DFL weekly update - August 14, 2020

Upcoming deadlines at a glance

  • Friday, 8/14 - Submit final corrections to class schedule and instructional record data for summer sessions (today)

  • Tuesday, 8/18 - Submit completed and approved org tree change requests

  • Wednesday, 8/19 - Complete Q4 Key Controls

  • Friday, 8/28 - Return signed fiscal close certification letters

  • Monday, 8/31 - Queue commitments for Q1

  • Friday, 9/4 - Complete External Audit Certification for Q1

  • Friday, 9/11 - Submit Fall 2020 Course Materials & Services Fee exception requests

Budget process

Budget process update

The Executive Vice Chancellor and Provost released the budget call letter on Monday. The call letter, three budget templates, narrative template, timeline, and updated guidelines and assumptions are available on the budget process page. The budget and narrative templates are due to the FP&A team on Friday, September 4. We’ve updated the  FY2020-21 budget process FAQ to include the recently submitted questions. We’ll begin office hours to assist you in completing the templates next week. If you have any questions, please email vcfinance@berkeley.edu.

Budget process office hours

The Financial Planning & Analysis team is offering a series of budget process office hours to assist with completing the budget templates and updating FY21 budget plans in CalPlanning. The office hours will be held twice a week remotely via Zoom through the first week of September at varying times to accommodate schedules. If you plan to attend, please visit the budget process webpage to review the available dates. Please sign up to receive the link to the Zoom meeting for your session, because this will ensure we’re properly staffing the sessions. Please complete a separate form for each session you wish to join. 

CalPlan Actuals loads

We loaded CalPlan with June 2020 Actuals this morning, Friday, August 14 in order to update the FY2020-21 Operating Budget Working version beginning balances. As this is an unusual year, where the budget is still not finalized, the FY2019-20 Forecast Working version equals FY2019-20 Actual Final. Although there are other factors involved in determining beginning balances (such as movements from the tempbudget), the FY2020-21 Operating Budget Working version beginning balances now closely approximates beginning balances from Actuals. We will not update FY2020-21 Operating Budget Working version with Actuals, in order to minimize entries by the units to offset timing variances.

We will load CalPlan with FY2020-21 beginning balance, July, August, and September Actuals and open the FY2020-21 Forecast (with Actuals) in early November after the Operating Budget is finalized. We will also open the FY2021-22 budget at the same time.

Action items

Final corrections to class schedule and instructional record data for summer sessions are due by Friday, August 14 (today)
The Office of Planning and Analysis (OPA) will be reaching out to your department schedulers and managers and asking them to review their class schedule and instructional record data entry for summer sessions. This information must be finalized in Student Information Systems (SIS) by Friday, August 14. Please contact OPA Research Analyst Kira Blaisdell-Sloan with questions at kbs@berkeley.edu.  

Submit completed and approved org tree change requests by Tuesday, August 18

The org tree is now open for changes. Please note that the delayed budget process will mean that movements between divisions will be held until the FY2020-21 budget is finalized in late October.  This means that all movements between divisions in FY20-21 need to be approved by and entered in BFS in November 2020.  Allowable approved changes to the August org tree are Description changes, New DeptIDs, New Org Nodes with New DeptIDs and movement of Org Node and DeptIDs within the same division.

We recommend that you submit your change request form and all required supplemental materials  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 deadline. 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 Timeline. All Org Tree change types including Org Node and DeptID movements will be available after the FY2020-21 budget is finalized  through November. 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 Q4 Key Controls by Wednesday, August 19

Please complete and submit the financial reporting and system access reviews by Wednesday, August 19. 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.

Return signed fiscal close certification letters by Friday, August 28
The FY2019-20 annual fiscal close certification letters will be sent to you and your respective Deans by August 14 for signatures. Please upload the signed letters into your DFL - division’s box file folder by Friday, August 28, 2020. Information about the fiscal close certification letter is available on the Controller's Office website. Contact the Financial Accounting & Controls team with questions at gao@berkeley.edu.

Queue commitments for Q1 by Monday, August 31 and changes to endowed chairs held centrally
Please complete the applicable form (linked below) to queue commitments by Monday, August 31 for commitments to be funded in the first quarter 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 now endowment payouts for rotating chairs (see below). 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 form on 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. 

    • New this year: Please provide screen shots of UCPath entries for ASMD leave begin dates and ASMD end dates when you queue ASMD funding through the faculty queue.

  • To check all balances on requested Endowed Chair funds and plan for those balances in the budget, please refer to the job aids located in the Endowed Chairs section of the DFL Knowledge and Resource Portal to learn how to check the balances in SmartView or Cal Answers.

Changes to endowed chairs held centrally

There’s a change this year to the process for endowed chairs. The DFLs no longer need to provide a budget or queue commitments for the disbursal of funds for rotating endowed chairs held centrally. DFLs will be responsible for the budget and funding processes for these chairs in the same way they are responsible for their own divisional and departmentally-held endowed chairs. Funding will be allocated to the divisional allocation Dept ID of the chairholder's home division in the quarter the funds are received centrally from University Development and Alumni Relations (UDAR). For those chairs appointed later in the year, please provide the appointment letter through the DFL concierge email with a request for funding. This change also applies to Chancellor's Professorships.

Complete External Audit Certification for Q1 by Friday, September 4

To ensure the completeness and accuracy of the quarterly Controller's report on the campus' external audit activities, please help us identify campus' external audit activities. The Controller's Office is sending a separate email with additional information to DFLs with known external audit activity. By Friday, September 4, 2020, please submit the materials below to Yohei Azuma at yazuma@berkeley.edu:

  1. All DFLs: External Audit Confirmation Form (You must return the completed External Audit Confirmation Form even if you do not have any external audit activities so we can certify campus responses.)

  2. DFLs with external audit activities: External Audit Confirmation Template (Include any related documentation with the template, i.e. notification of the commencement of the audit, audit report, etc.)

If you have questions, contact Yohei by email at yazuma@berkeley.edu.

Submit Fall 2020 Course Materials & Services Fee exception request by Friday, September 11

Due to the continued suspension of in-person instruction into the 2020-21 academic year, Course Materials & Services Fees will not be assessed for the Fall semester. Exceptions may be requested for courses that can demonstrate that fee-funded materials and services are (a) necessary for the provision of course instruction; and (b) provide value to students commensurate with the fee rate. To request an exception complete the Course Materials & Services Fee Exception Request form and submit it by Friday, September 11 for review by the CMSF Committee. More information about Spring 2021 CMSFs and new CMSF requests for 2021-22 will be provided at a later date. Contact studentfees@berkeley.edu with any questions.

Informational updates

Transition your non-student billing to Accounts Receivable in BFS
As we move into the new fiscal year, please ensure you have transitioned all of your non-student invoicing activity to the Accounts Receivable module of the campus financial system, BFS. The Accounts Receivable team is working with campus staff to address their invoicing and payment collection needs and to provide training when needed. This applies to all non-student billing except Contracts & Grants and recharges. The benefits of using this system include accurate reporting within the campus financial system BFS, all payments are handled by the Accounts Receivable team and creating an invoice takes a matter of minutes. All billing and payment history records are saved in BFS, in one central place. Finally, if you do not receive your payment, the team will help you collect the debt. If you are not currently billing through the approved campus financial system, please contact Nominique Chico or Kwan Kim at nonstu_ar@berkeley.edu.

Refreshed FY2020-21 Intersection Detail Reports available
As the FY20-21 budget process has been delayed, we have refreshed the Intersection Detail Reports for FY21. These were published to your divisional folders on Friday, July 24. They will be available in the "FY2020-21 Budget Process Folder", in a sub-folder called "Intersection Detail Reports", with the nomenclature “REV”. The refreshed FY21 Intersection Detail Reports (IDRs) will help clarify what will be loaded to CalPlan to refresh the budget when we launch. Any changes to commitments made after the report run date (noted at the top right of the report) will not appear on the IDRs. The IDRs will not be updated further during the delayed budget process; however, if amounts change, the affected units will be emailed and the amounts will be updated manually in CalPlan. 

To support the new budget process we will also be publishing updated IDRs for FY2021-22 and FY2022-23. They will be included in your divisional folders on Thursday, August 13 and will also include the nomenclature “REV”.

Update to travel policy related to dependent care
As we announced in February, effective July 1, 2019, the Office of President issued new guidance in their systemwide travel policy, G-28 which relates to the reimbursement of dependent and dependent care expenses for staff, faculty, and prospective employees while on travel status. We have updated our travel policies and the related updates to the travel reimbursement system will be live in on Monday, August 3. More information is available on the travel website. The two key things to remember before submitting reimbursement requests related to dependent care are that documented pre-approval is required prior to travel and all associated reimbursable expenses will be taxable. If you have any questions, please email the Travel & Entertainment team at travel@berkeley.edu.

New process for supplier onboarding

There is a new online vendoring process available through BFS. Now, UC Berkeley employees can invite new suppliers to securely enter their information directly into the BFS supplier onboarding portal rather than gathering paper signatures and faxing forms from the client to the vendoring team. This will expedite the process, reduce the risk of errors, and ensure secure data. It will also allow for notifications to the vendor from BFS. This new expedited process is especially relevant during Shelter in Place, as it is not efficient to complete a PDF, send it through fax, and then re-enter the same data into our systems. Complete the linked form to register for training. More information about the new supplier onboarding process and training dates and times is available on the vendoring webpage. If you have any questions about the change, please contact the Accounts Payable Vendoring team at vendoring@berkeley.edu.  

Changes to the DFL in your division?

If the DFL role in your division is changing, email financialplanningandanalysis@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