Upcoming deadlines at a glance
Friday, 1/17 - Submit completed and approved org tree change requests
Wednesday, 1/22 - Submit revised DeptID for fund-raising costs
Friday, 1/24 - Submit recharge self-certification form
Friday, 2/7 - Complete Q2 Key Controls
Monday, 2/10 - Complete Q2 FY2018-19 Quarterly Variance Reports
Budget process call letter, guidelines and assumptions released
The FY2020-21 budget process call letter was sent to your Deans and Vice Chancellors this week. The budget process guidelines and assumptions are available on the CFO website, along with the budget process timeline and details about this year’s budget process deliverables. If you have questions about the budget process, please contact the Financial Planning & Analysis team at email@example.com and include “budget process” in the subject line of your email.
FY2020-21 Budget goals will be shared next week
The FY2020-21 budget goals will be sent to the Deans and Vice Chancellors next week via email. The email will include the division’s target goal and how it was calculated. The appendix #1 to the guidelines and assumptions will also be posted next week and will provide more information about the budget goals.
Submit revised DeptID for fund-raising costs by Wednesday, January 22
Last month we sent out an email to the Divisional Finance Leaders requesting that you provide us with the Org Nodes and DeptIDs that capture your divisional development and fund-raising costs. This information will inform the data in your divisional dashboards. Please provide your Org Nodes and DeptIDs by emailing firstname.lastname@example.org by Wednesday, January 22, 2020.
Q2 Flash Forecast not required this fiscal year, Q3 Full Forecast due in March
In order to give you more time to focus on your budget, we will not request a Q2 Flash Forecast in January. Similar to last year, we’ll request you submit a full forecast as part of your budget submission. We’ll make the HCM (UCPath) to HCP copy tool available in CalPlanning at the end of January. The HCM-HCP copy tool may be more widely used this fiscal year, as we adjust CalPlan and the copy tool with the necessary changes to work with UCPath and the new CBR categories. For this reason, we prefer divisions work on revising the full forecast and operating budget, due Friday, March 13. After your budget and forecast are submitted in CalPlan, please complete the Q3 full forecast by filling out the Forecast Trend and Variance Report and Summary of Changes Narrative forms and submitting them along with the budget process templates on Monday, March 23.
Submit completed and approved org tree change requests by Friday, January 17
FP&A org tree committee members will meet in January to review requests received in November that did not make it onto the agenda of the November org tree meeting, as well as requests submitted in December and early January. If you’d like to submit a request and have it reviewed for approval during the January meeting, you’ll need to make sure to submit your request as soon as possible prior to the January 17 deadline.
As a reminder, the submission date is the last day that approved change requests can be submitted for entry to the January Master Org Tree. We recommend that you submit your change request form for 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 of January 17. 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. Please 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 Calendar for the timeline of allowable org tree changes throughout the year.
Please submit questions and requests for changes to the Org Tree to email@example.com
Note: If you plan to request an Org Node change or Entity Hierarchy redesign, please contact firstname.lastname@example.org 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 form by Friday, January 24
Similar to last year, VC Finance is integrating recharge activities into the broader FY2020-21 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. 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 $200,000/year.
Please submit completed recharge self-certification forms to Hervé Bruckert, Campus Finance Lead - Recharge and CBR, at email@example.com by Friday, January 24, 2020. More information is available in the recharge section of the CFO website.
Complete Q2 Key Controls by Friday, February 7
Please complete and submit the financial reporting and system access reviews by Friday, February 7. Please visit the Controller's website for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at firstname.lastname@example.org and questions about the system access review controls to the BFS System Access team at email@example.com.
Complete Q2 FY2019-20 Quarterly Variance Reports by Monday, February 10
The Q2 FY2019-20 variance reports will be sent to you and your Dean/Vice Chancellor on January 27, 2020. If your division has a variance to explain, please complete Report 3A: Division-Level (L3) SRECNA Variance Explanation - Current Funds Excluding Contracts & Grants and Report 3B - Division-Level (L3) SRECNA Variance Explanation for Contracts & Grants and return them to the Director of Financial and Faculty Reporting & Analysis Heidi Hallett at firstname.lastname@example.org as soon as possible, but no later than 5pm on Monday, February 10. The variances for the second quarter are against the Forecast, Q1 Submission Version.
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. We are still transitioning to a new process and will communicate any specific updates (or if needed, actions) after we complete conversion activities. We will be moving the planned Faculty new hires and separations from last year’s Form A submission from the month of November to December in CalPlan. Please hold off on inquires on faculty salary actions until conversion is complete. Please contact the Financial Planning & Analysis team at email@example.com with questions.
Update about faculty commitments for Q2
Some of the Q2 faculty commitments submitted by the November 27, 2019 deadline did not make it into the December ledger. We apologize for the inconvenience and will transact those commitments in a make-up journal on the January ledger. If you have any questions, please contact the Financial Planning & Analysis team at firstname.lastname@example.org.
FY2019-20 Composite Benefit Rates rates are live in UCPath
UCPath now includes the FY2019-20 approved CBR rates. The December payroll reflected the new CBR structure and rates. One exception is that any off-cycle transactions from December that were processed in UCPath before December 23 were calculated using the previous rate structure. Please visit the CBR webpage for additional information and contact Hervé Bruckert, Campus Finance Lead - Recharge and CBR at email@example.com with questions.
As a reminder, every week these updates are posted to the DFL webpage so you can reference past updates at any time.
Office of the Vice Chancellor of Finance