the Office of the President.

If an IOC is being initiated at another campus, or by Office of the President

·	Please provide them with both the OP location/account/fund and 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 an Interdepartmental Order and/or Charge (IOC) form	This form is available to purchase through Central Storehouse (Item #71443-237) or to download as a Microsoft Word 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 prior to it being submitted to General Accounting. The signature of the department being charged may be a faxed signature. Alternatively, you may attach a memo or e-mail from the department being charged indicating that they have reviewed the charge and are accepting it. Incomplete forms will result in processing delays and possible return of form to initiator.
6	Assign a number to the IOC (optional)	If you are using the downloaded IOC form, you may want to assign a number to the IOC. Unlike the IOC forms available for purchase at Central Storehouse, the on-line form does not have any sequential numbering capability. Departments who regularly use the form from the web have their own numbering logic and they keep a log of the numbers used.
7	Submit form and copies to General Accounting	After you have completed the IOC form, send the original and back-up documents to Lorie Champlin, General Accounting. All IOCs received by the 20th of the month are processed in DaFIS that month. Since we are routing these documents to the other campuses, we make an effort to process them within the cutoff periods of the other locations so that the entries can be made during the same month as our entries here at UCD.

Avoiding the Top 5 Mistakes on the IOC form

1. Incomplete accounting information.

   You must provide your complete Full Accounting Unit for the UCD portion of the charge or credit section AND you must provide complete accounting numbers for the other campus department's account. Do not assume that numbers you have been using for several years for another campus are still correct. Most other campuses have switched to their own on-line financial systems and each campus uses very different formats for their account numbers. For an outline of the various components of each campus' accounting strings, refer to the UC Campus Account Strings page.

2. Documents received in General Accounting too late for processing in the same month.

   General Accounting must receive your intercampus charge/credit documents no later than the 20th of the month for processing in that same fiscal period.

3. Not providing General Accounting with the form and backup documentation.

   You must send the original IOC form and backup paperwork to General Accounting.

4. No campus name on the form.

   You must indicate UC Berkeley, UC Santa Cruz, etc. on the intercampus charge form in order for your documents to be correctly processed by General Accounting.

5. No contact name listed for the other campus.

   Intercampus transactions are handled by General Accounting staff at each of the nine campuses and at the Office of the President (OP). Since the other campus or location may have questions about the transaction, it is essential that a contact name and phone number for both our campus and the receiving campus are clearly indicated. This contact name and phone should be for the person at each location most able to answer questions about the transaction.