Upcoming deadlines at a glance
Tuesday, 7/14 - Review and post all online financial journals and temporary budget journals
Wednesday 7/15 - Provide a chartstring for deficit clearing
Friday, 8/14 - Submit final corrections to class schedule and instructional record data for summer sessions
Tuesday, 8/18 - Submit completed and approved org tree change requests
Wednesday, 8/19 - Complete Q4 Key Controls
Friday, 8/28 - Complete Q4 FY2019-20 Quarterly Variance Reports
Budget process update
The Chancellor and the Provost are still making decisions around this year’s budget. Vice Chancellor Rae is meeting with the Finance Committee, Cabinet, and the Council of Deans to keep campus leadership informed of the budget situation and the decisions as they unfold. We are scheduling a series of meetings with the Divisional Finance Leaders and Chief Administrative Officers next week. With respect to the process, we are working with the Executive Vice Chancellor and Provost on the revised budget assumptions and deliverables and will follow up with you as soon as they are completed.
Review and post all online financial journals and temporary budget journals by Tuesday, July 14
This is the deadline for divisions to post all online financial journals and temporary budget journals in BFS to FY20. More information is on the Controller’s Office website. Please contact the BFS Help Desk with any questions at email@example.com.
Provide a chartstring for deficit clearing by Wednesday, July 15
Please begin clearing any deficits for the year-end FY2019-20 fiscal close. The Department Fund Deficits dashboard is available in Cal Answers to view deficits for non-C&G current funds. We’ll be running an automated process to clear any remaining deficits in mid-July. As part of the deficit clearing process, please also send the Financial Planning & Analysis team a chartstring because if there are deficits that cannot be cleared by the automated process, we will use the chartstring (DeptId and Fund) to manually clear any remaining deficits. Please submit your chartstring to the FP&A team by 5 pm on Wednesday, July 15 via email to firstname.lastname@example.org.
Final corrections to class schedule and instructional record data for summer sessions are due by Friday, August 14
The Office of Planning and Analysis (OPA) will be reaching out to your department schedulers and managers and asking them to review their class schedule and instructional record data entry for summer sessions. This information must be finalized in Student Information Systems (SIS) by Friday, August 14. Please contact OPA Research Analyst Kira Blaisdell-Sloan with questions at email@example.com.
Submit completed and approved org tree change requests by Tuesday, August 18
The final opportunity to submit approved org tree change requests to be entered in BFS for FY20 was May 18. The org tree is now closed for all changes until after fiscal close. Org tree change requests can be submitted for review and approval anytime during fiscal close as the Financial Planning & Analysis team will continue to review requests to approve in advance of when the tree will open next for org tree changes in August. 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 Tuesday, August 18 submission deadline. 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. All Org Tree change types including Org Node and DeptID movements will be available after fiscal close through November. 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 firstname.lastname@example.org. Note: If you plan to request an Org Node change or Entity Hierarchy redesign, please contact email@example.com and explain what you would like to change before completing the request form because these changes are typically more complex and involve longer consultations.
Complete Q4 Key Controls by Wednesday, August 19
Please complete and submit the financial reporting and system access reviews by Wednesday, August 19. 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 Q4 FY2019-20 Quarterly Variance Reports by Friday, August 28
The Q4 2019-20 variance reports will be sent to you and your Dean/Vice Chancellor by Friday, August 14. 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 Friday, August 28. The variances for the fourth quarter are against the Q3 Forecast.
Central campus FY20 bridge funding for CBR assessed on academic stipend and post-doc fellows
As a reminder, please submit your requests for FY20 bridge funding for CBR assessed on academic stipends and post- doc fellows by today, if you haven’t already done so. Most of you have already submitted but if you miss the deadline, we’ll follow up with you as needed to make the adjustment in FY21 if we cannot make it in FY20. We have updated the CBR website with information for DFLs on how to submit bridge funding requests for the unanticipated CBR assessment of academic stipends and post-doc fellows for FY20. Cal Answers queries and pivots by divisions have been created and are available on the CBR website for a quick and efficient funding request process. Please contact Recharge and CBR Lead Herve’ Bruckert with questions at email@example.com.
FY2020-21 Composite Benefit Rates available
The composite benefit rates (CBR) for FY2020-21 have been approved and are available on the Composite Benefit Rates webpage. The new values will be effective as of July 1, 2020 with payroll adjustments beginning on that date. Please note that the approved CBR rates are slightly different from the original FY2020-21 Proposed CBR rates submitted to the federal government and used for planning purposes. This change is due to the reduction in the OPEB assessment rate and UCRP Supplemental payroll assessment rate in FY2020-21. As a reminder, now that we have implemented UCPath, we follow a standard process for calculating rates led by UCOP and adopt their agreements with the federal government. An announcement about the new rates was sent to the Deans and Vice Chancellors. We’ll let you know when CalPlan is updated.
Guidelines for Reimbursable Expenses for Remote Work during the Shelter-In-Place
UCOP has shared guidelines for reimbursable expenses while working remotely during the Shelter-in-Place. These are clarifications on the relevant policies for reimbursement of things such as meals, internet connectivity, phone lines, and printers. If you have any questions about reimbursement policy, contact the Accounts Payable team at firstname.lastname@example.org.
Learn more about administrative leave types
Information on administrative leave related to COVID-19 is available on the People & Culture COVID-19 resource page. This includes the UCOP guidance on COVID-19 related leaves and job protection, guidelines on returning to campus, and a summary table of leave types for easy reference under the “Leaves & Pay Continuation” section. There is also quite a bit of information relating to leaves in the People & Culture “Hot Topic FAQs”. The COVID-19 leave drop-in sessions are continuing on July 17 and July 24.
Payroll in suspense omitted from the deficit clearing process
We will not clear any deficits related to payroll in suspense again this year. Balances on fund #69995 and CF1 900000, CF1 900001, or CF1 900002 will not be included in our clearing process. These deficits will remain on your ledger to be resolved at a later time. To be fiscally compliant, we encourage you to review all deficit balances on the L4-Fund intersection and clear as much as possible before fiscal close. If you have questions, please contact the FP&A team at email@example.com.
FY2019-20 Faculty funding
We continue to transition to new funding processes following the retirement of the PRT with the transition to UCPath. We have now provided funding for faculty salary actions for FY20 in the permanent budget ledger and the actuals ledger. We are working on a few outstanding funding issues, otherwise virtually all actions other than June 2020 separations are complete. We will continue to communicate faculty funding updates as we continue our work post-conversion.
New course coming soon: Smart View Excel Interface for Planning
There is a new Smart View course designed for CalPlanning users who are experienced with CalPlan and HCP. Smart View for Planning introduces the functionality in Smart View that will allow planners to enter data into the CalPlan and HCP Forms. This course will be offered from late July through the rest of the year with classes scheduled in advance of the major budgeting milestones. Smart View Ad Hoc for CalRptg is also ongoing. Visit the CalPlanning training page to review the course schedule and links to enroll.
CalPlanning training available
All CalPlanning courses are now available in a blended learning format that combines self-study with online Zoom sessions. Visit the CalPlanning training page to review the course schedule for August and links to enroll in these classes: CalPlanning: Intro & Reporting, Navigating CalPlan, Navigating HCP, and Smart View Ad Hoc for CalRptg.
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.
As a reminder, these updates are regularly posted to the DFL webpage so you can reference past updates at any time.
Office of the Vice Chancellor of Finance