DFL weekly update - August 19, 2022

Upcoming Deadlines at a Glance

  • Friday, 8/19 - Complete Q4 Key Controls (today)
  • Monday, 8/29 - Return signed fiscal close certification letters
  • Wednesday, 8/31 - Queue commitments for Q1 requests
  • Friday, 9/16 - Complete External Audit Certification for Q1
  • Tuesday, 9/20 - Submit completed and approved org tree change requests

Budget Process

Budget process update

Budget decision letters have been distributed to campus divisions. CalPlan and HCP will remain closed until the end of August while the Financial Planning and Analysis team finalizes the FY23 Operating Budget. If you have any questions, please contact the VCF Immediate Office at vcfinance@berkeley.edu.

Action Items

Complete Q4 Key Controls by Friday, August 19 (today)

Please complete and submit the Financial Reporting Review and System Access Review by Friday, August 19. Please visit the Division Key Controls page for instructions and more information. Note the GL Summary Report is now broken out in three tabs: Current Funds Excluding Contracts and Grants, Contracts and Grants, and Agency Funds. Email questions about the financial reporting review controls to the Financial Accounting and 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 Monday, August 29

The annual fiscal close certification letters will be sent to you and your respective Deans for signatures. Please upload the signed letters into your DFL - division’s Box file folder by Monday, August 29. Please refer to the Fiscal Close Certification Letter page for more information. Contact the Financial Accounting & Controls team with questions at gao@berkeley.edu.

Queue commitments for Q1 requests by Wednesday, August 31

Please complete the applicable form (linked below) to queue commitments by Wednesday, August 31 for commitments to be funded in the first quarter of FY2022-23. Please note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS; Star Awards; Bear Grants; both Productivity Suite and Campus Data Network assessments 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.

New in FY2022-23:

  • You only need to use one commitment queue google form to submit your commitment requests for both faculty and non-faculty funding commitments (complete the commitment queue form). 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.
  • For more information about queueing commitments and documentation required, please visit the Commitments page.

Complete External Audit Certification for Q1 by Friday, September 16

To ensure the completeness and accuracy of the quarterly Controller's report on the campus' external audit activities, please help us identify the 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 16, 2022, please submit the materials below to gao@berkeley.edu:

  • 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.)
  • 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, please contact gao@berkeley.edu.

Submit completed and approved org tree change requests by Tuesday, September 20

If you would like to submit changes to the Org Tree, please submit your completed, Budget and Financial Operations (BFO) Committee approved request by Wednesday, August 17. As a reminder, the May 18 submission date was the last day that approved change requests could be submitted for entry to the May Master Org Tree. Allowable changes through May 31 included New DeptIDs, New Org Nodes, and Description Changes. The Org Tree is now closed to all changes through fiscal close. We recommend that you submit your change request form for review as soon as possible to allow time for the BFO 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.
  • 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.

Informational Updates

Call for Professional Degree Supplemental Tuition (PDST) proposals for 2023-24

UCOP released the call for proposals from programs that charge Professional Degree Supplemental Tuition (PDST) with expiring multi-year plans, or from programs that wish to establish a PDST charge for a new or existing program effective beginning summer or fall 2023. The call for proposals, submission materials, instructions, and a list of programs with expiring multi-year plans are available on the Increase or maintain an existing Professional Degree Supplemental Tuition rate web page. Internal campus submission deadlines for existing PDST-charging programs will be announced shortly, but please be aware campus deadlines will be earlier than in past years due to an accelerated deadline from UCOP. Please email studentfees@berkeley.edu with any other questions.

Join us on September 20 at 11 am for a training session about travel and credit card programs

The Accounts Payable team would like to share information about the travel programs and card programs available to campus. Based on the feedback we received when we communicated ConnexUC updates in May, many faculty and staff who could benefit from these programs are unfamiliar with the great value of ConnexUC, Direct Bill, and the different purchasing credit cards available. To ensure better communication and transparency, the Accounts Payable team will begin hosting regular informational sessions about these key programs. The first session will be a one-hour zoom session on Tuesday, September 20 at 11 am and will continue this series on a monthly basis going forward. If you are interested in attending, contact travel@berkeley.edu to request the Zoom information. Please share this announcement with your team members who are likely to be booking business travel or making purchases.

Transferable flight credits and same-day changes through ConnexUC and Southwest Airlines

The UC Travel Office announced two new benefits through ConnexUC. Southwest Airlines has launched Wanna Get Away Plus. This new fare gives business travelers more flexibility while still being at a low price point. The two biggest advantages of this new fare are transferrable flight credits and same-day confirmed changes and standby. Southwest Rapid Rewards Members will be allowed to transfer their airline credits to another Rapid Rewards Member. For bookings made through SWABIZ (Southwest’s Business channel), transfers can only be made between UC campus travelers. Same-day confirmed changes and same-day standby: travelers will get the flexibility to change their flight on the same day as their original flight, if there are seats available, without additional airline charges.

Office Hours for CalPlanning and Smart View

Office hours are available so that you can ask specific questions about CalPlanning and Smart View. Request office hours 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.

Cal Answers Training

Please review the self-service learning resources on the Cal Answers website, where Cal Answers users will find a complete course in basic navigation as well as short videos, job aids, wiki documentation, and a list of Frequently Asked Questions. Additionally, the two-hour instructor-led classes build on the basic navigation skills covered in the self-study. There are separate courses focusing on financial dashboards and student data dashboards. In the class, a subject matter expert will guide a deep dive into the reports and data available in the dashboards and answer specific 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.

DFL Weekly Updates Page

As a reminder, these updates are regularly posted to the DFL Weekly Updates page so you can reference past updates at any time. Additionally, the Operational Deadlines page provides an overview of deliverables by quarter.

Thank you,

Office of the Vice Chancellor of Finance