This message was sent to the DFLs and CAOs.
The California Department of Finance has asked all state agencies to begin reporting costs related to COVID-19 on a monthly basis so that we are well-positioned for potential reimbursement of these expenses by the federal or state government. Last week we established guidelines for tracking expenses related to the coronavirus, which include two new chartfields (CF1 COVD19 and CF2 COV19). Please continue to record the type of expenses in the list below with the new tracking codes. To ensure we’re capturing all the relevant expenses, the UC Office of the President has requested we submit our data on costs related to COVID-19 to them on a monthly basis, prior to the submission to the Department of Finance. To that end, please complete this linked template by close of business on Thursday, April 2 to capture all costs incurred so far. Please also ensure you have recorded and continue to record all of the COVID-19 expenses for the month of March and each month going forward for your division in the general ledger. Please submit your completed template to the DFL Concierge email (email@example.com) with the subject "COVID-19 Cost Impact" and your division name.
We realize that we are asking for a lot of information in a very short timeframe in order to submit this first report. Please just do the best you can with the knowledge that we will be able to make adjustments to prior month reports in order to improve their accuracy. Although this first report is technically for costs incurred during the month of March, you should include costs incurred prior to March to the extent they occurred. We’ll send you a reminder every month before we submit the report to UCOP.
UCOP established the categories in the list below to provide further clarification on the types of information that we need to report. Please note that we are not reporting expenses that would occur during the normal course of business, but only those that are extraordinary and due to the impact of the coronavirus.
UCOP Parameters for reporting COVID-19 related expenses for potential reimbursement
Lost revenue due to canceled programs and/or lost enrollment
- Undergraduate tuition and NRST
- Graduate tuition and NRST
- Housing and dining
- Summer Sessions
- Other auxiliary enterprises (athletics, museums, theatres)
- International sponsored research, conferences, training, travel
- Other (research, conferences, programs)
Emergency medical services (student health clinics only)
- Patient testing, treatment, and quarantine
- Testing kits, masks, and medical supplies
- Staff training and coordination
Facilities and cleaning costs
- Emergency housing for returning Education Abroad or UCDC students (14-day quarantine)
- Additional deep cleaning/disinfecting of facilities
- Hand sanitizers and other cleaning supplies
- Public health information
- Closures, staging and emergency triage
Additional online/remote expenses for instruction and operations
- Zoom, WebEx, conference calls
- Learning management systems (Canvas, Moodle, Blackboard, etc.)
These categories should not be thought of as exclusive and COVID-19 expenses incurred outside of them should be reported, as well. We will be reporting expenses to agencies other than the Department of Finance (such as FEMA), which will have reporting requirements of their own. Since this information will be provided to multiple agencies, it is important that our internal reporting be as comprehensive as possible.
In order to address the questions and clarifications we’re getting about tracking COVID-19 related expenses, we have created an FAQ page on the VC Finance website, which we will continue to update as questions and answers emerge. If you don’t see an answer to your question, please submit your question to firstname.lastname@example.org.
Thanks for all of your hard work and please stay healthy during this crisis.
Chris Stanich, Associate Vice Chancellor, Financial Planning & Analysis
Office of the Vice Chancellor of Finance