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Edit Rules

SYSTEM MAINTAINED EDIT RULES FOR PERMANENT BUDGET TRANSACTIONS (Journal Entries)

  1. Journal Entries must balance by SAU code, fund code, transaction type and class (FMW transaction code). SAU only relates to Multi-Campus Research Units (MRUs), e.g. MRU UCO Lick.
  2. Transactions can only be performed on the following funds:

    Fund Level 4           

    Description

    11A

    General Funds

    12B

    Endowment Prin - Excl Opp Funds(UR)

    12A

    Endowment Prin - Oppty Funds (UR)

    13C

    Student Fees

    13A

    Summer Session

    13B

    University Extension

    14A

    Sales/Serv of Educational Activity

    16D

    Service Enterprises

    16C

    Other Services

    17R

    Reserves

    12E

    Endowment Income/Unrestricted

    22A

    Special State Approprtns - General

    22B

    Special State Approprtns -Specific

    12D

    Endowment Income/restricted

    32C

    Auxiliary Enterprises - Other

    32A

    Group A Housing & Feeding

    32B

    UCSC Housing
  3. Transactions cannot be performed on program codes 805, 806 or the 9x series.
  4. Transactions cannot be performed on organization code 300000
  5. Organization codes 300000 and 320000 may only be used by the Budget Office. Only transfer account code TB0000 may be used and only with org 320000, and only revenue accounts Rxxxxx may be used with org 300000.
  6. FTE amounts can only be associated with pool account codes B00000 and B01000.
  7. FTE amounts cannot be used with program codes in the 8XX series.
  8. Valid Title Codes must be used with all transactions with pool account codes B00000 and B01000, except organization codes in the 8xxxxx series.
  9. Funds under level 4 code 11A “General Funds” cannot be used with program code 76 “Auxiliary Enterprises”.
  10. Funds under level 4 code 13A “Summer Session” only may be used with organization codes 409900 thru 409997.
  11. Funds under level 4 code 13B “University Extension” only may be used with program code 61.
  12. Program code 61 only may be used with funds under level 4 code 13B “University Extension”.
  13. Funds under level 4 codes 32A, 32B and 32C -  “Group A Housing & Feeding”, “UCSC Housing” and “Auxiliary Enterprises – Other” respectively – only may be used with program code 76.

  14. Special restrictions on transaction involving funds 19900, 19906 and 19922: Allowable for unit – Journal Entries that cross program codes 40 to/from 43, program codes 44 to/from 50, program codes 66 to/from 72, program codes 78 or 80x to/from anything.  Any other desired cross program transaction must be submitted via paper form to Planning & Budget for review.

    Allowable for unit – Journal Entries that result in a net change in pool account B00000 that is greater than or equal to zero. Journal Entries that result in a negative net change in pool account B00000 must be submitted via paper form to Planning & Budget for review.

  15. Use of Journal Entry transaction codes A-1, A-2, A-3, I-1, I-2 and I-3 are restricted to Planning & Budget.
  16. Use of account codes C00000 “Plant”, B080YE “YE Carry Forward Offset Budget Adj” and B08800 “Carryforward from Prior Year” are prohibited.
  17. Use of “History” (terminated) FOAPAL elements is prohibited.
  18. A given fund/revenue account combination can only be associated with a pre- designated organization code. Contact Planning & Budget to designate associated organization codes.

  19. Benefit calculation on FTE increases for funds 19900, 19906, 19917, 19924, 20000, 20360, 66043, 66051 and 69750:

    Benefit costs for employees paid on the above funds are automatically covered centrally, however, a unit is required to contribute to the central benefit pool whenever the unit creates a net increase in FTE. The benefit value/contribution amount is comprised of two components: a fixed cost depending on the FTE % and a salary driven cost. The benefit value for each transaction line with an FTE can be calculated as displayed below. If a J/e has a net increase in FTE % and the sum of the transaction lines’ benefit value is greater than zero, the net benefit value will be placed on a generated transaction line to fund# - 809999 – B06000

    2010-11 Benefit Contribution Calculation:

    Salary driven variable cost (VC) = 17% * Salary (or Journal Entry line $ amount) Fixed Cost (FC) = If (FTE <=. 43), Then $0, Else $9,860

    Benefit Contribution Value =VC + FC

    For current benefit contribution calculation please see:  http://planning.ucsc.edu/budget/policies.asp