DFL weekly update - February 28, 2020

Upcoming deadlines at a glance

  • Friday, 2/28 - Queue commitments for Q3 (today!)

  • Monday, 3/2 - Complete External Audit Certification for Q3

  • Thursday, 3/19 - Submit completed and approved org tree change requests

Budget process

Budget process materials available on the budget process website

As a reminder, the FY2020-21 budget process materials, including the call letter, budget process guidelines and assumptions, the budget process timeline and details about this year’s budget process deliverables are available on the budget process webpage. 

Update or change access to your folders in Google Drive

You can update the access to your budget process templates in your divisional folders. Step-by-step instructions and a video tutorial are available from Google Help. If you have any questions, please contact the FP&A team at dfl_concierge@berkeley.edu

Budget process office hours extended into MarchWe’re extending the drop-in office hour sessions to answer your questions about the budget process, completing the templates and entering budget data into CalPlanning. The office hours will be held on Thursday, March 5 and Tuesday, March 10 from 1pm - 3pm in room 670 of University Hall and will be staffed by the Financial Planning & Analysis team. Please bring your laptop with you to the session. These sessions are not training. If you have a specific topic that you’d like to address, you can enter it on the Office Hours Sign Up Sheet. While signing up in advance is not required, it will help ensure that we have adequate staffing and expertise to assist you. 

If you have questions about the budget process, please contact the Financial Planning & Analysis team at dfl_concierge@berkeley.edu and include “budget process” in the subject line of your email. 

Action items

Queue commitments for Q3 by Friday, February 28 (today!)Please complete the applicable form (linked below) to queue commitments by Friday, February 28 for commitments to be funded in the third quarter of FY2019-20. Please note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS and CGC Support; Star Awards; Bear Grants; and Productivity Suite withdrawals. Commitments are processed on a quarterly basis.

Please email dfl_concierge@berkeley.edu with questions.

  • To queue non-faculty commitments, complete the non-faculty commitments form on DFL concierge site.

  • To queue faculty commitments, complete the faculty commitments formon the DFL concierge site. Faculty commitments are defined for this purpose as Start-up; Retention; ASMD; and Chancellor's Professorships.

  • To check all balances on requested Endowed Chair Funds and plan for those balances in the budget, please refer to the job aids located in the Endowed Chairs section of the DFL Concierge site to learn how to check the balances in SmartView or Cal Answers

Complete External Audit Certification for Q3 by Monday, March 2

To ensure the completeness and accuracy of the quarterly Controller's report on the campus' external audit activities, please help us identify 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, March 2 please submit the materials below to Yohei Azuma atyazuma@berkeley.edu:

  1. 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.)

  2. 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, contact Yohei either by email atyazuma@berkeley.eduor phone at 510-642-8721.

Submit completed and approved org tree change requests by Thursday, March 19

Please submit completed and approved org tree change requests by Thursday, March 19. The submission date is the last day that approved change requests can be submitted for entry to the March Master Org Tree. We recommend that you submit your change request formfor review as soon as possible to allow time for the Financial Planning & Analysis 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 date. The time needed to review change requests will vary, depending on the complexity of the request. For more information:

  • A high level summaryof 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 theOrg Tree Submission and Processing TimelinePlease keep in mind the org tree is closed for movements after November. Org Node and DeptID movements will not resume until after fiscal close. Please review the Org Tree Calendarfor 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 contactdfl_concierge@berkeley.eduand 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

Faculty salaries in the FY2019-20 General Allocation 

Because PRT was retired on February 28, 2019 with the implementation of UCPath, not all updates were included in this year’s general allocation - specifically any faculty salary actions since February 28, 2019. While we are still transitioning to a new process, we have funded the divisions for faculty salary actions for March - June 2019 in the December ledger, as well as most faculty hires starting July 1, 2019. We will communicate any specific updates (or if needed, actions) after we complete conversion activities. We moved the planned faculty new hires and separations from last year’s Form A submission from the month of November to December in CalPlan to coincide with the timing of the funding. We previously moved FY20 merits and promotions planned in last year’s Form A from the month of September to the month of January.  (March remains unchanged.) Please hold off on inquiries on faculty salary actions until conversion is complete. Please contact the Financial Planning & Analysis team at dfl_concierge@berkeley.edu with questions. 

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