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. IOCs should be completed AFTER the goods and/or services have been performed/provided.

• 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 do I complete the IOC form?
• The IOC form instructions can be found on the "Instructions" tab in the IOC form above.
• 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? 

• The preparer of the IOC will need to submit ONE form per month using a ServiceNow ticket.

  Choose a category for your help request = Transaction processing, general policy questions, functional support
  Please choose an Aggie Enterprise Functional subcategory = Accounting and Financial Reporting
  Please choose an Aggie Enterprise Accounting and Financial Reporting topic = General Accounting

• 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 campus

  For 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. If the 20th falls on the weekend or a holiday, the due date will be the next business day.
• 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. 
• 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.