Upcoming deadlines at a glance
Monday, 7/6 - Review and post initiating online intercampus financial journals
Monday, 7/6 - Process and approve online recharge financial journals
Wednesday, 7/8 - Approve FY20 C&G deficit clearing waiver requests
Tuesday, 7/14 - Review and post all online financial journals and temporary budget journals
Wednesday 7/15 - Provide a chartstring for deficit clearing
Budget process update
Thank you for joining us at the forum for updates on the budget. We will be working next week to post answers to the many questions posed during the forum, as well as questions posed by the deans throughout the week. We will schedule a follow-up meeting to discuss your questions and other feedback prior to launching the budget process. 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. Finally, here is a link to the slides from the presentation discussed at the forum. With respect to the cost recovery spreadsheet, we are footnoting the document and considering some initial recommendations from the deans, after which we will review with the Finance Committee and make available to the DFL community.
CalPlan and HCP are available
As we announced on Tuesday, the CalPlanning planner tools, CalPlan and HCP, are now available with the FY20 Forecast Q3 Submission version. The CalPlanning tools (CalPlan, HCP, CalRptg, SmartView) are available with the 2020 April and May Actuals. The FY2019-20 Forecast Working version has also been updated with April and May Actuals. As a reminder, CalRptg is updated with Actuals on a daily basis.
Review and post initiating online intercampus financial journals by Monday, July 6
Initiating Intercampus Financial Journals posted after July 6 must be reversed from the June ledger and posted to July. More information is on the Controller’s Office website. Please contact the BFS Help Desk with any questions at firstname.lastname@example.org.
Process and approve online recharge financial journals by Monday, July 6
Recharge units should process and approve all June online recharge entries by July 6. No recharge transactions for June should be posted after July 6. If your department receives recharges posted after July 6, contact the unit responsible for the posting to request reversal and posting in the next fiscal year. More information is on the Controller’s Office website. Please contact the BFS Help Desk with any questions at email@example.com.
Approve FY20 Contracts & Grants Deficit Clearing Waiver Request Forms by Wednesday, July 8
Research Administrators (RAs) or other BFS departmental users should submit FY20 Contracts & Grants Deficit Clearing Waiver Request forms, for a waiver of deficit clearing on open awards, via the RA Grants WorkCenter no later than Thursday, July 2.
The deadline for Divisional Finance Leaders (DFLs) to approve those waiver requests in BFS is Wednesday, July 8. DFLs should navigate to the following page in BFS in order to approve waivers: Enterprise Components > Forms > Approve/Review a Form. Enter “CGADFCWVR” in the “Form” field.
As a reminder, the following are exempt from the Year-End C&G Deficit Clearing Process related to open awards. Please do not submit a waiver under these circumstances:
Awards that have a final Financial Report due date after May 31st and before January 1st
Awards with an Anticipated Funding Amount recorded in BFS that exceeds the total actual expenses as of June 30. The Anticipated Funding Amount for awards is found in the BFS fund panel on the "Award Info" page.
For the Year-End Deficit Clearing Process on open awards, BFS users can now submit the C&G Deficit Clearing Waiver Request form through the RA Grants WorkCenter. Instructions for RAs are included on the waiver form itself. Access to the RA Grants WorkCenter is obtained by submitting a request via the SARA system. You can read more about the year-end deficit clearing process on the Controller's Office website.
If you have further questions regarding the contracts & grants deficit clearing processes, please contact the Controller’s Office via firstname.lastname@example.org.
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.
Master Org Tree closed, next deadline for changes is 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 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.
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 this morning. 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 email@example.com.
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 10, July 17, and July 24.
Central campus FY20 bridge funding for CBR assessed on academic stipend and post-doc fellows
We have updated the CBR website with information for DFLs on how to submit their 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 firstname.lastname@example.org
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.
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