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.
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TABLE OF CONTENTSItems 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 Pages A-000-0.5 Table of Contents A-000-1.0 Index A-000-1.1 Foreword A-000-3 University Accounting Program A-000-4 Accounting Officers' Conferences A-000-5 II. GENERAL A. ACCOUNTING STRUCTURE Account Classification A-115-1 Accounting Codes: General Ledger A-115-2 Accounting Codes: Transaction Codes for Fund Balances Accounts A-115-3 Uniform Accounting Structure U-751-17 B. ACCOUNTING RECORDS AND REPORTS Accounting Forms A-115-25 Accounting Records: Automatic DPC Entries A-115-7 Evaluation of Legally Separate Entities for Financial Reporting Purposes A-557-67 Financial Control Accounts F-351 Financial Journals F-235-45 Official Documentation Required in Support of University Financial Transactions A-000-7 Reports R-265 C. OTHER Agency Accounts BFB A-54 Delegation of Authority-- Signature Authorization D-224-17 Insurance: Professional Medical and Hospital Liability Program I-577-55 Internal Control Standards BFB IA-001 Inventories I-581 Short-Term Investment Pool (STIP)--Distribution of Income BFB A-60 Use of State of California Pool Cars and Garage Facilities BFB BUS-7 III. COST ACCOUNTING Academic Support Unit Costing and Billing Guidelines BFB A-56 University Direct Costing Procedures BFB A-47 IV. CASH AND BANKING OPERATIONS Cash: Cash Controls C-173 Cash: Balances of Individual Funds C-173-13 Cash: Campus Cash Collection Deposits C-173-14 Cash: Check Controls C-173-15 Cash: Controlled Disbursements Processing C-173-15.2 Cash: Deposits and Other Credits C-173-26 Cash: Letters of Credit C-555-42 Cash: Petty Cash Disbursements C-173-61 Cash: Unclaimed and Uncashed Checks C-173-78 Cash: Credit and Debit Card Program C-173-85 Policy for Handling Cash and Cash Equivalents BFB BUS-49 Procedures for Investigating Misuse of University Resources BFB 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 Equivalents BFB IA-403 V. ACCOUNTS RECEIVABLE OPERATIONS Bankruptcy Claims BFB G-34 Receivables Management R-212-2 Sale and Pledges of Receivables and Future Revenues R-251-1 VI. ACCOUNTS PAYABLE OPERATIONS A. DISBURSEMENTS Disbursements: Advance Payments D-371-11 Disbursements: Approvals Required D-371-16 Disbursements: Cancellation and Redrawing of Vendor Checks D-371-12 Disbursements: Discount Terminology D-371-23 Disbursements: Encumbrance Accounting D-371-21 Disbursements: Freight D-371-28 Disbursements: Honorarium Payments D-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 System D-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 8 D-371-76 B. TAXES Disbursements: Accounting for and Tax Reporting of Payments Made Through the Vendor System D-371-12.1 Disbursements: State Tax Withholding from Nonwage Payments to Nonresidents Of California D-371-77 Tax Exemption and Refund Claims Filing for Property Leased by the University BFB G-38 Taxes: Federal Excise Taxes T-182-22 Taxes: Local Telecommunication Taxes T-182-25 Taxes: Federal Taxation of Aliens T-182-27 Taxes: Income Tax Information in the Accounting Manual T-182-37 Taxes: Sales and Use Tax (see also UC Sales & Use Tax Manual) T-182-73 Taxes: Taxpayer Identification Numbers T-182-735 Taxes: Transient Occupancy Taxes T-182-75 Taxes: State Fuel Taxes T-182-76 Taxes: Taxation of Scholarship and Fellowship Grants and Educational Assistance T-182-77 C. OTHER Accounting and Reporting for Leases and Installment Purchase Contracts L-217-11 Administrative Fund Payments A-253-27 Assignments by Vendors and Construction Contractors A-773-82 Employee Non-Cash Awards BFB G-41 Entertainment BFB BUS-79 Senior Management Automobile Policy and Procedures E-821 Moving: Policy and Regulations Governing Moving and Relocation BFB G-13 Reimbursement for Overtime Meals BFB G-32 Travel: Policy and Regulations Governing Travel BFB G-28 VII. PAYROLL OPERATIONS A. GROSS PAY Payroll: Attendance, Time Reporting, and Leave Accrual Records P-196-13 Payroll: Official pay Dates P-196-16.5 Payroll: Damage Payments for Services Performed Before Loyalty Oath Is Signed P-196-21 Payroll: Range Adjustments P-196-62 B. TAXES Payroll: Accounting for and Tax Reporting of Mandatory Deductions and Insurance Benefit Contributions P-196-11 Payroll: Federal Taxation of Citizens P-196-28 Payroll: Settlement Payments P-196-76 Payroll: State Tax Withholding from Employees P-196-77 Taxes: Federal Taxation of Aliens T-182-27 Taxes: Income Tax Information in the Accounting Manual T-182-37 Taxes: Tax Withholding for States Outside of California T-182-78 C. RETIREMENTS Payroll: OASDI and Medicare Contributions P-196-30 Payroll: UCRS Accounting Procedures P-196-78 D. OTHER DEDUCTIONS AND BENEFITS Payroll: Contribution Deductions for Fund-Raising Organizations P-196-16 Payroll: Deduction-Cost Reimbursement P-196-23 Payroll: Group Automobile Insurance P-196-35 Payroll: Health Sciences Compensation Plans P-196-37 Payroll: Miscellaneous Payroll Deductions for Employee Organizations, Faculty Clubs, and Credit Unions P-196-53 Payroll: Unemployment Insurance P-196-77.5 Payroll: U.S. Savings Bonds (rescinded) P-196-777 Payroll: Workers' Compensation Insurance P-196-86 E. OTHER Internal Control Standards: Departmental Payrolls BFB IA-101 Payroll: Employee Death Payments P-196-25 Payroll: Employee Exchanges P-196-25.5 Payroll: Interlocation Transfers and Appointments P-196-38 Payroll: Salary Attachments and Assignments P-196-70 Payroll: Termination Benefits VIII. STUDENT FINANCIAL AID OPERATIONS Accounting Procedures for Recording Federal Financial Aid Administrative Allowance A-115-62 Student Aid S-772 Student Aid: Economic Opportunity Act--Work-Study Program S-772-85 IX. CURRENT FUNDS ACCOUNTING A. GENERAL FUNDS State Claims S-717 B. TUITION AND FEES Education Abroad Program: Intercampus Transactions E-227-35 Student Fees: Educational Fee S-772-31 Student Fees: Exemptions, Waivers, and Special Provisions S-772-33 University Extension Concurrent Courses U-538-23 University Extension: Summer Term Deferrals U-538-27 C. FEDERAL GOVERNMENT Contracts and Grants: Cash Advance Programs C-557-21 Contracts and Grants: Federal Contract and Grant Administration Funds-- Allocations for Administrative and Disallowed Costs C-557-23 D. SPECIAL STATE APPROPRIATIONS AND CONTRACTS Contracts and Grants: Indirect Costs Recovered from State Agencies C-557-38 H. SALES AND SERVICES OF EDUCATIONAL ACTIVITIES Hospitals: Dental Clinics Cost Accounting and Reporting H-571-21 I. SALES AND SERVICES OF AUXILIARY ENTERPRISES Accounting Procedures for Acquisition and Sale of Service Enterprise Assets A-115-17 Accounting Procedures for Funding Current Working Capital Requirements of Service Enterprises A-115-18 Auxiliary Enterprises A-783-1 Costing and Working Capital for Auxiliary and Service Enterprises BFB A-59 Housing and Food Service Operations Uniform Cost Accounting System BFB A-17 J. SALES AND SERVICES OF TEACHING HOSPITALS Health Care Services:Professional Fees H-214-7 Health Sciences Compensation Plans H-214-75 Hospitals: California Hospital Commission Accounting Manual H-576-11 Hospitals: Acquisition of Medical Groups H-576-15 Hospitals: Cost Reimbursement by Third Party Sponsors H-576-18 Hospitals: Financial Evaluation Standards H-576-28 Hospitals: Patient Activity and Financial Projections (Modeling) H-576-61 Hospitals: Plant Asset Accounting H-576-62 Hospitals: Reporting Requirements H-576-67 Hospitals: Clinical Teaching Support H-576-73 Hospitals: Working Capital H-576-85 Medical Centers H-576 Medical Centers: Accounting for Capitated Contracts H-576-12 Medical Centers: Medi-Cal Supplemental Payments H-576-57 Medical Centers: Patient Accounts Receivable H-576-60 K. OTHER SOURCES Campus Computer Center Fiscal Operations BFB IS-1 Computing Activities: Accounting Procedures for Campus Computer Centers C-556-12 Operating Guidelines for University Supply Inventories BFB BUS-54 X. LOAN FUND ACCOUNTING Employee Emergency Loan Fund E-526-48 Faculty Residential Mortgage Revenue Bond Programs F-117-65 Supplemental Home Loan Program F-117-73 Student Aid: Loan Fund Accounting S-772-12 Student Aid: William D. Ford Federal Direct Loan Program S-772-18 XI. ENDOWMENT AND SIMILAR FUNDS ACCOUNTING Endowment and Similar Funds E-525 Gifts: Financial Reporting of Gifts of Tangible and Intangible Property G-327 Gifts: Recording of Pledges G-327-66 Investments and Investment Income I-582 XII. PLANT FUNDS ACCOUNTING A. UNEXPENDED PLANT FUNDS Plant Accounting: Borrowed Funds--Local P-415-12 Plant Accounting: Housing Project Units For Sale to Faculty P-415-36 Plant Accounting: Fabricated Property P-415-32 Plant Accounting: Stop Notices, Assignments, and Tax Liens P-415-6 Plant Accounting: Unexpended Plant Funds P-415-8 B. RETIREMENT OF INDEBTEDNESS FUNDS Plant Accounting: Bond Financing P-415-14 Plant Accounting: Retirement of Indebtedness P-415-5 C. RENEWALS AND REPLACEMENTS FUNDS Plant Accounting: Renewals and Replacements P-415-66 D. INVESTMENT IN PLANT FUNDS Application of Proceeds from the Sale, Trade-in or Transfer of University Property BFB A-51 Libraries and Collections: Capitalization L-316-11 Accounting and Reporting for Leases and Installment Purchase Contracts L-217-11 Capitalization of Property, Plant, and Equipment P-415-10 Plant Accounting: Capitalization of Expenditures Made from Current Funds P-415-1 Plant Accounting: Certificates of Participation P-415-16 Plant Accounting: Commercial Paper P-415-26 Plant Accounting: Costing and Reconciling Inventorial Equipment Acquisitions P-415-2 Plant Accounting: General Improvement Write-offs P-415-3.2 Plant Accounting: Investment in Plant-Capitalization and Elimination in Current Funds P-415-3 Plant Accounting: Investment in Plant-Depreciation P-415-3.1 Plant Accounting: Investment in Plant-Impairment of Capital Assets and Insurance Recoveries P-415-4 Plant Accounting: State Capital Projects P-415-71 Recording Proceeds from the Sale, Trade-in or Transfer of University Property R-216-62 XIII. UCRS FUNDS ACCOUNTING Taxes: Income Tax Information in the Accounting Manual T-182-37 University of California Retirement Saving Program U-167-1 UCRS: Accounting for UCRS Funds U-167-17 UCRS: Tax Withholding from Annuity Payments U-167-78