What is an Interlocation Transfer of Funds (ITF)?

An ITF is a budgetary transfer of funds between UC Campuses or between a UC Campus and the UC Office of the President (UCOP). 

ITFs are used by academic departments, organized research units, research centers, and programs housed at UCOP to provide funding for various purposes at other UC Campuses.

• ITF Form (XLS)

What are some examples of ITFs?

Some programs/departments that make awards through the ITF process include: 

• Toxic Substances Research Program at UCD 
• M.I.N.D. Institute at UCDMCUC MEXUS Program 
• Center for Health Quality and Innovation (CHQI) Gift and Endowment Funds 

Common Procedural Questions regarding ITFs:

• How are ITFs recorded? 
• Rather than cut checks to one another to transfer funds, UC Campuses process ITFs via a system of financial control accounts. This involves completion of an ITF form, available on our Forms page. 
• Where should I send my ITF form? 
• The department APPROVER will need to submit a ServiceNow ticket and attach the ITF form.
• Who initiates the ITF form? 
• The UC Campus sending the funds is responsible for initiating the ITF form. 
• What is the due date? 
• The approver needs to send an error-free ITF form by the 15th of the month (except for December period where the due date will be scheduled for the 11th due to the holidays and UCOP deadline) for the ITF to be processed and appear on the ledger for that month. 
  
  NOTE: There are no ITFs processed in June period. 
• What can’t be transferred using an ITF? 
• Intercampus payroll transactions must follow the intercampus payroll transactions policy and procedure and cannot be accomplished using an ITF. Refer to the Interlocation Payment Forms 
  on the Payroll Forms page.
  
  Contracts & Grants funds are not transferred using the ITF process.  The transfer of extramural research funds to another campus for the purpose of collaborative research between academic units is accomplished by means of a Multi-Campus Agreement administered by the Contracts & Grants Accounting Offices at the campuses involved in the agreement. 
  
  Agency account funds cannot be transferred to another location using the ITF process.  Use the IOC process. For more information, please visit Agency Accounts. 
• Are there UC Account and UC Fund restrictions? 

• Yes, there are exceptions that need to be considered when using certain UC Accounts and UC Funds. 
  
  State General Funds that ALLOWS a transfer to and from 19900 UC Funds are:

  
  State General Funds that are NOT ALLOWED to cross UC Funds are:

  

• How do I complete the ITF form? 

• The instruction of completing the ITF form is provided in "ITF Form" listed above. Please refer to the instruction.
  
  UCOP & Other UC Campuses Account Structure

  Higher Education Function Code (HEFC) Description	HEFC Code	1st 2 digits of UC Account
  Instruction or Department Research	INST	40 or 61
  Teaching Hospital	TEHS	42
  Academic Support	ACAD	43 or 60
  Organized Research	ORES	44-59
  Libraries	LIBR	60
  UC Davis Extension	UNEX	61
  Public Service	PBSV	62
  Maintenance of Physical Plant	MOPP	64
  Institutional Support	INSP	66 or 72
  Student Services	STAC	68
  Auxiliary Enterprises	AUX	76
  Student Financial Aid - Undergrad	FINA	77
  Student Financial Aid - Undergrad and Grad	FINA	78
  Student Financial Aid - Grad	FINA	79
  Agency Accounts	PROV	80

  UC Berkeley Account Structure
   

  UC Berkeley's translation to the 1st 2 digits of UC Account	1st 2 digits of UC Account	Higher Education Function Code (HEFC) Description
  A	40	Instructional and Departmental Research
  B	41	Summer Session
  C	43	Academic Support
  D	44	Organized and Sponsored Research
  E	60	Libraries
  F	61	University Extension
  G	62	Public Service
  H	64	Maintenance and Operation of Plant
  J	68	Student Services
  K	72	Institutional Support and General Admin
  L	76	Auxiliary Enterprises
  M	78	Student Financial Aid
  N	80	Provision for Allocations

• When will ITFs appear on the ledgers? 

• If Accounting & Financial Reporting (A&FR) receives your ITF error-free by the 15th, they will be recorded on that month's ledgers a few days before the ledgers close which is usually around the 3rd business day of the following month. Please note that no transfers are processed in June. 

  ITFs are processed through a system wide software program. UCOP has deadlines and has final approval on all ITFs.  ITFs initiated by another campus must be error-free and submitted to UCOP by their monthly due date to be recorded on that month's ledgers. Generally they will appear on the ledgers a few days before the ledgers close which is usually around the 3rd business day of the following month. 

  Once the ITFs have posted to the ledgers, each UC Davis fiscal officer affected will receive an email with the details of the transfer. 

• How do I provide my ITF CCoA information to other campuses?
• Please use this ITF CCoA Guide to figure out the ITF CCoA information you need to provide to another campus so that they may process the transfer of funds to UCD.

Process Flowchart