DFL weekly update - January 8, 2021

Upcoming deadlines at a glance

  • Friday, 1/8 - Report year-end gift recording and receipting (today)

  • Friday, 1/8 - Submit Self-Supporting Graduate Professional Degree Program (SSGPDP) fee proposals (today)

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

  • 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, 2/5 - Complete Q2 Key Controls 

  • Friday, 2/26 - Reserve Analysis templates will be available 1/15 and are due 2/26

Budget process

Budget process update

The Executive Vice Chancellor and Provost’s Office distributed the budget allocation letters this week. The FY21 Operating Budget is now finalized with the Final version available for reporting. The CalPlanning planning tools (CalPlan, HCP) are currently closed as we prepare to open the FY21 Forecast in January. We plan to open FY22 Operating Budget with the budget call in the spring.

Action items

Report year-end gift recording and receipting by Friday, January 8

The deadline for gifts to be received in the Gift Services office to be counted for the calendar year 2020 is Friday, January 8, 2021. Information and instructions are available on this linked flyer or on Berkeley’s advancement intranet Eureka; to review it log into Eureka and visit the Calendar Year End page. The key changes due to Shelter-in-Place conditions include:

  • Campus units may not hand deliver gifts to Gift Services due to building closures.

  • Ask donors to mail gifts directly to Gift Services at 1995 University Ave, Ste 400, Berkeley, CA 94704.

  • Gifts received in campus offices should be sent to Gift Services at the above address by USPS or Loomis armored service only. Please do not use Campus Mail Services.

  • Do not accept credit card information by phone with the intent to transmit to Gift Services for charging. Ask donors to call Gift Services directly at 510.643.9789 to give by phone.

Please contact Gift Services with questions at (510) 643-9789 or gifthelp@berkeley.edu.  

Submit Self-Supporting Graduate Professional Degree Program (SSGPDP) fee proposals for 2021-22 by Friday, January 8

UCOP has released the call for SSGPDP fee proposals for the 2021-22 academic year. All new and existing approved SSGPDPs are required to submit an annual fee proposal for review and approval by the President. Proposals are due to the Financial Planning & Analysis team at studentfees@berkeley.edu by Friday, January 8. The call for proposals, submission documents, instructions, and guidance are also available on the CFO website. Please direct questions to studentfees@berkeley.edu as early as possible prior to the submission deadline.

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

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. In order to support you as you complete your forms, we scheduled two recharge workshops. Please follow the links below to register for a session.

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.

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 will be available January 15 and due February 26

Similar to last year and based on your feedback, the reserve analysis process is planned so that it will not coincide with the budget process and will still provide you with sufficient time to work with your Department Managers to review your balances. The information you provide as part of the reserve analysis process is extremely helpful in providing transparency into campus' reserve balances and allows us to better frame how we can enable their use for investment in our highest priorities. It is particularly important in helping us develop mitigation strategies during the COVID-19 pandemic. We will continue to partner with you to gather reserve analysis data and hope to continue this in early fall going forward. Now that the FY21 Budget process is completed, we are able to provide you with specific dates.

We plan to place your division's reserve analysis templates in your division folder on January 15, in a folder called "Reserve Analysis Template" under the FY2021-22 Budget Process folder. We’ll also include a copy of your completed template from last year. We’ve scheduled two reserve analysis workshops on January 25 and January 27 and will place them on your calendars next week. You need only attend one of the sessions. We will also provide office hours every other week after the templates are ready so you’ll have a chance to ask questions. Your completed reserve analysis template will be due to the Financial Planning & Analysis team at dfl_concierge@berkeley.edu on February 26. 

Informational updates

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.   

Payout for endowed chairs held centrally will be transacted in the December ledger
We will allocate the payout for endowed chairs held centrally in the December ledger. The funding will be allocated to the divisional allocation DeptID of the chairholder's home division. As we mentioned earlier, the Divisional Finance Leader (DFL) no longer needs to provide a budget to the CFO’s Office or queue the commitment for disbursal. DFLs will be responsible for the budget and funding processes for these chairs in the same way they are responsible for their own divisional and departmentally held endowed chairs. For those chairs appointed later in the year, please provide the appointment letter through the DFL concierge email dfl_concierge@berkeley.edu with a request for funding. 

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