CFS Data Elements

System Number:

CFS0001

Name:

ACCOUNT NUMBER

Type:

ALPHANUMERIC

Length:

6

Format:

N/A

General Description:

The number assigned by the campus for the purpose of identifying a specific balance sheet, revenue or expenditure account

Code Interpretation:

Refer to Accounting Manual Section A-115-2

Comments:

Effective FY00-01 to accept alphanumeric values for expenditure accounts only. Balance Sheet and Revenue accounts continue to require numeric values.

Revision Date:

12/04/2000

System Number:

n/a

Name:

ACTION CODE

Type:

ALPHANUMERIC

Length:

2

Format:

N/A

General Description:

2-digit code to identify the type of activity. The second digit is not edited; campuses can assign 2nd digit for local distinctions within an Action Code.

Code Interpretation:

'10' - New Increment
'20' - Disposal
'30' - Inter-campus Transfer (provided by sending campus)
'40' - Inter-campus Transfer (provided by receiving campus)
'50' - Transfer/Adjustment within a campus (i.e., changes to a sub-location,
funding source, asset type, and/or Asset Number)
'60' - Impairment to Book Value

'70' – Capitalize Adjustment (reduce value of newest increment)

Comments:

to be provided in the AST Transaction Record

Revision Date:

August 30, 2011

System Number:

n/a

Name:

AMOUNT-ASSET FINANCIAL-CURRENT BALANCE
(AST Fin Amt-Curr Bal)

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

The current balance amount for a Capital Asset Account Number (CAAN) within an Asset account in the plant asset account group range 1020XX, as of the effective date.

Code Interpretation:

N/A

Comments:

Revision Date:

3/23/2001

System Number:

n/a

Name:

ASSET FINANCIAL AMOUNT - CHANGE AMOUNT

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

Total amount of the asset affected by the transaction, per Action code:

• 10--amount of new increment (positive amount)
• 20--amount of disposal (negative amount)
• 30 and 40--amount of intercampus transfer (negative for 30, positive for 40)
• 50--amount of transfer/adjustment within a campus (positive amount)

Code Interpretation:

N/A

Comments:

to be provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

CFS0682

Name:

AMOUNT-BUDGETARY APPROPRIATION-CURRENT BALANCE
(Bdgt Appr Amt-Curr Bal)

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

The total amount allocated to an account in the general ledger, as of the year to date. That is, the beginning year budget amount plus any adjustments made during the year. For balance sheet accounts, this is the budgetary balance; for revenue accounts, the estimated income amount; for expenditure accounts, the appropriations amount.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0683

Name:

AMOUNT-ENCUMBRANCE-CURRENT BALANCE
(Encumber Amt-Curr Bal)

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

The total amount of dollars committed for future payment within an expenditure account.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0684

Name:

AMOUNT-FINANCIAL-CURRENT BALANCE
(Fin Amt-Curr Bal)

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

The current balance amount of an account. For balance sheet accounts, this is the financial balance as of the effective date; for revenue accounts, the actual income balance as of the year to date; for expenditure accounts, the balance of all transactions against the account as of the year to date.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0685

Name:

AMOUNT-FINANCIAL-CURRENT MONTH ACTIVITY
(Fin Amt-Curr Month Act)

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

The net amount of total activity against an account for the current month.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0686

Name:

AMOUNT-FINANCIAL-TRANSACTION-CORPORATE
(Fin Amt-(Transaction))

Type:

NUMERIC

Length:

15

Format:

Zone S9(13)v99

General Description:

The balance forward amount or the amount of transaction activity.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

n/a

Name:

ASSET TRANSACTION DESCRIPTION

Type:

ALPHANUMERIC

Length:

30

Format:

N/A

General Description:

Optional description field providing information on the change reflected in the transaction

Code Interpretation:

N/A

Comments:

may be blank. Provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

CFS0692

Name:

EFFECTIVE DATE

Type:

ALPHANUMERIC

Length:

6

Format:

'YYMMDD' where 'YY' - year, 'MM' - Month, 'DD' - Day

General Description:

Year, month, and last day of the reporting period to which the data applies, i.e., the "as of" date.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0711

Name:

HEADER RECORD
(File Description)

Type:

ALPHANUMERIC

Length:

10

Format:

General Description:

Indicates in the header record whether a file contains balance data or plant asset data.

Code Interpretation:

ASSET_______: Plant Asset Transmittal File
BALANCE____: Balance Transmittal File

Comments:

Revision Date:

System Number:

CFS0062

Name:

FUND NUMBER

Type:

ALPHANUMERIC

Length:

5

Format:

N/A

General Description:

Number identifying a specific source of funding.

Code Interpretation:

Refer to Accounting Manual section A-115-2.

Comments:

Revision Date:

5/21/98

System Number:

CFS0640

Name:

OBJECT CODE

Type:

ALPHANUMERIC

Length:

4

Format:

N/A

General Description:

Code indicating the purpose, type of goods, or service for which an expenditure was incurred.

Code Interpretation:

Refer to the following list of Object Codes and the Accounting Manual A-115-2 Accounting Codes: General Ledger, Object Codes.

Comments:

Revision Date:

10/23/2000

System Number:

Name:

OFFICE OF THE PRESIDENT AGGREGATION CODE

Type:

ALPHANUMERIC

Length:

6

Format:

N/A

General Description:

Code indicating activities or projects for which the Office of the President requires financial data.

Code Interpretation:

To be determined

Comments:

Revision Date:

System Number:

CFS0796

Name:

PLANT ASSET NAME
(Asset Title)

Type:

ALPHANUMERIC

Length:

35

Format:

N/A

General Description:

The name of the University-owned or acquired building or other plant asset associated with a plant asset number.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0313

Name:

PLANT ASSET NUMBER
(Asset Number)

Type:

ALPHANUMERIC

Length:

5

Format:

Left Justified, blank fill

General Description:

Unique number assigned to a University-owned or acquired building or plant asset at the time the expenditures for that asset are capitalized on the University's financial records. Must match CAAN submitted on EFA Facilities and Equipment files (and may be sent as 4 characters if that corresponds to the format in EFA)

Code Interpretation:

N/A

Comments:

Revision Date:

October 18, 2000

System Number:

CFS0712

Name:

SORT KEY-HEADER RECORD
(Sort Key)

Type:

ALPHANUMERIC

Length:

16

Format:

Value HEX '00'

General Description:

Key used to identify the header record for sorting purposes.

Code Interpretation:

Comments:

Revision Date:

System Number:

Name:

Type:

Length:

Format:

General Description:

Code Interpretation:

Refer to Accounting Manual section a-115-2 for further clarification.

Current Funds

'0' - Salaries--Academic

'1' - Salaries--Staff

'2' - General Assistance

'3' - Supplies & Expense

'4' - Equipment & Facilities

'5' - Code available for special items

'6' - Employee benefits

'7' - Code available for special items

'8' - Code available for unallocated funds and special items

'9' - Recharges to other departments

Plant Funds

'0' - Site clearance and preparations

'1' - Construction

'2' - External Utilities

'3' - Groups 2 and 3 equipment

'4' - Landscaping

'5' - Architects & Engineers Services-External

'6' - Architects & Engineers Services-Internal

'7' - Surveys, tests, plans, specifications, etc.

'8' - Special items

'9' - Unallocated and contingency funds 

Comments:

Revision Date:

System Number:

CFS0703

Name:

TRANSACTION AUDIT ID

Type:

ALPHANUMERIC

Length:

6

Format:

N/A

General Description:

The number of the source document (voucher or financial journal number) which identifies a transaction.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0704

Name:

TRANSACTION CODE-FUND BALANCES
(Transaction Code)

Type:

ALPHANUMERIC

Length:

4

Format:

N/A

General Description:

Code indicating a financial addition to, deduction from, or transfer between fund balance accounts and expended balance accounts.

Code Interpretation:

Refer to the list of valid values found here and to the Accounting Manual Section A-115-3.

Comments:

Revision Date:

System Number:

CFS0705

Name:

TRANSACTION DATE

Type:

ALPHANUMERIC

Length:

6

Format:

'YYMMDD' where 'YY' - year, 'MM' - Month, 'DD' - Day

General Description:

Date of source document (input form) for a financial or budget transaction. Transaction date may also be machine-generated.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0706

Name:

TRANSACTION DESCRIPTION

Type:

ALPHANUMERIC

Length:

18

Format:

N/A

General Description:

Narrative information about the nature or source of a transaction.

Code Interpretation:

N/A

Comments:

Revision Date:

System Number:

CFS0707

Name:

TRANSACTION TYPE ENTRY CODE
(Transaction Type Entry)

Type:

ALPHANUMERIC

Length:

2

Format:

N/A

General Description:

Code indicating how a transaction is recorded in the General Ledger.

Code Interpretation:

Refer to Accounting Manual Section A-115-2.

'00' - Balance forward

'11', '12', '13' - Budget entries

'14', '15' - Transfer of funds

'30' through '59' - Financial transactions

'60' - Lien cancellation

'61' through '69' - Lien entry or cancellation

Comments:

Revision Date:

System Number:

n/a

Name:

TRANSFER TO ACCOUNT

Type:

ALPHANUMERIC

Length:

6

Format:

N/A

General Description:

For intercampus transfers from SENDING campus (Action Code 30), a mutually agreed upon value for matching transactions. For Intercampus transfers from RECEIVING campus (Action Code 40) or for a transfer/adjustment within a campus (Action Code 50), the new account number resulting from the transfer, or same as the old value if no change is occurring. The account must translate to a valid account group code specified in Section 1.3 of the input specs.

Code Interpretation:

N/A

Comments:

to be provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

n/a

Name:

TRANSFER TO ASSET NUMBER

Type:

ALPHANUMERIC

Length:

5

Format:

N/A

General Description:

For intercampus transfers from SENDING campus (Action Code 30), a mutually agreed upon value for matching transactions. For Intercampus transfers from RECEIVING campus (Action Code 40) or for a transfer/adjustment within a campus (Action Code 50), the new asset number resulting from the transfer, or same as the old value if no change is occurring.

Code Interpretation:

N/A

Comments:

to be provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

n/a

Name:

TRANSFER TO FUND

Type:

ALPHANUMERIC

Length:

5

Format:

N/A

General Description:

For intercampus transfers from SENDING campus (Action Code 30), a mutually agreed upon value for matching transactions. For Intercampus transfers from RECEIVING campus (Action Code 40) or for a transfer/adjustment within a campus (Action Code 50), the new fund number resulting from the transfer, or same as the old value if no change is occurring. The fund must translate to a valid fund group code specified in Section 1.3 of the input specs.

Code Interpretation:

N/A

Comments:

to be provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

n/a

Name:

TRANSFER TO UC LOC 1

Type:

ALPHANUMERIC

Length:

2

Format:

N/A

General Description:

For intercampus transfers from SENDING campus (Action Code 30) and from RECEIVING campus (Action Code 40): the Location the asset is moving TO; for Transfers/Adjustments within a campus (Action Code 50), equal to the UC Location Code 1.

Code Interpretation:

'01' - Berkeley
'02' - San Francisco
'03' - Davis
'04' - Los Angeles
'05' - Riverside
'06' - San Diego
'07' - Santa Cruz
'08' - Santa Barbara
'09' - Irvine

Comments:

to be provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

Name:

Type:

Length:

Format:

General Description:

Code Interpretation:

'01' - Berkeley

'02' - San Francisco

'03' - Davis

'04' - Los Angeles

'05' - Riverside

'06' - San Diego

'07' - Santa Cruz

'08' - Santa Barbara

'09' - Irvine

'10' - Merced

'20' - Office of the President

'21' - Lawrence Berkeley Laboratory

'22' - Lawrence Livermore National Laboratory

'23' - Los Alamos National Laboratory

'24' - Hastings College of Law

'25' - ASUCLA

'40' - Endowments

'41' - UCRS

'42' - OPEB  

Comments:

Revision Date:

03/20/2008

System Number:

n/a

Name:

TRANSFER TO UC LOC 2

Type:

ALPHANUMERIC

Length:

1

Format:

N/A

General Description:

For intercampus transfers from SENDING campus (Action Code 30), a mutually agreed upon value for matching transactions. For Intercampus transfers from RECEIVING campus (Action Code 40) and for a transfer/adjustment within a campus (Action Code 50), the new UC Loc 2 Code resulting from the transfer, or same as the old value if no change is occurring.

Code Interpretation:

'1' - campus
'2' - systemwide

Comments:

to be provided in the AST Transaction Record

Revision Date:

created October 18, 2000

System Number:

CFS0127

Name:

UC LOCATION CODE 2-UNIVERSITYWIDE INDICATOR
(UC Loc Code 2)

Type:

ALPHANUMERIC

Length:

1

Format:

N/A

General Description:

Code indicating whether administrative responsibility is local or Universitywide.

Code Interpretation:

'1' Local (Campus, affiliated institution, US government owned/ contractor-operated laboratory)

'2' Universitywide

Comments:

Revision Date: