University of California, Riverside

Overdraft Control Tool



Understanding the Tool


Please review the listing below for additional information regarding the functionality and process overview for the Overdraft Control Tool (OCT):


Nightly OCT Calculation

On a nightly basis, the OCT calculates balances for extramural Full Accounting Unit (FAU) combinations within the campus financial system (UCRFS). The balances are calculated by comparing current year funding to actual expenditures. Please note that the OCT will exclude authorized pre-awards (e.g. excludes BC99 when calculating balances). The OCT will only calculate expense account balances to ensure that recharge/contract and grant revenue does not affect the balance determination. As FAU balances are updated nightly, any changes made  (e.g., Cost Transfers) or transactions processed (e.g., Travel Reimbursement) will not be reflected in the balance until the following business day.

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OCT Business Logic

The OCT business logic compares a transaction amount to the calculated FAU balance. UCR's software applications (e.g. eBuy) pass the transaction amount to the OCT, which then completes the comparison and provides the application (e.g. eBuy) a response (such as PROCEED - the FAU is not in deficit or DO NOT PROCEED - the FAU is in deficit).

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Positive Balance Certification for Contracts & Grants, Endowments, and Gifts

If the fund in question is either an endowment or gift fund, prior to submitting/completing an online transaction (e.g. a purchase order within eBuy), the transactor/approver will be presented with the following certification message:

  • “I certify that there are sufficient funds to obtain the goods and/or services contained in this transaction. Click on OK to proceed or cancel to return to the transaction.”

If the transaction is associated with a contract or grant fund, the transactor/approver will be presented the following certification message:

  • “I certify that there are sufficient funds to obtain the goods and/or services contained in this transaction, and I acknowledge that the costs charged to this contract/grant are the responsibility of the department if the contract or grant is not funded for whatever reason. Click on OK to proceed or cancel to return to the transaction.”
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Year End Considerations

During fiscal year end closing (until fiscal year-end balances are carried forward into the new year, normally during the second week in August), the tool calculates the FAU balance based on both prior fiscal year and new fiscal year current funding and actual expenditures.

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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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