What is an Intercampus Order/Charge (IOC)?
An IOC is a billing for costs between two UC Campuses or between one UC Campus and the UC Office of the President (UCOP) resulting in an expense transfer.
- In the case of a refund: one UC location overpaid another UC location, and is now seeking partial or full return of the payment.
- In the case of a reimbursement: one UC location incurred expenses on behalf of another UC location and is seeking payment to cover the expenses.
- IOC Form(XLS)
Note: The IOC form CANNOT BE COMPLETED until the goods and/or services have been performed/provided.
What are some examples of IOCs?
IOC examples include:
- Conference registrations/travel expenses
- Service department billings to Principal Investigators
- Deposits that belong to another campus that were received in error
- Transactions between campuses that involve agency accounts
FAQs about IOCs
- How are IOCs recorded?
Rather than cutting checks to one another, UC Campuses process IOCs via a system of financial control accounts. This involves completion of an IOC form, available on our Forms page.
Note: Always download a new IOC form from our Forms page to ensure it is the most up-to-date form rather than reusing a form you may have previously saved on your computer.Where should I send my completed IOC form?
- Where should I send my completed IOC form?
- The preparer of the IOC will need to submit ONE form per month using a ServiceNow ticket.
- Who initiates the IOC form?
The UC Campus receiving the funds is responsible for initiating the IOC form. Similar to sending an invoice – the company that is owed the money, sends the invoice.
Exceptions to this are:
> Sending money to another campus that was deposited at our campus in error
> Sending left over Agency Funds to another campusFor reimbursements and other recharges, the campus receiving the funds initiates the transfer.
For refunds, the campus sending the refund initiates the transfer.- What is the due date?
- An error-free IOC form must be submitted by the 20th of each month to guarantee it is processed and appears on the ledger for that month.
- What can't be transferred using an IOC?
- Intercampus payroll transactions must follow the intercampus payroll transactions policy and procedure and cannot be accomplished using an IOC. For more information, please visit Staff Intercampus Transfer Transaction.
- How do I complete the IOC form?
- The instruction of completing the IOC form is provided in "IOC Form" listed above. Please refer to the instructions.
- When will IOCs appear on the ledgers?
1-2 business days after the 20th as long as Accounting & Financial Reporting (A&FR) receives an error-free UCD IOC form.
IOCs initiated by other campuses may or may not appear in the ledger by the end of the month if they are received after the 20th.