Upcoming Deadlines at a Glance
- Wednesday, 12/13 - Complete External Audit Certification for Q2
- Thursday, 12/14 - Sign up for a Reserve Analysis workshop
- Friday, 1/12 - Submit SSGPDP fee proposals for 2024-25
- Friday, 1/19 - Submit completed and approved org tree change requests
- Friday, 1/19 - Submit self-certification recharge forms
Action Items
Complete External Audit Certification for Q2 by Wednesday, December 13
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 Wednesday, December 13, 2023, 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.
Reserve Analysis due February 9, sign up for a workshop on December 14 and January 18
The Reserve Analysis templates will be due on Friday, February 9. The Reserve Analysis template is in your division folder under FY2024-25 Budget Process > Reserve Analysis Template. A copy of the prior year’s completed template is included in this folder for your reference. We are offering two workshop sessions for new DFLs to attend on December 14 and January 18. Follow the links to register for a workshop:
More information is available on the Reserve Analysis page.
Submit SSGPDP fee proposals for 2024-25 by Friday, January 12
UCOP has released the call for SSGPDP fee proposals for the 2024-25 academic year. All new and existing approved SSGPDPs are required to submit an annual fee proposal for review and approval by the President. Submissions are due to Financial Planning & Analysis by Friday, January 12, but programs are encouraged to begin working on their proposals before curtailment. The call for proposals, submission documents, and instructions are available on the Make Annual Fee Submission for Existing SSGPDP page. Please direct questions to studentfees@berkeley.edu as early as possible prior to the submission deadline.
Submit completed and approved org tree change requests by Friday, January 19
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 22. 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. As a reminder, the May 16 submission date was the last day that approved change requests could be submitted for entry to the May Master Org Tree. Allowable changes through November 30 include New DeptIDs, New Org Nodes, Description Changes, and moves of DeptIDs and Org Nodes.
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 self-certification recharge forms by Friday, January 19
Self-certification recharge forms are due on Friday, January 19. 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 page of the CFO website. If you have any questions, please contact the Budget and Financial Operations team at recharge_certification@berkeley.edu.
Informational Updates
Guidelines and deadlines for year-end (and campaign-end!) gifts
Gift Services has established a deadline of Tuesday, January 9, 2023, by which gifts must be received in the Gift Services office to be counted for the calendar year 2023 and for the current campaign. General instructions for how to give can be found at Give.Berkeley.edu/faq and also on Eureka (Berkeley’s advancement intranet).
- December 29 is the deadline for gifts delivered via courier services (FedEx, DHL) to be received at UDAR.
- December 31 is the final day for credit cards taken by phone or mail to be charged by Gift Services.
- December 31, 11:59 p.m. is the deadline for online gifts to be made at give.berkeley.edu.
Questions may be addressed to Gift Services at (510) 643-9789 or gifthelp@berkeley.edu.
BearBUY office hours
In November, the BearBUY default Landing Page transitioned to the new Guided Dashboard Landing Page. The old landing page will remain available as an optional page. Users will be able to save any dashboard as their own personal landing page. For in-person demonstrations, please attend the BearBUY Open Office Hours.
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.
CalPlanning Training
The next series of CalPlanning and Smart View training classes begin Thursday, September 14. 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 that 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