| What to do |
How to do it |
| 1 |
Download the Detail Code form. |
- Download the form in Word or Excel.
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| 2 |
Complete these items in Section A to provide ISIS information.
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- Action code: Check Add to request a new detail code. Check Change to change an existing detail code.
- Detail code requested: Enter up to 6 digits. The first 3 identify your department, and the last 3 describe the type of charge.
Example: BURLTE (Bursars Late Fee)
- Short description: Enter up to 10 characters to describe the detail code.
Example: BillLtFee (Billing Late Fee)
- Full description: Enter up to 30 characters to describe the charge or payment that will appear on the customers billing statement or on the student's account.
Example: UCSD Statement Late Fee
- Type: (rarely used) Check Payment to create a payment detail code (such as Check Payment) to pay another entity; check Charge to bill an entity.
- Effective date: Enter the date the detail code should go into effect.
- Expired Date: Leave blank when setting up a new code.
- Application Priority code: For entity charge detail codes enter 000. For student-related charges, contact University Billing Services (UBS) for assistance, or copy the priority code from other student charges your department uses.
- Application in term: Enter N unless you're setting up a specific student-related charge to be billed for specific quarters.
Questions about this section? Contact Tracy Stutts in Billing Services, (858) 534-6806.
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| 3 |
Complete the rest of the ISIS items in Section A. |
- Process type:
ASMT Assessment (the most common type of charge)
More specific optional categories, generally only used by an individual campus department
CASH Cash payment detail codes
COLL Collection detail codes
CONT Contract payment detail codes
DPST Deposit payment detail codes
FNAD Financial aid detail codes
HOLD Hold
PYPL Payment plan detail codes
RFND Refund detail codes
RTN Returned check detail codes
SUPR Over/ Short
WRTF Write-off detail codes
- Category code: The detail code should be grouped with this and previously set up. See How to Obtain an ISIS Category Code.
- Document number required: Check Yes if a document number is required for your invoice. This could be the invoice number, PID, or another identifier. This field will also show on your ledger. Check No if you want to leave this as an optional field.
- Default amount:
Usually zero, but enter an amount if you always assess charges of the same amount.
- Check payment: Usually N, unless you are creating a new payment detail code representing a check payment.
- Refundable: This is for payment detail codes only. Enter Y if money can be refunded.
TRA qualified fee: Enter Y if your new detail code is a qualifying fee for the Tax Relief Act for student-related transactions.
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| 4 |
Complete Section B for deposit detail codes. |
- Deposit detail codes are for a very specific ISIS process for student accounts.
- Contact UBS for more information if you need to set up a deposit detail code.
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| 5 |
Complete Section C, the IFOAPAL (IFIS) information. |
- This is the IFOAPAL information that connects your detail code to IFIS ledgers.
- For charges, complete the ACCT DIS, ACCT REC and BAD DEBT lines.
- For payments, complete the ACCT DIS, DEF/LIAB lines.
- The BAD DEBT line indicates where billing statement cost sharing will be billed.
Questions about this section? Contact the person in General Accounting responsible for your fund range.
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| 6 |
Send the completed form to General Accounting. |
- Send the completed form to Mail Code 0954.
or
- E-mail the completed form to the General Accounting contact for your fund range.
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| 7 |
Wait for confirmation. |
- General Accounting approves the detail code and sends it to UBS.
- UBS enters your new detail code into ISIS within 5 business days of receiving it.
- UBS will call or e-mail you when your detail code is completed in ISIS.
- You may now begin using your detail code to process:
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