Upcoming Deadlines
- Friday, 12/20 - Ensure schedulers check final fall CSIR data - Today!
- Thursday, 1/9 - Submit donations over curtailment for Gift Services
- Friday, 1/17 - Review and submit the BEAR grant report updates
- Friday, 1/17 - Submit completed and approved Org Tree change requests
- Friday, 1/17 - Submit recharge self-certification forms for FY2025-26
- Tuesday, 1/28 - Complete Q2 Key Controls - Financial Reporting Review and System Access Review
Action Items
Ensure schedulers check final fall CSIR data by Friday, December 20
The last day for schedulers to make changes to the Fall 2024 semester is Friday, December 20. This is a hard deadline, meaning schedulers will not be able to make any edits, including error corrections, after this date. Schedulers can review their courses and check for errors in the CSIR reports. These reports are sent out twice each semester: once on the 6th week of instruction and again on the 15th week just before the deadline. Schedulers can also pull these reports themselves throughout the semester. Instructions on how to pull the CSIR reports, along with other scheduling tips/tricks, can be found on the OPA CSIR slide deck (slide 24). Additionally, schedulers are encouraged to reach out to the OPA-CSIR at opa-csir@berkeley.edu if they have any questions or need help correcting any errors.
Gift Services deadline Thursday, January 9, 2025
The deadline for submitting gifts to Gift Services during curtailment is Thursday, January 9, 2025. For giving instructions, visit Give.Berkeley.edu/faq or Eureka (Berkeley’s advancement intranet). Key reminders:
- Online giving is best! Encourage donors to use Give.Berkeley.edu for the fastest processing and immediate gift receipts!
- Retain and deliver postmarked envelopes and FedEx/UPS mailing envelopes to Gift Services along with the enclosed checks.
- Please contact the Gift Services Securities Desk at givesecurities@berkeley.edu before a stock transfer happens to ensure the gift is identified and credited to the donor in a timely manner.
- Do not accept credit card information by phone with intent to transmit to Gift Services for charging. Please have donors call (510) 643-9789 to give by phone.
Questions may be addressed to Gift Services at (510) 643-9789 or gifthelp@berkeley.edu.
Review and submit the BEAR grant report updates by Friday, January 17, 2025
The Berkeley Excellence Accounts for Research Grants (or BEAR Grants) support Berkeley's ladder faculty as they advance their research, scholarship, and creative accomplishments. The Budget and Financial Operations team sent out to the academic divisions the eligibility and separation list prepared by the Academic Personnel Office (APO) for the FY24-25 BEAR Grant program and the BEAR Grant carry-forward balances report. Please review and send it back to us before Friday, January 17, 2025. Please note that the appeal deadline to APO is January 15, 2025. The BEAR Grant program fact sheet and frequently asked questions are available on the BEAR website for your reference. If you have questions regarding using BEAR funds, please contact the Budget and Financial Operations team at: centralresourcemanagement@berkeley.edu. For questions regarding eligibility, please contact the APO office at appolicy@berkeley.edu.
Submit completed and approved org tree change requests by Friday, January 17
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, January 17, 2025. 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. 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.
Submit Recharge self-certification forms by Friday, January 17
Self-certification recharge forms are due on Friday, January 17. Divisions will need to submit a recharge self-certification form if they support a recharge unit and the unit charges Contracts and Grants or if the unit plans for a recharge income greater than $500,000 a year. The self-certification form is posted on the Recharge section of the CFO website. Forms should be emailed to recharge_certification@berkeley.edu.
Complete Q2 Key Controls by Tuesday, January 28
Please complete and submit both the Financial Reporting Review and System Access Review by Tuesday, January 28. Please visit the Division Key Controls page for instructions and more information. 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 Security team at secbfs@berkeley.edu.
Informational Updates
Transit Authorizations Required for Europe/UK Travel in 2025
Starting January 8, 2025, new entry procedures for Europe and the UK will take effect, introducing three key systems: the UK’s Electronic Travel Authorization (ETA), the EU’s European Travel Information and Authorization System (ETIAS), and the EU’s Entry/Exit System (EES). ETA, launching by mid-2025, will require biometric details from travelers to enhance border security. ETIAS, also effective mid-2025, will apply to travelers from non-EU countries, requiring a €7 fee and additional security checks. The EES, launched on November 10, 2024, will automate the registration of non-EU nationals crossing EU borders, replacing manual passport stamping. Travelers are advised to stay updated on new requirements and ensure they have the necessary documents. For more information, please visit the Travel Tips and Updates page.
New Reimbursement Expense Module Initiative
The Accounts Payable Team is launching a project to replace the legacy expense reimbursement system to streamline processes and reduce administrative burden, to be implemented in November 2025. Key stakeholders will be invited to provide input, and there will be testing and a pilot group before the campus rollout. To receive updates and engage, join the Involved email list for monthly updates and bi-monthly Zoom sessions with the project team.
Cal Answers training
The Cal Answers website hosts self-service learning resources including a complete course in basic navigation as well as short videos, job aids, wiki documentation, and a list of Frequently Asked Questions. We also offer a two-hour instructor-led class that builds 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 guides a deep dive into the reports and data available in the dashboards and answers specific questions.
CalPlanning training
Enrollment is now open for Smart View Ad Hoc training, which has two class meetings on October 23 and November 1.
Instructor-led classes will resume in January; please check back for dates. The curriculum uses a blended learning model. Courses begin with self-study using online books divided into chapters supplemented with practice exercises and short videos. Courses culminate with a group session using Zoom in which participants work on case studies in small teams to apply the material covered in the self-study. The self-study materials are available on the website for everyone to use; they can be a helpful resource for those who have already completed the training and are looking for a refresher. Review the CalPlanning training page for schedules, links to enroll, and to access the self-study materials.
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