Supersedes: Not Applicable
Issuance Date: 02/01/2000
Issuing Office: Business & Financial Services, Extramural Funds
UCSD Policy and Procedure Manual (PPM)
350-50 Guide to Reading the IFIS Chart of Accounts
The Account Code Validation (ACV) process is designed to identify Account Codes that are or may be out of compliance with applicable regulations. The scope of the validation process applies to prescribed Rule Classes for expenditures charged to federal and federal flow through sponsored projects. Departments can identify such transactions through the Account Code Validation process at the time of entry into IFIS.
University of California policies prescribe that expenditures must comply with the policies and procedures associated with the funding source being charged. Incorporated in these policies is the requirement that only allowable expenditures can be charged to a funding source with available funds.
Upon receipt of a sponsored project award, OCGA reviews the award for any special financial terms and conditions. Based on this review, OCGA notifies Extramural Funds and the responsible department that:
As sponsored project award notifications are received from OCGA, EMF identifies exception Account Codes related to the financial terms and conditions of the award.
Upon receipt of the award notification from OCGA, responsible departments review the award to identify those Account Codes to be monitored on expenditure transactions for reconciliation reporting.
This list identifies Account Codes that have proven to be troublesome in the past for expenditures charged to sponsored projects. A review of these Account Codes to determine which of them should be monitored for the department's sponsored projects is recommended.
Other Account Codes of concern to the department may also be added to this file for closer monitoring. The IFIS WARNACCT Screen is the screen template used to update the Error Type field with a "W" in the IFIS Account/ Fund/XRef file. The "W" Account Code classification identifies the prescribed transactions for a fund_organization_program with a "W" in FinancialLink's Annotator.
As regulatory conditions change for an award, the exception Account Codes related to that award (fund) may be amended with additions or deletions.
Based on changes to sponsored project regulations, OCGA will keep EMF apprised of these changes.
Departments may also request EMF to "E" Code other Account Codes. This action will increase their control by blocking specific expenditures at point of entry.
Note: These actions should apply to long-term conditions - several months and not a few weeks. It should also be noted that exception Account Codes are applied to all expenditures at the fund level.
EMF determines how these changes apply to specific Account Codes used by the Account Code Validation process for blocking transactions at the point of entry. Based on their review, EMF performs the following:
This listing will not be updated for exception Account Codes requested by the Department, as these are limited to the requesting department's fund(s).
Maintains a table list used by IFIS for Account Codes requiring approval before they may be accepted as a direct charge to a sponsored project.
Note: This list is based on federal regulations common to most agencies. IFIS uses these Account Codes as an edit to block related expenditures at their point of entry. Refer to the exception list of Standard Account Codes Requiring Expenditure Approval for Federal Awards.
Note: IFIS uses these account code/fund_organization_program combinations to tag an expenditure transaction with a "warning" code when a match is achieved. The tagged transactions are listed in the FinancialLink Annotator Report for the department's review.
Note: A Non-Payroll Expense Transfer usually achieves the needed corrective action. Until follow-up action occurs, IFIS treats these items as "accepted" transactions.