University of California, Riverside

Overdraft Control Tool



News and Announcements


Announcing the Launch of the Overdraft Control Tool (OCT)

December 6, 2010

Dear Campus Community,

During the past several years, UCR has developed and deployed several software systems aimed at enhancing and facilitating extramural funds management. Examples of these new systems include the American Reinvestment and Recovery Act (ARRA) reporting system, the Award Expiration Notification system, controls within various online tools that inhibit untimely cost transfers and/or expenditures when a contract and grant fund expiration date has passed, and most recently Phase One of the PI Web Reporting System (PIWRS).

The Financial Systems Steering Committee (FSSC) is pleased to announce the deployment of another in this series of systems aimed at facilitating extramural funds management. This new tool is known as the Overdraft Control Tool (OCT), and it executes real time whenever a transaction is processed within one of UCR’s various business systems (e.g. eBuy, iTravel, etc.). Please note that the OCT is not implemented within the Payroll Personnel System (PPS) or the campus Student Information System (SIS).

The OCT functions as follows:

  1. Overnight, balances will be calculated for UCR specific fund groups at the Activity, Fund*, and Function Code level (referred to as the FAU or Full Accounting Unit in this message).
  2. When a transaction is processed within UCR’s various systems the OCT will compare the amount of the transaction in question to the balance within UCRFS (University of California Riverside Financial System). If the FAU in question is in deficit, or if the amount of the individual transaction will place the FAU in deficit, the transaction will be halted; the operator will then be informed that new expenditures may not be processed against an FAU in deficit.

    Please note that if the transaction amount is not specified, the OCT will only check whether or not the FAU is in deficit. Encumbrances are NOT included in the overdraft calculations.
  3. Currently, the OCT is not enabled for the Payroll Personnel System (PPS) or the campus Student Information System (SIS). Additionally, the OCT will not check FAUs imbedded within various UCR systems (e.g. FAUs associated with reoccurring monthly charges within the Storehouse, Mail, etc. systems). Computing and Communications (C&C) is working on solutions to address these two issues so that the OCT will execute against all campus business transactions.

Although the OCT will not completely inhibit overdrafts within campus extramural funds, it is hoped that it will be an important departmental tool that will assist in the management via transactional alerts that a deficit position exists, improve campus cash management, and facilitate the timely close-out and reporting on contracts and grants. This new functionality will be placed into production for eBuy, iTravel, NCT, FCT, PCT and ePay on December 17th 2010; the OCT will be implemented for all other systems no later than January 14, 2011. Please take the next few weeks to resolve overdraft conditions and establish appropriate budgets.

For more information about the Overdraft Control Tool, please visit: http://cnc.ucr.edu/oct. If you have any questions or comments, please feel free to e-mail us at ucrfsfeedback@ucr.edu.

Sincerely,

Bobbi McCracken
Associate Vice Chancellor for Financial Services

Chuck Rowley
Associate Vice Chancellor for Computing and Communications

*At this time, the following fund groups will be included within the Overdraft Control Tool:
State Agencies Contracts & Grants
Local Government Contracts & Grants
Federal Contracts & Grants
Private Contracts & Grants
Federal Appropriations
Endowment Income
Restricted and Unrestricted Gifts

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

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