DFL weekly update - April 9, 2021

Upcoming deadlines at a glance

  • Friday, 4/16 - Submit completed and approved org tree request forms

  • Friday, 4/30 - Complete Q3 Key Controls

  • Friday, 4/30 - Queue commitments for Q3

  • Friday, 5/7 - Complete FY21 Full-Year Forecast

  • Monday, 5/10 - Submit nominations for SPOT awards for COVID volunteers

Budget process

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. Based on the feedback received from campus leadership, an additional two weeks have been provided for the working group to complete its work. 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.

CalPlanning is available with UCPath HCM data

CalPlan and HCP are available for planning the FY2020-21 Forecast Working version. Please review the March release notes for details about this update. This includes a simplified way that Pooled Positions and Fee Remission are planned in HCP and updated UCPath HCM data for planners to review and selectively copy to HCP. We will open FY22 Operating Budget at a later date. Due to the continued uncertainty regarding COVID-19 and other budget assumptions, the FY22 Operating Budget is currently blank and uneditable. We plan to pre-populate the FY22 Operating Budget with the Final version of the FY21 Operating Budget along with updated Campus Commitments when we open the FY22 budget. 

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 dfl_concierge@berkeley.edu by Friday, May 7. 

Action items

Submit completed and approved org tree change requests by Friday, April 16

If you would like to submit changes to the Org Tree, please submit your completed, FP&A approved request by Friday, April 16. As a reminder, the submission date is the last day that approved change requests can be submitted for entry to the April Master Org Tree. We recommend that you submit your change request form for review as soon as possible to allow time for the Financial Planning & Analysis 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 of April 16. 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 process Org Node and DeptID movements was in November. Org Node and DeptID movements will not resume until after fiscal close; however, you may submit requests for movements 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 dfl_concierge@berkeley.edu

  • Note: If you plan to request an Org Node change or Entity Hierarchy redesign, please contact dfl_concierge@berkeley.edu and explain what you would like to change before completing the request form because these changes are typically more complex and involve longer consultations.

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 gao@berkeley.edu and questions about the system access review controls to the BFS System Access team at secbfs@berkeley.edu

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 dfl_concierge@berkeley.edu 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.

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 teniad@berkeley.edu, Finance and Operations Manager at People and Culture.

Informational updates

Updates to Direct Bill system coming soon

The travel team is working on updating the Direct Bill system. There are two key changes in this update in addition to a cleaner look and feel with better online help resources. First, we’ll require the person setting up the Direct Bill ID to choose a preferred approver and that approver will receive an email informing them that the Direct Bill ID has been generated and that it will be used to bill airfare directly to the university and to a specific chartstring. As long as the travel was authorized and the chartstring is appropriate, then no action is required on the part of the approver, the email is simply a notification. Second, when booking the Direct Bill ID, the system will ask "Is Berkeley the travel destination?" so that booking travel to UC Berkeley will be easier. We’re hoping to make the changes live in May, so keep an eye out for the official roll-out communications. In the interim, if you have any questions, please contact the travel team at travel@berkeley.edu

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 April 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.   

Ladder Faculty Composite Benefit Rates (CBR) and UC Retirement Plan (UCRP) interest funding adjustments 

Ladder Faculty funding was adjusted in both the Permbudg and in Actual to account for changes in CBR and UCRP interest in FY21 compared to FY20. The following journals were recently posted:

  1. CBR adjustments Permbudg: ZACAM184P

  2. CBR adjustments Actuals: ZACAM483F

  3. UCRP interest adjustments Permbudg: ZACAM185P

  4. UCRP interest adjustments Actuals: ZACAM484F

Please email centralresourcemanagement@berkeley.edu with questions.

Changes to the DFL in your division?

If the DFL role in your division is changing, email fpa@berkeley.edu 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