DFL weekly update - June 10, 2022

Action Items

Complete External Audit Certification for Q4 by Friday, June 10 (today)

To ensure the completeness and accuracy of the quarterly Controller's report on the campus' external audit activities, please help us identify the campus' external audit activities. The Controller's Office is sending a separate email with additional information to DFLs with known external audit activity. By Friday, June 10, 2022, please submit the materials below to gao@berkeley.edu:

• All DFLs: External Audit Confirmation Form (You must return the completed External Audit Confirmation Form even if you do not have any external audit activities so we can certify campus responses.)
• DFLs with external audit activities: External Audit Confirmation Template (Include any related documentation with the template, i.e. notification of the commencement of the audit, audit report, etc.)

If you have questions, please contact gao@berkeley.edu.

Submit permanent budget transfers by Friday, June 17

Complete the Permanent Budget Journal Approval Request form to submit permanent budget transfers within your division by Friday, June 17. This includes any rebudgets to your revenue to fulfill these transfers. If you have questions, contact centralresourcemanagement@berkeley.edu with "permanent budget journal approval" in the subject line of your email.

Submit draft gift agreements by Wednesday, June 15, and gifts and signed gift agreements by Thursday, June 30

UDAR’s Gift Services and Fund Management has posted gift transaction deadlines, submission guidelines, and contact information on the Fiscal Year-end Gift Close Eureka flyer. If there is a current-use gift that needs to be processed in time to clear a FY22 ledger deficit, please contact Gift Services senior director Matt Weaver at mdweaver@berkeley.edu.

• Wednesday, June 15, is the deadline to submit draft gift agreements for any pledge of $25k or more, and any pledge or gift that establishes a new fund to Fund Management via Fiat Docx. Questions about gift agreements may be addressed to Fund Management at fundhelp@berkeley.edu.
• Thursday, June 30, is the deadline to submit gifts and executed and signed gift agreements for inclusion in FY 2022 totals. Questions about gifts may be addressed to Gift Services at 510-643-9789 or gifthelp@berkeley.edu.

Submit Contracts & Grants deficit clearing waivers in BFS by Friday, July 1

Research Administrators (RAs) or other BFS departmental users should submit FY22 Contracts & Grants deficit clearing waiver request forms, for a waiver of deficit clearing on open awards, via the RA Grants WorkCenter no later than Friday, July 1, 2022. For the Year-End Deficit Clearing Process on open awards, BFS users can submit the C&G deficit clearing waiver request form through the RA Grants WorkCenter as of Wednesday, June 1. Refer to the action dots in the blue header row at the top of the screen in BFS for instructions. 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 Deficit Clearing Process page.

Approve FY22 Contracts & Grants deficit clearing waiver request forms by Monday, July 11

The deadline for Divisional Finance Leaders (DFLs) to approve the C&G deficit clearing waiver requests in BFS is Monday, July 11, 2022. 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 31 and before January 1.
• 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.

If you have further questions regarding the Contracts & Grants deficit clearing processes, please contact the Controller’s Office at cgahelp@berkeley.edu.

Submit completed and approved org tree change requests by Wednesday, August 17

If you would like to submit changes to the Org Tree, please submit your completed, Budget and Financial Operations (BFO) Committee approved request by Wednesday, August 17. As a reminder, the May 18 submission date was the last day that approved change requests could be submitted for entry to the May Master Org Tree. Allowable changes through May 31 included New DeptIDs, New Org Nodes, and Description Changes. The Org Tree is now closed to all changes through fiscal close. 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. 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 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.