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CAF File Submission Schedule and Physical File Characteristics

File Submission Schedule and Email Notification

The monthly CAF File is due at UCOP by the 8th working day of the month following the effective date (month end) of the data, and according to the closing schedule established for fiscal year-end. Three submissions are required for the June 30 file: Preliminary (PRE), Worksheet (WSH) and Final (FNL).

If needed, campuses may submit additional CAF files for the May cycle, for use in the Interlocation Transfer of Funds (ITF) application only. These extra files for May cycle have the same format as the CAFEXF monthly files but must be named differently on the vsftp server when submitted (see below for more information on the CAFITF files). The purpose of allowing campuses to send extra files as of the May cycle each year is in case campuses need to add or change account or fund attributes in order to make fiscal year-end entries into the Interlocation Transfer of Funds application (ITF). The May cycle is the last cycle to make entries into the ITF application for the current fiscal year.

Physical File Characteristics – Monthly CAF File (CAFEXF)

Campuses submit the monthly CAF File to UCOP. The submitted file must be named as follows:

CAFEXF.MMMyy
where

  • MMMyy is the effective date of the file, where MMM is
    JUL, AUG, SEP, OCT, NOV, DEC, JAN, FEB, MAR, APR, MAY, PRE (June Preliminary), WSH (June Worksheet), or FNL (June Final)

Note: UCOP also submits files to CAF for Endowments managed by UCOP, the University of California Retirement System (UCRS) and the OPEB Trust. These files are submitted to CAF directly from a UCOP server. The file names for the UCOP files are as follows:

/apps/iscprod/eias/data/out/CAF.PUT.CAFEXF[nn].MMMyy
where

  • nn is 40 for Endowments, 41 for University of California Retirement System (UCRS), and 42 for OPEB Trust
  • MMMyy is the effective date of the file, where MMM is
    JUL, AUG, SEP, OCT, NOV, DEC, JAN, FEB, MAR, APR, MAY, PRE (June Preliminary), WSH (June Worksheet), or FNL (June Final)

The record format for the CAF File is Fixed Blocked with a record length of 200 characters.

Physical File Characteristics – Optional CAF Files for May cycle for Interlocation Transfer of Funds (ITF) (CAFITF)

Campuses may submit (using ftp) additional CAF files for the May cycle after CAF MVS processing closes for April by submitting an additional CAFEXF monthly CAF file for use in the Interlocation Transfer of Funds (ITF) application only. The purpose of these files is to get account and fund data into the ITF system for the financial close. They are an override of the APRyy CAF file submission for use in ITF only. These optional extra files for use in ITF May tranaction processing are formatted identically to the standard monthly CAFEXF file and are submitted to the UCOP vsftp server. However, these optional files must be named differently on the vsftp server than the regular CAFEXF files - the ITF files must be named as follows:

/ftphome/ftpusr[n]/put/caf/CAFITF.APRyy
where

  • n is 1 – 10 indicating the campus
    (1=Berkeley, 2=San Francisco, 3=Davis, 4=Los Angeles, 5=Riverside,
    6=San Diego, 7=Santa Cruz, 8=Santa Barbara, 9=Irvine, 10=Merced)

The record format for the CAFITF File is the same as for the monthly CAFEXF file: Fixed Blocked with a record length of 200 characters.