DFL weekly update - January 15, 2021

Upcoming deadlines at a glance

  • Friday, 1/15 - Submit DeptIDs for inactivation and CF1 changes (today)

  • Tuesday, 1/19 - Submit completed and approved org tree change requests

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

  • Friday, 1/22 - Submit Summer 2021 Course Materials & Services Fee exception requests

  • Friday, 1/29 - Submit proposals for 2021-22 Course Materials & Services Fee requests

  • Friday, 1/29 - Submit the completed DOF COVID-19 reporting template

  • Friday, 2/5 - Complete Q2 Key Controls 

  • Friday, 2/26 - Submit Reserve Analysis templates; templates are available today

Budget process

FY22 budget process update

Due to the continued impact of COVID-19, we will launch the FY22 budget process later than usual - likely in early March.  However, by implementing an abbreviated process similar to last year, we expect to complete the process by the beginning of FY22. We’ll share more details about the upcoming budget process, due dates, and timeline in the coming weeks. 

Action items

Submit DeptIDs for inactivation and CF1 changes by Friday, January 15 (today)

If you have DeptIDs that you would like inactivated in CalPlan or Chartfield 1 members you would like removed from or added to CalPlan and HCP, please submit requests by 5 pm on Friday, January 15. For DeptIDs, please complete the DeptID Planned Inactivation Form. For Chartfield 1 members, please submit a simple list in excel in the format “C1_xxxxxx”. The changes will be implemented in CalPlan and HCP as part of the February CalPlanning release. Please email completed forms to dfl_concierge@berkeley.edu by 5 pm on Friday, January 15, and include “DeptID/Chart1 Inactivation” as the subject line.

Submit completed and approved org tree change requests by Tuesday, January 19

If you would like to submit changes to the Org Tree, please submit your completed, FP&A approved request by Tuesday, January 19. 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 19. 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 last opportunity to process Org Node and DeptID movements was in November. Org Node and DeptID movements will not resume until after fiscal close; however, you may submit requests for movements at any time for review and approval. 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 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 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 recharge_certification@berkeley.edu by Friday, January 22, 2021. More information is available in the recharge section of the CFO website. 

Submit Summer 2021 Course Materials and Services Fee exception requests by Friday, January 22

Due to the recent announcement that instruction will continue to be remote in Summer 2021, Course Materials & Services Fees will not be assessed for Summer Session courses. Exceptions may be requested for courses that can demonstrate that fee-funded materials and services (a) are necessary for the provision of course instruction, and (b) provide value to students commensurate with the fee rate. To request an exception complete the Summer 2021 Course Materials & Services Fee Exception Request form and submit it by Friday, January 22 for review by the CMSF Committee. 

New this cycle: Courses with approved exceptions from Summer 2020, Fall 2020, or Spring 2021 do not need to submit a new exception request unless there is a substantial change to the method of instruction or the proposed fee rate. Contact studentfees@berkeley.edu with any questions.

Submit proposals for FY2021-22 Course Materials & Services Fees by Friday, January 29

The Course Materials & Services Fee (CMSF) Committee has released its call for proposals for FY2021-22. The proposal form to establish a new CMSF or to increase an existing CMSF, relevant campus policy, and guidance on completing the form, is available on the CFO website. Completed proposals are due to studentfees@berkeley.edu by Friday, January 29. Final recommendations and approvals will be made in the spring. Please share this call widely with department leaders in your units. Contact studentfees@berkeley.edu with any questions.

Submit the Department of Finance template on Friday, January 29

The next Department of Finance template is due to the Financial Planning & Analysis team by Friday, January 29. Please submit your completed template to the DFL Concierge email (dfl_concierge@berkeley.edu) with the subject "COVID-19 Cost Impact" and your division name. Please continue to update the template you submitted last month. Visit the CFO website for frequently asked questions and more information on costs related to COVID-19 and completing the Department of Finance template. If you don't see an answer to your question in the FAQs, please submit your question to vcfinance@berkeley.edu.

Complete Q2 Key Controls by Friday, February 5

Please complete and submit the financial reporting and system access reviews by Friday, February 5. Please visit the Controller's website for instructions and more information. The FY21 budget is now finalized in CalPlanning. Because the GL Summary Report for Q2 will have year-to-date information, please review the data for both Q1 and Q2. By submitting the GL Summary Report for Q2 you will effectively be signing off on both Q1 and Q2 numbers, and you will not need to submit the GL Summary Report for Q1 separately. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at gao@berkeley.edu and questions about the system access review controls to the BFS System Access team at secbfs@berkeley.edu.

Reserve Analysis templates are available in your folders and due Friday, February 26

We placed your division's reserve analysis templates in your division folder, in a folder called "Reserve Analysis Template" under the FY2021-22 Budget Process folder. We also included a copy of your completed template from last year, for reference. We’ve scheduled two reserve analysis workshops on January 25 and January 27 and DFLs should see them on their calendars. You need only attend one of the sessions. We will also be offering office hours every week starting on February 1 so you’ll have a chance to ask questions. Please sign-up for the office hours ahead of time. More information, including template guidelines, are available on the CFO website. Your completed reserve analysis template is due to the Financial Planning & Analysis team at dfl_concierge@berkeley.edu on Friday, February 26. 

Informational updates

Clarification on business travel policy

It’s come to our attention that there are continuing questions regarding the nature of the UCOP and UC Berkeley travel directives in place. Current information about business travel is available on the travel website. According to UCOP’s updated executive directives on August 6, 2020, UC Berkeley remains under the Office of the President’s directives to limit non-essential travel. Non-essential faculty, staff, and student travel is strongly discouraged, as travel increases your chances of contracting or spreading COVID-19, according to the U.S. Centers for Disease Control and Prevention. University-related travel is defined by UC Berkeley as essential if it is required to:

  • Preserve the safety of a research subject and is not possible to be postponed.

  • Preserve the results of a research activity and is not possible to be postponed.

Departments or programs may place additional restrictions on travel, but these are the only restrictions currently in place at the system and campus-wide level. If you have additional questions, please contact Director of Accounts Payable and Travel Dan Parnas at travel@berkekely.edu.  

Changes in the Financial Planning & Analysis organizational structure

As of January 2021, the Office of Financial Planning & Analysis has implemented a significant reorganization. Details about these changes are available on our website. As a next step, we will  begin examining financial practices and processes with an eye toward simplification and streamlining where possible. As we move forward we will solicit input and communicate further changes that have a campus-wide impact. 

FY2020-21 Productivity Suite assessment posted in December close

The FY2020-21 Productivity Suite assessment charges were posted in the December month-end close. The Journal ID# is ZACAM451F. If you have any questions, please contact productivitysuite@berkeley.edu or visit the CFO website for more information.  

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.   

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