DFL Weekly Update - August 23, 2024

Action Items

Submit Fiscal Close Certification Letter by Friday, August 30

Campus senior management (Vice Chancellors, Vice Provosts, and Deans) and their Division Finance Leaders are required to complete a Fiscal Close Certification Letter annually. Submit a copy with a signature or the DocuSign. Signed letters should be uploaded into the Division’s Box file folder by DFLs. Contact gao@berkeley.edu with any questions.

Complete Queue Commitments for Q1 requests by Friday, August 30

Please complete the commitment queue form by Friday, August 30, for commitments to be funded in the first quarter of FY2024-25. 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. You only need to use one commitment queue Google form to submit your commitment requests for both faculty and non-faculty funding commitments. 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 visit the Commitments page for more information about queueing commitments and the required documentation. Please note that if you are working remotely, you must log in through VPN for these forms to work. Please email dfl_concierge@berkeley.edu with questions.

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

Important: Please note that November 19, 2024, will be the last opportunity to submit completed and approved DeptID and Org Node moves this fiscal year.

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. Important: Please review the update on the estimated processing time for journal source configuration of new L4 org node codes. As a reminder, journal source configuration for new L4's is required if there is a need to prepare and approve journals.
• Please review the Org Tree Calendar for the timeline of allowable org tree changes throughout the year.
• Please review the new Org Tree Lookup Tool This new tool replaces the monthly manually produced Master Org Tree and will provide the most current org tree data as of one business day before. Training materials and Job Aids are located on the CFO website.
• There are updates coming soon to the Department Prefixes, and How to Create Visio files job aids located in the Tools and job aids section of the Organizational Tree web page.
• 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 External Audit Confirmation for Q1 by Monday, September 23

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 Monday, September 23, 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 journals for divisional clearing of carry-forward balances by Friday, September 27

If your division plans to clear year-end balances to their divisional office at the beginning of this fiscal year, submit all journals to the Budget and Financial Operations team by Friday, September 27. Please ensure all journals comply with the process and requirements posted on the Divisional Sweeps of Carry-Over Balances webpage. To submit your prepared journals for approval, please send them to centralresourcemanagement@berkeley.edu.