DFL weekly update - December 4, 2020

Upcoming deadlines at a glance

  • Friday, 12/18 - Ensure schedulers check fall CSIR data

  • Friday, 12/18 - Validate your chartstring for FY2020-21 Productivity Suite assessment

  • Friday, 1/8 - Report year-end gift recording and receipting

  • Friday, 1/8 - Submit Self-Supporting Graduate Professional Degree Program (SSGPDP) fee proposals

  • Friday, 1/22 - Submit recharge self-certification form

Budget process

Budget process update

The CalPlanning planning tools (CalPlan, HCP) are currently closed so that the Financial Planning & Analysis team can review the budget submissions. The CalPlanning reporting tools (CalRptg, HCPRptg, Smart View) will remain available, with FY21 Operating Budget Planner Submission available for reporting. The Q1 variance reports will go out once the budgets are finalized. 

Action items

Ensure schedulers check fall CSIR data by Friday, December 18

Friday, December 18 is the last day schedulers can make changes to their Class Schedule and Instructor Record (CSIR)  data for the fall 2020 semester and have data reflected in Cal Answers. Please ensure your schedulers have made all corrections in Student Information Systems (SIS) by then. We recommend that throughout the year, you ask your department schedulers to review their CSIR data in SIS and Cal Answers as it becomes available, in order to ensure that it is as accurate as possible. This data is used by the UC Office of the President and the State Legislature, as well as internally for space and instructional planning, the Faculty FTE Call, and TAS allocations. If your schedulers need guidance on how to best enter the data, please have them contact Office of Planning & Analysis Research Analyst Kira Blaisdell-Sloan or Beatriz Brando with questions at opa-csir@berkeley.edu.

Validate your chartstring for FY2020-21 Productivity Suite assessment by Friday, December 18

IST will process the FY2020-21 Productivity Suite assessment earlier in the fiscal year and prior to the annual campus budget submission. By Friday, December 18, please validate the chartstring to be debited for your division by reviewing the "PS Funding Model" tab in the linked excel file to find your division’s chartstring used in the prior fiscal year. Whether you require an update or keep the same chartstring used last year, please email productivitysuite@berkeley.edu with your division name and confirmed DeptID and Fund by Friday, December 18. If we don’t hear back from you by the deadline, your division will be assessed on the same chartstring used last year. Please direct questions to productivitysuite@berkeley.edu and visit the VC Finance website for more information.      

Report year-end gift recording and receipting by Friday, January 8

The deadline for gifts to be received in the Gift Services office to be counted for the calendar year 2020 is Friday, January 8, 2021. Information and instructions are available on this linked flyer or on Berkeley’s advancement intranet Eureka; to review it log into Eureka and visit the Calendar Year End page. The key changes due to Shelter-in-Place conditions include:

  • Campus units may not hand deliver gifts to Gift Services due to building closures.

  • Ask donors to mail gifts directly to Gift Services at 1995 University Ave, Ste 400, Berkeley, CA 94704.

  • Gifts received in campus offices should be sent to Gift Services at the above address by USPS or Loomis armored service only. Please do not use Campus Mail Services.

  • Do not accept credit card information by phone with the intent to transmit to Gift Services for charging. Ask donors to call Gift Services directly at 510.643.9789 to give by phone.

Please contact Gift Services with questions at (510) 643-9789 or gifthelp@berkeley.edu.  

Submit Self-Supporting Graduate Professional Degree Program (SSGPDP) fee proposals for 2021-22 by Friday, January 8

UCOP has released the call for SSGPDP fee proposals for the 2021-22 academic year. All new and existing approved SSGPDPs are required to submit an annual fee proposal for review and approval by the President. Proposals are due to the Financial Planning & Analysis team at studentfees@berkeley.edu by Friday, January 8. The call for proposals, submission documents, instructions, and guidance are also available on the CFO website. Please direct questions to studentfees@berkeley.edu as early as possible prior to the submission deadline.

Submit recharge self-certification form by Friday, January 22

VC Finance is integrating recharge activities into the broader FY2021-22 budget process. In an effort to improve our recharge certification process we have made a few revisions and enhancements to the recharge self-certification form located in the form and template section of the recharge website.

Please complete a recharge self-certification form if:

  • You support a recharge unit and your unit charges Contract & Grants.

  • Your unit does not charge Contract & Grants but plans for recharge income greater than $500,000/year.

Submit your completed recharge self-certification forms to Hervé Bruckert, Campus Finance Lead - Recharge and CBR, at recharge_certification@berkeley.edu by Friday, January 22, 2021. More information is available in the recharge section of the CFO website. We’ll schedule recharge workshops shortly and we’ll reach out again to communicate the dates and times. 

Informational updates

Reserve Analysis templates will be available in mid-December and due Mid-February

Similar to last year and based on your feedback, the reserve analysis process is planned so that it will not coincide with the budget process and will still provide you with sufficient time to work with your Department Managers to review your balances. The information you provide as part of the reserve analysis process is extremely helpful in providing transparency into campus' reserve balances and allows us to better frame how we can enable their use for investment in our highest priorities. It is particularly important in helping us develop mitigation strategies during the COVID-19 pandemic. We will continue to partner with you to gather reserve analysis data and hope to continue this in early fall going forward. Due to the ongoing adjustments to our budget process schedule, we have developed a general timeline for the completion of this work for this year. As specific dates are identified we will update you as soon as possible.

We plan to place your division's reserve analysis templates in your division folder in mid-December, in a folder called "Reserve Analysis Template" under the FY2021-22 Budget Process folder. We’ll also include a copy of your completed template from last year. We will schedule two reserve analysis information sessions and provide office hours every other week after the templates are ready so you’ll have a chance to ask questions. Your completed reserve analysis template will be due to the Financial Planning & Analysis team at dfl_concierge@berkeley.edu in mid-February. 

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 February 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.   

Postponed: Payout for endowed chairs held centrally continues to be delayed
Payout for endowed chairs will continue to be delayed until we receive the files of the incumbent chairholders. We anticipate that we’ll receive the files in time to post funding in January after December closes in the ledger. We will allocate the funding to the divisional allocation DeptID of the chairholder's home division when necessary information is received. As we mentioned earlier, the Divisional Finance Leader (DFL) no longer needs to provide a budget to the CFO’s Office or queue the commitment for disbursal. 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. For those chairs appointed later in the year, please provide the appointment letter through the DFL concierge email dfl_concierge@berkeley.edu with a request for funding. 

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