Institutional Accounts

3500-3599 Series: Transfer-in Accounts

The transfer-in institutional accounts 3502-3596 are used in conjunction with the parallel transfer-out institutional accounts 7502-7596, so 3555 (transfer-in) Voluntary Transfer Intra Department must be recorded with 7555 (transfer-out) Voluntary Transfer Intra Department, etc. The sum of transfer institutional accounts' balances must net to zero at the consolidated level for the University of Iowa. Therefore, transfer journal entries' debits and credits must offset exactly between the transfer institutional accounts.

A cross-reference between the WhoKeys used in a transfer entry is valuable, therefore, it is preferred that the journal line description utilize the format shown below.
Positions 1 through 3 Fund
Positions 4 through 7 Department
Positions 8 through 15 Grant/Program ID & Number
Positions 16 through 19 Institutional Account
Positions 21 through 35 Description
The usage of transfer institutional accounts in Fund 050 General Educational Fund (GEF) is not allowed, unless approved as an exception by the University Controller for certain central administrative departments. GEF funds are to be expended within the current fiscal year. The preferred method to "transfer" funds within Fund 050 is to record Allocation journal entries by using the Budget Management system and/or moving non-payroll expenditure transactions by using WebCV and payroll expenditures by using PayCV. Additional information about the appropriate method to move funds is available under the "Guidelines for Moving Budgets, Revenue and Expenditures within the General Ledger" (link will be provided soon). Questions can be directed to the Budget Development Office or Accounting & Financial Reporting.

The transfer of funds between University Funds (165-900, 990, 991 and 993) and Agency Funds (Funds 950- 989, 992 and 998) must be approved by the Director, Accounting & Financial Reporting.

3502 - M Tfr Stdt Fees Debt Serv  
The movement of Student Fee moneys between funds as mandated by bond resolution or other legal agreements, typically from operating funds in Current Funds Unrestricted to Retirement of Indebtedness Plant Funds. (Must be recorded with 7502 - M/TFR:STDT FEES/DEBT SERV).
3505 - M Tfr Non Stdt Fees Debt Serv  
The movement of Non-student Fee moneys between funds as mandated by bond resolution or other legal agreements, typically from operating funds in Current Funds Unrestricted to Retirement of Indebtedness Plant Funds. (Must be recorded with 7505 - M/TFR:NONSTDT FEES/DEBT SERV).
3510 - M Tfr Renewals and Replacement  
The movement of moneys between funds as mandated by bond resolution or other legal agreements, typically from Current Funds Unrestricted to Retirement of Indebtedness Plant Funds. (Must be recorded with 7510 - M/TFR:RENEWALS AND REPLACEMENT).
3515 - M Tfr Capital Improvements  
The movement of moneys between funds as mandated by bond resolution or other legal agreements, typically from Current Funds Unrestricted to Retirement of Indebtedness Plant Funds, specifically for capital improvements. (Must be recorded with 7515 - M/TFR:CAPITAL IMPROVEMENTS).
3520 - M Tfr Operations & Maintenance  
The movement of moneys between funds as mandated by bond resolution or other legal agreements, typically between Current Funds Unrestricted and Plant Funds. (Must be recorded with 7520 - M/TFR:OPERATIONS AND MAINTENANCE).
3525 - M Tfr SEOG Matching Grant  
The movement of moneys between funds as mandated by a legal agreement, typically between Current Funds and Loan Fund. (Must be recorded with 7525 - M/TFR:SEOG MATCHING GRANT).
3530 - M Tfr Loan Fund Matching Grant  
The movement of moneys between funds as mandated by a legal agreement, typically between the General Education Fund and Loan Fund. (Must be recorded with 7530 - M/TFR:LOAN FUND MATCHING GRANTS).
3535 - M Tfr Endow & Sim Funds Match  
The movement of moneys between funds as mandated by a legal agreement, typically between Current Funds and Endowment and Similar Funds. (Must be recorded with 7535 - M/TFR:ENDOW & SIMILAR FUND MATCHING).
3540 - M Tfr Current Funds Restricted  
The movement of moneys between funds as mandated by a legal agreement, typically between Current Funds Unrestricted and Current Funds Restricted. (Must be recorded with 7540 - M/TFR:CURRENT RESTRICTED FUNDS).
3545 - M Tfr EOY Adjustments  
The movement of moneys between funds as mandated by bond resolution or other legal agreements, typically between Current Funds and Plant Funds, specifically for end of year adjustments. (Must be recorded with 7545 - M/TFR:EOY ADJUSTMENTS).
3550 - V Tfr Intra Org  
The movement of moneys within the same Organizational Unit that cannot be more appropriately classified as a mandatory transfer. (Must be recorded with 7550 - V/TFR:INTRA ORG).
3555 - V Tfr Intra Dept  
The movement of moneys within the same Departmental Unit that cannot be more appropriately classified as a mandatory transfer. (Must be recorded with 7555 - V/TFR:INTRA DEPT).
3560 - V Tfr Renewals and Replacement  
The movement of moneys for the purpose of renewal and replacement of fixed or movable assets, typically from Current Funds Unrestricted to Renewals & Replacement Plant Funds. Similar to 3510 - M/TFR - RENEWALS AND REPLACEMENTS, but is not due to an external legal document. (Must be recorded with 7560 - V/TFR:RENEWALS AND REPLACEMENTS).
3565 - V Tfr Capital Improvements  
The movement of moneys to Plant Funds for the purpose of providing funding for capital improvements. Similar to 3515 - M/TFR - CAPITAL IMPROVEMENTS, but is not due to an external legal document. (Must be recorded with 7565 - V/TFR:CAPITAL IMPROVEMENTS).
3570 - V Tfr Operations & Maintenance  
The movement of moneys for the purpose of providing funding for operations and maintenance. Similar to 3520 - M/TFR - OPERATIONS AND MAINTENANCE, but is not due to an external legal document. (Must be recorded with 7570 - V/TFR:OPERATIONS AND MAINTENANCE).
3580 - V Tfr Loan Funds  
The movement of moneys to Loan Fund, typically from Current Funds provided on a voluntary basis and not as mandated by a legal agreement. (Must be recorded with 7580 - V/TFR:LOAN FUNDS).
3585 - V Tfr Quasi Endowment Funds  
The movement of moneys to Quasi-Endowment Fund (funds functioning as Endowment), typically from Current Funds, provided on a voluntary basis and not as mandated by a legal agreement. (Must be recorded with 7585 - V/TFR:QUASI-ENDOWMENT FUNDS).
3589 - V Tfr - Monthly Adjustments  
The movement of moneys on a voluntary basis and not mandated by a legal agreement. Utilized by UIHC on a monthly basis as part of their month end closing process.
3590 - V Tfr EOY Adjustments  
The movement of moneys on a voluntary basis and not mandated by a legal agreement. (Must be recorded with 7590 - V/TFR:EOY ADJUSTMENTS)
3595 - V Tfr Other Purposes  
The movement of moneys on a voluntary basis and not mandated by a legal agreement, that is not specific to IACTs 3560 through 3594. (Must be recorded with 7595 - V/TFR:OTHER PURPOSES).
3596 - V Trf Depreciation  
Used to offset depreciation expense recorded in Current Funds. The entry to the Accumulated Depreciation account is recorded in Investment in Plant Funds. (Must be recorded with 7596 - V/TRF - DEPRECIATION).
3597 - V Trf Capital Assets  
(Central Use Only). Asset net book value transferred to a department. (Must be recorded with 7597 -V/TRF:CAPITAL ASSETS).
3598 - M Tfr Funds Into Bank Account  
(Central Use Only). (Must be recorded with 7598 - M/TRF:FUNDS OUT OF BANK ACCOUNT).
3599 - V Tfr Funds Into Bank Account  
(Central Use Only). (Must be recorded with 7599 - V/TRF:FUNDS OUT OF BANK ACCOUNT).

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