University of California
Accounting Manual


The basic purpose of the Accounting Manual is to provide campus accounting officers with direction and guidance in connection with those accounting transactions, procedures, and reports that should be uniform throughout the University.

The Accounting Manual is an official directive of the Office of the Senior Vice President--Business and Finance. It is published and maintained by the Corporate Accounting Office as part of the general responsibility for University accounting policy assigned to the Office of the Vice President--Financial Management.

The goal is to make the Manual as clear and useful as possible. All users are encouraged to contact Accounting Manual Editor with any suggestions for revising or improving the Manual.

Many of the Manual chapters are presented in Adobe Acrobat format (PDF). A free Acrobat Reader and instructions on configuring your browser are available from Adobe.


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TABLE OF CONTENTS

Items listed in the column entitled AM CHAPTER OR BFB refer to Accounting Manual chapters or Business and Finance Bulletins (BFB), respectively. Formal or official inquiries regarding the policies contained in a chapter or BFB should be addressed in writing to the Vice President--Financial Management.

   AM CHAPTER
OR BFB

I.INTRODUCTION 
  Copy Number Assignment A-000-00
  List of Current PagesA-000-0.5
  Table of ContentsA-000-1.0
  IndexA-000-1.1
  ForewordA-000-3
  University Accounting ProgramA-000-4
  Accounting Officers' ConferencesA-000-5
    
II.GENERAL 
 A.ACCOUNTING STRUCTURE 
  Account ClassificationA-115-1
  Accounting Codes: General LedgerA-115-2
  Accounting Codes: Transaction Codes for Fund Balances AccountsA-115-3
  Uniform Accounting StructureU-751-17
    
 B.ACCOUNTING RECORDS AND REPORTS 
  Accounting FormsA-115-25
  Accounting Records: Automatic DPC EntriesA-115-7
  Evaluation of Legally Separate Entities for Financial Reporting Purposes A-557-67
  Financial Control AccountsF-351
  Financial JournalsF-235-45
  Official Documentation Required in Support of University Financial TransactionsA-000-7
  ReportsR-265
    
 C.OTHER 
  Agency AccountsBFB A-54
  Delegation of Authority-- Signature AuthorizationD-224-17
 Insurance: Professional Medical and Hospital Liability ProgramI-577-55
  Internal Control StandardsBFB IA-001
  InventoriesI-581
  Short-Term Investment Pool (STIP)--Distribution of IncomeBFB A-60
  Use of State of California Pool Cars and Garage FacilitiesBFB BUS-7
    
III.COST ACCOUNTING 
  Academic Support Unit Costing and Billing GuidelinesBFB A-56
  University Direct Costing ProceduresBFB A-47
   
IV.CASH AND BANKING OPERATIONS 
  Cash: Cash ControlsC-173
  Cash: Balances of Individual FundsC-173-13
  Cash: Campus Cash Collection DepositsC-173-14
  Cash: Check ControlsC-173-15
  Cash: Controlled Disbursements ProcessingC-173-15.2
  Cash: Deposits and Other CreditsC-173-26
  Cash: Letters of CreditC-555-42
  Cash: Petty Cash DisbursementsC-173-61
  Cash: Unclaimed and Uncashed ChecksC-173-78
  Cash: Credit and Debit Card ProgramC-173-85
  Policy for Handling Cash and Cash EquivalentsBFB BUS-49
  Procedures for Investigating Misuse of University ResourcesBFB G-29
  Internal Control Standards: Issuance and Control of Operating Cash Funds (rescinded). This information may now be found in BUS-49, Policy for Handling Cash and Cash EquivalentsBFB IA-403
    
V.ACCOUNTS RECEIVABLE OPERATIONS 
  Bankruptcy ClaimsBFB G-34
  Receivables ManagementR-212-2
    Sale and Pledges of Receivables and Future Revenues R-251-1
       
VI.ACCOUNTS PAYABLE OPERATIONS 
 A.DISBURSEMENTS 
  Disbursements: Advance PaymentsD-371-11
  Disbursements: Approvals RequiredD-371-16
  Disbursements: Cancellation and Redrawing of Vendor ChecksD-371-12
 Disbursements: Discount TerminologyD-371-23
  Disbursements: Encumbrance AccountingD-371-21
  Disbursements: FreightD-371-28
  Disbursements: Honorarium PaymentsD-371-35
  Disbursements: Invoice Processing in Response to Purchase Authorizations (see also UC Sales & Use Tax Manual)D-371-36
  Disbursements: Payments for Deceased Payees Made Through the Vendor SystemD-371-62
  Disbursements: Use of Procurement Cards for Low-Value Purchases (rescinded). Information on the Procurement Card Program may now be found in BFB BUS-43, Part 8D-371-76
    
 B.TAXES 
  Disbursements: Accounting for and Tax Reporting of Payments Made Through the Vendor SystemD-371-12.1
 Disbursements: State Tax Withholding from Nonwage Payments to Nonresidents Of CaliforniaD-371-77
  Tax Exemption and Refund Claims Filing for Property Leased by the UniversityBFB G-38
  Taxes: Federal Excise TaxesT-182-22
  Taxes: Local Telecommunication TaxesT-182-25
  Taxes: Federal Taxation of AliensT-182-27
  Taxes: Income Tax Information in the Accounting ManualT-182-37
  Taxes: Sales and Use Tax (see also UC Sales & Use Tax Manual)T-182-73
  Taxes: Taxpayer Identification NumbersT-182-735
  Taxes: Transient Occupancy TaxesT-182-75
  Taxes: State Fuel TaxesT-182-76
  Taxes: Taxation of Scholarship and Fellowship Grants and Educational AssistanceT-182-77
    
 C.OTHER 
  Accounting and Reporting for Leases and Installment Purchase ContractsL-217-11
  Administrative Fund PaymentsA-253-27
  Assignments by Vendors and Construction ContractorsA-773-82
 Employee Non-Cash AwardsBFB G-41
 EntertainmentBFB BUS-79
  Senior Management Automobile Policy and ProceduresE-821
  Moving: Policy and Regulations Governing Moving and RelocationBFB G-13
  Reimbursement for Overtime MealsBFB G-32
  Travel: Policy and Regulations Governing TravelBFB G-28
    
VII.PAYROLL OPERATIONS 
 A.GROSS PAY 
  Payroll: Attendance, Time Reporting, and Leave Accrual RecordsP-196-13
  Payroll: Official pay DatesP-196-16.5
  Payroll: Damage Payments for Services Performed Before Loyalty Oath Is SignedP-196-21
  Payroll: Range AdjustmentsP-196-62
    
 B.TAXES 
  Payroll: Accounting for and Tax Reporting of Mandatory Deductions and Insurance Benefit ContributionsP-196-11
  Payroll: Federal Taxation of CitizensP-196-28
  Payroll: Settlement PaymentsP-196-76
  Payroll: State Tax Withholding from EmployeesP-196-77
  Taxes: Federal Taxation of AliensT-182-27
  Taxes: Income Tax Information in the Accounting ManualT-182-37
  Taxes: Tax Withholding for States Outside of CaliforniaT-182-78
    
 C.RETIREMENTS 
  Payroll: OASDI and Medicare ContributionsP-196-30
  Payroll: UCRS Accounting ProceduresP-196-78
    
 D.OTHER DEDUCTIONS AND BENEFITS 
  Payroll: Contribution Deductions for Fund-Raising OrganizationsP-196-16
  Payroll: Deduction-Cost ReimbursementP-196-23
 Payroll: Group Automobile InsuranceP-196-35
  Payroll: Health Sciences Compensation PlansP-196-37
  Payroll: Miscellaneous Payroll Deductions for Employee Organizations, Faculty Clubs, and Credit UnionsP-196-53
  Payroll: Unemployment InsuranceP-196-77.5
   Payroll: U.S. Savings Bonds (rescinded)P-196-777
  Payroll: Workers' Compensation InsuranceP-196-86
    
 E.OTHER 
  Internal Control Standards: Departmental PayrollsBFB IA-101
  Payroll: Employee Death PaymentsP-196-25
  Payroll: Employee ExchangesP-196-25.5
  Payroll: Interlocation Transfers and AppointmentsP-196-38
  Payroll: Salary Attachments and AssignmentsP-196-70
  Payroll: Termination Benefits

P-196-80

    
VIII.STUDENT FINANCIAL AID OPERATIONS 
  Accounting Procedures for Recording Federal Financial Aid Administrative AllowanceA-115-62
  Student AidS-772
  Student Aid: Economic Opportunity Act--Work-Study ProgramS-772-85
   
IX.CURRENT FUNDS ACCOUNTING 
 A.GENERAL FUNDS 
  State ClaimsS-717
    
 B.TUITION AND FEES 
  Education Abroad Program: Intercampus TransactionsE-227-35
  Student Fees: Educational FeeS-772-31
  Student Fees: Exemptions, Waivers, and Special ProvisionsS-772-33
  University Extension Concurrent CoursesU-538-23
  University Extension: Summer Term DeferralsU-538-27
    
 C.FEDERAL GOVERNMENT 
  Contracts and Grants: Cash Advance ProgramsC-557-21
  Contracts and Grants: Federal Contract and Grant Administration Funds-- Allocations for Administrative and Disallowed CostsC-557-23
    
 D.SPECIAL STATE APPROPRIATIONS AND CONTRACTS 
  Contracts and Grants: Indirect Costs Recovered from State AgenciesC-557-38
    
 H.SALES AND SERVICES OF EDUCATIONAL ACTIVITIES 
  Hospitals: Dental Clinics Cost Accounting and ReportingH-571-21
    
 I.SALES AND SERVICES OF AUXILIARY ENTERPRISES 
  Accounting Procedures for Acquisition and Sale of Service Enterprise AssetsA-115-17
  Accounting Procedures for Funding Current Working Capital Requirements of Service EnterprisesA-115-18
  Auxiliary EnterprisesA-783-1
  Costing and Working Capital for Auxiliary and Service EnterprisesBFB A-59
  Housing and Food Service Operations Uniform Cost Accounting SystemBFB A-17
    
 J.SALES AND SERVICES OF TEACHING HOSPITALS 
  Health Care Services:Professional FeesH-214-7
  Health Sciences Compensation PlansH-214-75
  Hospitals: California Hospital Commission Accounting ManualH-576-11
  Hospitals: Acquisition of Medical GroupsH-576-15
 Hospitals: Cost Reimbursement by Third Party SponsorsH-576-18
  Hospitals: Financial Evaluation StandardsH-576-28
  Hospitals: Patient Activity and Financial Projections (Modeling)H-576-61
  Hospitals: Plant Asset AccountingH-576-62
  Hospitals: Reporting RequirementsH-576-67
  Hospitals: Clinical Teaching SupportH-576-73
  Hospitals: Working CapitalH-576-85
  Medical CentersH-576
  Medical Centers: Accounting for Capitated ContractsH-576-12
  Medical Centers: Medi-Cal Supplemental PaymentsH-576-57
  Medical Centers: Patient Accounts ReceivableH-576-60
    
 K.OTHER SOURCES 
  Campus Computer Center Fiscal OperationsBFB IS-1
  Computing Activities: Accounting Procedures for Campus Computer CentersC-556-12
  Operating Guidelines for University Supply InventoriesBFB BUS-54
    
X.LOAN FUND ACCOUNTING 
  Employee Emergency Loan FundE-526-48
  Faculty Residential Mortgage Revenue Bond ProgramsF-117-65
  Supplemental Home Loan ProgramF-117-73
  Student Aid: Loan Fund AccountingS-772-12
 Student Aid: William D. Ford Federal Direct Loan ProgramS-772-18
    
XI.ENDOWMENT AND SIMILAR FUNDS ACCOUNTING 
  Endowment and Similar FundsE-525
  Gifts: Financial Reporting of Gifts of Tangible and Intangible PropertyG-327
  Gifts: Recording of PledgesG-327-66
  Investments and Investment IncomeI-582
    
XII.PLANT FUNDS ACCOUNTING 
 A.UNEXPENDED PLANT FUNDS 
  Plant Accounting: Borrowed Funds--LocalP-415-12
  Plant Accounting: Housing Project Units For Sale to FacultyP-415-36
  Plant Accounting: Fabricated PropertyP-415-32
  Plant Accounting: Stop Notices, Assignments, and Tax LiensP-415-6
  Plant Accounting: Unexpended Plant FundsP-415-8
    
 B.RETIREMENT OF INDEBTEDNESS FUNDS 
  Plant Accounting: Bond FinancingP-415-14
  Plant Accounting: Retirement of IndebtednessP-415-5
    
 C.RENEWALS AND REPLACEMENTS FUNDS 
  Plant Accounting: Renewals and ReplacementsP-415-66
    
 D.INVESTMENT IN PLANT FUNDS 
  Application of Proceeds from the Sale, Trade-in or Transfer of University PropertyBFB A-51
  Libraries and Collections: CapitalizationL-316-11
  Accounting and Reporting for Leases and Installment Purchase ContractsL-217-11
    Capitalization of Property, Plant, and Equipment P-415-10
  Plant Accounting: Capitalization of Expenditures Made from Current FundsP-415-1
  Plant Accounting: Certificates of ParticipationP-415-16
  Plant Accounting: Commercial PaperP-415-26
  Plant Accounting: Costing and Reconciling Inventorial Equipment AcquisitionsP-415-2
  Plant Accounting: General Improvement Write-offsP-415-3.2
  Plant Accounting: Investment in Plant-Capitalization and Elimination in Current FundsP-415-3
  Plant Accounting: Investment in Plant-DepreciationP-415-3.1
  Plant Accounting: Investment in Plant-Impairment of Capital Assets and Insurance Recoveries P-415-4
  Plant Accounting: State Capital ProjectsP-415-71
  Recording Proceeds from the Sale, Trade-in or Transfer of University PropertyR-216-62
    
XIII.UCRS FUNDS ACCOUNTING 
  Taxes: Income Tax Information in the Accounting ManualT-182-37
  University of California Retirement Saving ProgramU-167-1
  UCRS: Accounting for UCRS FundsU-167-17
  UCRS: Tax Withholding from Annuity PaymentsU-167-78


This page last updated on May 30, 2008.