Upcoming deadlines at a glance
Friday, 4/30 - Complete Q3 Key Controls
Friday, 4/30 - Queue commitments for May Q4
Friday, 4/30 - Submit completed templates for the Department of Finance reporting
Friday, 5/7 - Complete FY21 Full-Year Forecast
Monday, 5/10 - Submit nominations for SPOT awards for COVID volunteers
Friday, 5/14 - Ensure schedulers check final Spring CSIR data
Tuesday, 5/18 - Submit completed and approved org tree request forms
FY22 budget process update
The working group examining alternative methodologies for distributing the $65M cost recovery assessment is continuing its work to provide recommendations to leadership. Recommendations are due on May 7, after which they will be shared with campus leadership for their input. The campus budget process will proceed thereafter. No official dates for the process have been established at this time.
Complete FY21 Full-Year Forecast by Friday, May 7
Due to the extension of the FY22 budget process kick-off, we are asking all divisions to submit a separate FY21 Full-Year Forecast. Unlike past Flash Forecast submissions, we are only asking you to complete the Forecast Trend and Variance Report, identifying the drivers of material positive or negative variances (over 5% or $500K, whichever is greater). Full instructions are included on the first tab of the report document. Complete the Forecast Trend and Variance Report and email it to email@example.com by Friday, May 7. In order to keep CalPlan and HCP available while you work on the FY21 Full-Year Forecast, we will delay loading March Actuals and Actualizing the Forecast until after the deadline.
Complete Q3 Key Controls by Friday, April 30
Please complete and submit the financial reporting and system access reviews by Friday, April 30. Please visit the Controller's website for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at firstname.lastname@example.org and questions about the system access review controls to the BFS System Access team at email@example.com
Queue commitments for May Q4 by Friday, April 30Please complete the applicable form (linked below) to queue commitments by Friday, April 30 for commitments to be funded in May of FY2020-21. Please note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS; Star Awards; Bear Grants; Productivity Suite withdrawals and endowment payouts for rotating chairs. Commitments are processed on a quarterly basis.
Please note that while we're working remotely you must log in through VPN for these forms to work.
Please email firstname.lastname@example.org with questions.
To queue non-faculty commitments, complete the non-faculty commitments form on DFL Knowledge and Resource Portal.
To queue faculty commitments, complete the faculty commitments formon the DFL Knowledge and Resource Portal. Faculty commitments are defined for this purpose as Start-up; Retention; ASMD; and Chancellor's Professorships. Chancellor’s Professorships are those that are offered via start-up or retention in lieu of an actual chair - until one can be found, and are funded by central resources.
Please provide screenshots of UCPath entries for ASMD leave begin dates and ASMD end dates when you queue ASMD funding through the faculty queue.
Submit completed templates for the Department of Finance reporting by Friday, April 30
The deadline to submit completed templates for the Department of Finance reporting is Friday, April 30. Please submit your completed template to the FP&A team by emailing the template to DFL Concierge (email@example.com) with the subject "COVID-19 Cost Impact" and your division name. Please note that the completed template for each division should be submitted by the Divisional Finance Leaders and Chief Administrative Officers at the divisional (L3) level. Please remember to use the revised DOF template. Visit the CFO website for frequently asked questions and more information on costs related to COVID-19 and completing the Department of Finance template. Contact firstname.lastname@example.org with questions.
Special SPOT Awards for COVID Volunteers are due by Monday, May 10
We are pleased to announce there are special SPOT awards available for staff who responded to the “Call to Action” in February by performing temporary assignments in support of our students. To submit the names of staff who qualify based on performing the volunteer work identified inthe campus message on February 5, 2021, complete the form:COVID Volunteers SPOT award. These special awards for COVID volunteers are centrally administered by People and Culture and separate from the regular STAR awards funding that was allocated to divisions in February. The deadline to complete and submit the form is Monday, May 10. If you have questions, email email@example.com, Finance and Operations Manager at People and Culture.
Ensure schedulers check final Spring CSIR data by Friday, May 14
Final corrections to class schedule and instructional record data for the spring semester are due by Friday, May 14. There are Student Information Systems (SIS) Class Schedule & Instructional Record (CSIR) Error and Review Reports to assist schedulers in this task. We’ll send the schedulers their reports directly before the deadline and they are available on theSIS reporting center. This information must be finalized in SIS by Friday, May 14. Please contact Office of Planning & Analysis Research Analysts Kira Blaisdell-Sloan or Beatriz Brando with questions at firstname.lastname@example.org
Submit completed and approved org tree change requests by Tuesday, May 18
If you would like to submit changes to the Org Tree, please submit your completed, approved request by Tuesday, May 18. As a reminder, the submission date is the last day that approved change requests can be submitted for entry to the May Master Org Tree. We recommend that you submit your change request form for review as soon as possible to allow time for the Budget and Financial Operations team to review your request, follow-up with you for any necessary clarification, approve your request, and allow you time to obtain all required signatures before the submission date. The time needed to review change requests will vary, depending on the complexity of the request. For more information:
A high-level summary of the process to approve org tree changes is available on the DFL concierge webpage.
An overview of the org tree change submission deadlines is available in the Org Tree Submission and Processing TimelinePlease keep in mind the last opportunity to submit approved org tree changes this fiscal year is Tuesday, May 18. Current allowable changes; New DeptIDs, New Org Nodes with New DeptIDs, and description changes already approved and submitted by the May 18 deadline will be processed to the May Master Org Tree. All org tree changes to include New Org Nodes, New DeptIDs, description changes as well as Org Node and DeptID movements will not resume until after fiscal close. However, you may continue to submit requests at any time for review and approval. Please review the Org Tree Calendar for the timeline of allowable org tree changes throughout the year.
Please submit questions and requests for changes to the Org Tree to email@example.com
Note: If you plan to request an Org Node change or Entity Hierarchy redesign, please contact firstname.lastname@example.org and explain what you would like to change before completing the request form because these changes are typically more complex and involve longer consultations.
Foundation Endowment Payout
In FY2020-21 the Foundation Endowment payout moved to a quarterly payout distribution model. For FY21, we made a preliminary decision to not charge negative STIP on foundation endowment and FFE funds. We have now decided to make this decision permanent.
CalPlanning and Smart View Training
Do you need to learn or enhance your skills in CalPlanning or Smart View? Training classes are available through the end of June 2021. Visit the training page of the CalPlanning website to learn more and sign up. Our new blended learning model combines self-study work that you can do at your own pace with instructor-led group learning sessions where you can apply the material covered in the self-study.
Office Hours for CalPlanning and Smart View
Office hours are available so that you can ask specific questions about CalPlanning and Smart View. Sign up for a session and indicate the topic for which you are requesting support. Office hours are an opportunity to get individual support for a specific challenge your unit is facing; they are not a replacement for training.
Changes to the DFL in your division?
If the DFL role in your division is changing, email email@example.com to ensure our website, communications, and training plans are updated.
As a reminder, these updates are regularly posted to the DFL webpage so you can reference past updates at any time.
Thank you,Office of the Vice Chancellor of Finance