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Department Quick Reference
Introduction
UCSF uses the Accounts Fund Profile (AFP) system to maintain the Chartfield coding structure for recording financial transactions and generating reports in all campus administrative systems. The Account Fund Profile (AFP) system is a legacy application developed by the University of California Office of the President (UCOP) to maintain the chart of accounts structure UCOP uses to report its financial information for all UC campuses.
UCSF developed the Department Code system to provide a repository for information that describes the organizational structure of the UCSF Campus. The Department Code links people, Chartfields, and financial resources to the organizational hierarchy for reporting, access to information/access control, communication, and granting operational authority for administrative tasks (roles and responsibilities).
Only authorized Controller's Office personnel are given access to maintain AFP and Department Code System information.
Requests to Modify or Add New Chartfields and Department Codes
Use the following links to request changes to or new DPAs, Funds, Program Codes, or Department Codes. Before requesting a new chartfield or department code, review current values and structures to ensure that the code is needed. Remember that coupling of a DPA with a Fund makes it unique for reporting purposes and a new DPA may not be required.
DPA (Department Account)
- For use with DPA Sponsored Funds (Contracts and Grants)
- For use with DPA Non-Sponsored Funds
- For use with DPA Private Gifts, Endowment and Foundation Funds
Funds
- Agency Funds
- Non-Sponsored Funds (General Funds, Tuition & Fees, Sales & Service, Other Sources, Auxiliary Enterprises, Reserves)
Note 1: Sponsored Funds are set up automatically by Extramural Funds when the Office of Sponsored Research (OSR) notifies them that the award document was received and a new award was created in the Research Administration System (RAS). To set up a fund in advance of an executed award, go to the OSR website : (http://www.research.ucsf.edu/cg/forms/cgUCSFform.asp) and follow the instructions to complete the advance fund request.Program Codes
- For use with the Sponsored Funds for Cost Sharing - Cost Sharing Budget Template
- For non Cost Sharing - PC Non Cost Sharing-Other
Reference Guides
The following links are to reference guides providing more in depth information on Chartfields (AFP) and Department Code.
- Overview - high level description of the both systems and key elements
- Attributes and Definitions - provide description and default values for each of the fields associated with a DPA, Fund, NCA, Program Code or Department Code
- Attribute Combinations - Quick References - DPA, Fund, Organization Unit Code (OUC) and NCA Detail Listing of Revenue and Expenditures NCAs
AFP Department Code Department Code Organizational Unit Code (OUC) List
This page last updated on: Tuesday May 20 2008