Upcoming Deadlines at a Glance
- Friday, 1/27 - Submit Course Materials and Services Fee Proposals (today)
- Friday, 1/27 - Submit Miscellaneous Student Fee Proposals (today)
- Friday, 1/27 - Submit SSGPDP fee proposals for 2023-24 (today)
- Friday, 2/3 - Complete Q2 Key Controls
- Friday, 2/10 - Submit Reserve Analysis templates
- Thursday, 2/16 - Submit completed and approved org tree change requests
UAW Agreement Financial Impacts and Budget
VCF is building the campus financial model to understand UAW financial impacts
The campus is in the process of building a financial model that helps us better understand the financial impacts of the UAW agreement. The model draws from UCPath and SIS data at the employee level and will deliver aggregated results by title (GSI, GSR, PostDoc, Academic Researcher), department, and award. We would prefer that all schools and colleges use the data set within the model as a starting point for your own calculations to avoid inconsistent reporting for critical decision-making. CAO Dat Le (Engineering) and Amy Robinson (Letters and Science) are representing the CAO/DFL community in this work group.
We are hopeful that we will have a draft model ready to share with the CAOs and DFLs within the next few weeks. We will call a special meeting to preview the model and solicit your feedback. Completion of this work is essential to finalizing the assumptions for and launching the FY24 budget process, about which more information will be provided in the coming weeks.
Submit Course Materials and Services Fee Proposals by Friday, January 27 (today)
The call for proposals for Course Materials and Services Fees (CMSF) for FY2023-24 has been released. 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 Course Materials and Services Fees page. Completed proposals are due to email@example.com by Friday, January 27. Final recommendations and approvals will be made in the spring. Please share this call widely with department leaders in your units. Contact firstname.lastname@example.org with any questions.
Submit Miscellaneous Student Fee Proposals by Friday, January 27 (today)
The call for proposals for Miscellaneous Student Fees (MSF) for FY2023-24 has been released. The proposal form to establish a new MSF, increase an existing MSF, or consolidate multiple fees into one MSF, as well as additional information on MSF policies and procedures, is available on the Miscellaneous Student Fees page. Completed proposals are due to email@example.com by Friday, January 27. Final recommendations and approvals will be made in late spring. Please share this call widely with department leaders in your units. Contact firstname.lastname@example.org with any questions.
Submit SSGPDP fee proposals for 2023-24 by Friday, January 27 (today)
UCOP has released the call for SSGPDP fee proposals for the 2023-24 academic year. All new and existing approved SSGPDPs are required to submit an annual fee proposal for review and approval by the President. Completed proposals are due to email@example.com by Friday, January 27. The call for proposals, submission documents, and instructions are available on the CFO website. Please direct questions to firstname.lastname@example.org as early as possible prior to the submission deadline.
Complete Q2 Key Controls by Friday, February 3
Please complete and submit both the Financial Reporting Review and System Access Review by Friday, February 3. Please visit the Division Key Controls page for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at email@example.com and questions about the system access review controls to the BFS Security team at firstname.lastname@example.org.
Submit Reserve Analysis templates by Friday, February 10
The Reserve Analysis templates will be due on Friday, February 10. The Reserve Analysis template is in your division folder under FY2023-24 Budget Process > Reserve Analysis Template. A copy of the prior year’s completed template is included in this folder for your reference. More information is available on the Reserve Analysis web page. We are also offering office hours on Mondays. These will be on January 23, January 30, and February 6 from 11 am to 12 pm to help answer any questions you might have regarding this exercise. Sign up for the Reserve Analysis office hours by completing the linked Google Form. The Zoom link is included in the sign-up form.
Submit completed and approved org tree change requests by Thursday, February 16
If you would like to submit changes to the Org Tree, please submit your completed, Budget and Financial Operations (BFO) Committee approved request by Thursday, February 16. 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. This is for all org changes with the exception of Org Node and DeptID moves.
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 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.
- Please 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.
Refreshed FY23 Q3-Q4 Forecast and FY24-FY25 Operating Budget Intersection Detail Reports
We have refreshed the Intersection Detail Reports for the FY23 Forecast as well as the FY24 – FY25 Operating Budget. The refreshed FY23 Intersection Detail Reports (IDRs) help clarify what was loaded to CalPlan in the FY23 Forecast for Q3 and Q4. For the FY24 – 25 Operating Budget, the information is not final and is subject to change. These refreshed IDRs will be published to your Divisional Folders by end of the day today, and will be located in the “FY2022-23 Budget Process Folder”. Both IDRs will be titled as “FY23FC Q3 & Q4 Refreshed” and “FY24OB-FY25OB Refreshed”. Any changes to commitments made after January 9 will not appear on the IDRs. If amounts change, the affected units will be emailed and the amounts will be updated manually in CalPlan. Please contact the Financial Planning & Analysis team at email@example.com with questions.
FY2023-24 Budgeted Composite Benefit Rates
We have submitted our FY24 CBR rates to the Federal Government for approval. Please visit the Composite Benefit Rates webpage for additional information and the new projected CBR rates for FY24. Keep in mind that these rates have not yet been approved by the Federal Government and are therefore subject to change. We anticipate approval of the FY24 CBR rates before the end of this fiscal year (FY23). Contact firstname.lastname@example.org if you have questions.
FY2023 Facilities and Administrative (F&A) Rate proposal
As you may be aware, we are currently developing the FY2023 Facilities and Administrative Rate (F&A) proposal, through which the campus generates indirect cost recovery (ICR) for research grants. A major workstream in the F&A rate development involves conducting a survey of research space. We are currently identifying the departments that we’ll be working with on the space survey and will be reaching out soon to schedule a division-specific meeting to provide an overview of the space survey, roles and responsibilities, and timeline.
Financial Systems Availability
The following financial systems will be unavailable due to scheduled system maintenance.
- Friday, January 27 from 6 am to 6 pm
- Sunday, February 5, from 6:00 am to midnight
- Sunday, January 29, from 6:00 am to midnight
- Sunday, February 5, from 6:00 am to midnight
The next series of CalPlanning and Smart View training classes begin Thursday, September 8. 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.
New CalPlanning Enhancements
We’re seeking your assistance in developing several new enhancements for CalPlanning. Be among the first to test drive the new Budget Template in CalPlan or compensation account drill-through capabilities in HCP and provide feedback regarding usability. Seats are limited and available on a first-come, first-served basis. We request a one-hour minimum time commitment and can accommodate your schedules as needed. Your input is integral to the success of our system! Please contact email@example.com no later than next Friday, January 20, if you are interested in participating.
Office Hours for CalPlanning and Smart View
Office hours are available so that you can ask specific questions about CalPlanning and Smart View. Request office hours 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.
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.
Changes to the DFL in your division?
If the DFL role in your division is changing, email firstname.lastname@example.org 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.
Office of the Vice Chancellor of Finance