Updates to the Chart of Accounts May 31 and July 1

Finance Community,

There are several important updates that will be implemented on May 31 and July 1. Please review the upcoming changes and make sure you take appropriate actions.

Effective May 31, 2022

Agriculture & Natural Resources (ANR) and UCOP systemwide activity in business unit J0000 will be reported to UCOP as two separate entities. This will be accomplished by reporting all activity to specific ANR or UCOP systemwide department IDs (8xxxx series of department IDs). Effective May 31, 2022, users will be required to use an existing ANR or UCOP department ID for both sides of the transaction when recording online financial journals in BUJ. If you try to use a non 8xxxx dept ID with BUJ, you will receive an error message so make sure to update your journal entries and templates.

Effective for transactions starting with July 2022 accounting date

When recording intercampus recharge transactions between UCB and other campuses/UCOP you will need to use new 98xxx series of accounts for transactions currently recorded in 5xxxx expense accounts. Please note that there are two separate accounts for each campus – Intercampus Recharge Debit for transferring funding and Intercampus Recharge Credit for transferring costs. There are also two new Intercampus Recharge Debit / Credit ANR accounts for transactions with ANR units at other campuses. Please make sure to update your journal entries and templates accordingly.

For transactions recorded in July for the June accounting period, you will continue to use 5xxxx expense accounts.

Contract and grant intercampus subaward transactions will be recorded to the 92xxx UC campus/UCOP accounts and will replace existing 578xx intercampus subaward expense accounts. Please update existing POs in BearBuy with these new accounts by December 31, 2022, as the old accounts will no longer be available in BFS. For new POs created starting July 1 make sure to use new 92xxx accounts.

Internal department recharge activity should be recorded to new 590xx expense accounts, with the recharge credit transactions recorded to existing account 59000 – Internal Recharge Income. If you are a recharge unit please make sure to update your journal entries and templates to use 590xx accounts for both sides of the transaction. If you are not a recharge unit but currently use account 59000 to record revenue or 56xxx recharge accounts for vendor payments, please use a different account going forward and update existing POs in BearBuy as soon as possible. Please be aware that old 56xxx recharge accounts will be inactivated in BFS in July.

For transactions recorded in July for the June accounting period, you will continue to use non 590xx expense accounts.

Starting July 1 you may see specific revenue and expense allocations from UCOP recorded to new 94xxx and 95xxx accounts.

Campus departments should use chartfield 1 (CF1) codes to record specific UC systemwide program transactions in the general ledger. Examples of such programs include Natural Reserve System, CA Institute of Quantitative Biosciences (QB3), Center for Information Technology Research in the Interest of Society (CITRIS), etc.

More information about these changes and the full list of UC systemwide programs are available on the Controller’s Office website. Please reach out to the Financial Accounting and Controls team with any questions at gao@berkeley.edu.

Thank you,

Controller’s Office

Office of the Vice Chancellor of Finance