Summary
Chargebacks are used to move transactions between accounts in different departments. This article contains guidelines and helpful information for employees requesting services from other departments, and for Finance Cloud users completing chargeback entries.
Audience
This article is intended for all faculty and staff, particularly those requesting services from other departments and those entering chargebacks.
Platform
IC Finance Cloud
Contents
- Information for Employees Requesting Services
- Requirements When Entering Chargeback Journals
Information for Employees Requesting Services
Chargebacks are a type of journal entry in Finance Cloud that is used to move transactions between accounts in different departments. They are often used when one department is provided services by another, most commonly Facilities, IT, and Auxiliary Services.
When requesting services, it is important that the following steps be taken to ensure that the chargeback can be completed:
Required for Chargebacks
Provide the complete 28-digit account number for your department’s expense account
Make sure that the account being charged has sufficient funds to cover the expense
Use the correct subcode associated with the service being provided (more info below)
If the account being charged does not have sufficient funds, it is recommended that you contact the budget manager or coordinator in your area to initiate a budget transfer.
Click here for more information on account numbers in the General Ledger
List of Services/Subcodes
Below is a list of commonly requested services and the associated expense subcodes, along with the funds-checking group that each subcode belongs to. If you are using a subcode that is not listed here, it is recommended that you contact the budget manager or coordinator in your area to make sure that it is the correct code.
Auxiliary Services
| Service |
Subcode |
Funds Checking Category |
| Postage |
7350 |
715T - Materials, Equipment, and Supplies |
| Printing |
7361 |
715T - Materials, Equipment, and Supplies |
| Catering |
7494 |
755T - Other Expenses |
| Catering |
7492 |
755T - Other Expenses |
| AV Services |
7528 |
755T - Other Expenses |
| Meal Passes |
7752 |
755T - Other Expenses |
Information Technology
| Service |
Subcode |
Funds Checking Category |
| Repair and Maintenance of Tech, Computer Repairs |
7619 |
715T - Materials, Equipment, and Supplies |
| Technology Upgrades (beyond standard tech renewal specs) |
7302 |
715T - Materials, Equipment, and Supplies |
| Hosted Software Applications and Licenses |
7656 |
740T - Outside Services |
| Non-Hosted Software Applications and Licenses |
7657 |
740T - Outside Services |
Facilities
| Service |
Subcode |
Funds Checking Category |
| Fuel Purchases |
7336 |
715T - Materials, Equipment, and Supplies |
| Key Requests (office door keys, etc.) |
7335 |
715T - Materials, Equipment, and Supplies |
| Repair and Maintenance of Vehicles |
7615 |
715T - Materials, Equipment, and Supplies |
| Confidential/Shred Bins |
7529 |
755T - Other Expenses |
| Car Rentals, EZ Pass |
7421 |
750T - Travel |
| Repair and Maintenance of Buildings |
7611 |
715T - Materials, Equipment, and Supplies |
| Repair and Maintenance of Equipment |
7613 |
715T - Materials, Equipment, and Supplies |
Click here for a more complete listing of funds checking groups and their subcodes
Requirements When Entering Chargeback Journals
- Only users with access to create journal entries can complete chargebacks
- For most chargebacks, users will credit their own department’s chargeback (9000-range) subcode and debit another department’s expense (7000-range) subcode
- Chargeback journal entries (those containing 9000-range subcodes) should be entered separately from non-chargeback journals