DFL weekly update - June 11, 2021

Upcoming Deadlines at a Glance

  • Friday, 6/18 - Submit permanent budget transfers involving revenue rebudgets
  • Monday, 6/28 - Submit gifts and signed gift agreements
  • Wednesday, 6/30 - Submit Department of Finance report
  • Thursday, 7/1 - Submit C&G deficit clearing waivers in BFS (RAs)
  • Friday, 7/9 - Approve C&G deficit clearing waivers (DFLs)
  • Friday, 7/9 - Return Form A if you have ladder rank faculty
  • Wednesday, 7/14 - Reclass CBR expenses

Budget Process

FY22 budget process update

We met with the Cost Recovery Methodology Working Group, Cabinet, and Council of Deans this week to communicate the Finance Committee’s decisions. Most of the recommendations, including the exclusions methodology, were approved. A second phase of the Cost Methodology Working Group will meet to plan recommendations on implementing the mitigation strategies. We’ve updated the budget process timeline and it’s available on the Budget Process page of the CFO website. There may be minor adjustments to the timeline based on Finance Committee input next week. We’ll release the call letter, the budget process guidelines, and the templates the week of June 21.

Form A

The Financial Planning & Analysis team distributed the Form A templates and they are due back to the team at dfl_concierge@berkeley.edu on Friday, July 9. The purpose of Form A is to plan campus support for faculty appointments.

Action Items

Submit permanent budget transfers involving revenue rebudgets by Friday, June 18

Complete the Permanent Budget Journal Approval Request form to submit permanent budget transfers within your division by Friday, June 18. This includes any rebudgets to your revenue. If you have questions, contact centralresourcemanagement@berkeley.edu with "permanent budget journal approval" in the subject line of your email.

Submit gifts and signed gift agreements by Monday, June 28

UDAR’s Gift Services and Fund Management has posted gift transaction deadlines, submission guidelines, and contact information on the 2021 Fiscal Year-end Gift Close Eureka flyer. Monday, June 28 is the deadline to submit gifts and executed and signed gift agreements for inclusion in FY 2021 totals. Questions about gifts may be addressed to Gift Services at 510-643-9789 or gifthelp@berkeley.edu.

Submit completed templates for the Department of Finance reporting by Wednesday, June 30

The deadline to submit completed templates for the Department of Finance reporting is Wednesday, June 30. Please submit your completed template to the FP&A team by emailing the template to DFL Concierge (dfl_concierge@berkeley.edu) with the subject "COVID-19 Cost Impact" and your division name. Please note that the completed template for each division should be submitted by the Divisional Finance Leaders and Chief Administrative Officers at the divisional (L3) level. Please remember to use the revised Department of Finance template. Visit the CFO website for frequently asked questions and more information on costs related to COVID-19 and completing the Department of Finance template. Contact vcfinance@berkeley.edu with questions.

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

Research Administrators (RAs) or other BFS departmental users should submit FY21 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 1, 2021. 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 Tuesday, June 1. Refer to the action dots in the blue header row at the top of the screen 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 Controller's Office website.

Approve FY21 Contracts & Grants deficit clearing waiver request forms by Friday, July 9

The deadline for Divisional Finance Leaders (DFLs) to approve the C&G deficit clearing waiver requests in BFS is Friday, July 9, 2021. 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.

Reclass CBR expenses by Wednesday, July 14

CBR benefit expense adjustments should be managed via UCPath. Any manual journal entries on accounts #530xx will need to be reclassified by fiscal close. For more information on how to reclassify these manual entries visit the CBR page on the CFO website and review the section named CBR Expense Reclassification. We will send an email directly to the preparers for the journals for which the entries need to be reclassed. If you have questions or feel that the requested reclass may create an accounting problem for your division please contact the CBR Finance Lead, Herve’ Bruckert at centralresourcemanagement@berkeley.edu.

Informational Updates

FY22 recharge rates approved by the recharge committee

The recharge committee has reviewed and approved the FY22 recharge rates. The approved recharge rates will be listed on the Recharge page on June 15. Please contact recharge finance lead Herve’ Bruckert at recharge_certification@berkeley.edu for any recharge rate edits or questions.

T&E policy on reimbursement requests - 45-day submission deadline

There is a UC system policy that requires both travel and entertainment reimbursement requests to be submitted no later than 45 days after the completion of travel or, for entertainment, the date of the expense, as specified by the IRS in Publication 463 to ensure we maintain our Accountable Plan status. For the past two years, the reimbursement system has been sending courtesy notifications to employees and their approvers, to remind them of this policy whenever a reimbursement was submitted outside of the 45-day window, so at this point, awareness of this policy should be widespread. As of July 1, 2021, we will begin strictly enforcing this policy and any exceptions will be treated as taxable income, which would result in the employee's being subject to withholding on those reimbursements.

Direct Bill system updates are available

We’ve updated the system that allows you to charge airfare directly to the university for business travel - Direct Bill. We have incorporated some general updates to improve the look and feel of the system and make it easier to navigate. We’ve also incorporated two changes in the current system process. First, we’ll require the person setting up the Direct Bill ID to choose a preferred travel approver and that approver will receive an email informing them that the Direct Bill ID has been generated and that it will be used to bill airfare directly to the university and to a specific chartstring. As long as the travel was authorized and the chartstring is appropriate, then no action is required on the part of the approver, the email is simply a notification. Second, when booking the Direct Bill ID, the system will ask "Is Berkeley the travel destination?" so that booking travel to UC Berkeley will be easier. More information about the updates to the Direct Bill system is available on the travel website. If you have any questions, please contact the T&E team at travel@berkeley.edu.

Training available on tracking gifts made to UC Berkeley

Gift Services and Fund Management of UDAR is excited to announce a new e-learning training module available at the UC Learning Center: From Send to Spend- Tracking Gifts Made to UC Berkeley. This training is meant for UC Berkeley Research Assistants and finance teams who want to know how to track gifts that have been made to UC Berkeley. It explains the different ways a gift can flow from intake through the Cal Advancement Data System (CADS) and eventually to the general ledger. It also includes resources you can use to track the gift you are following.

Endowment FY22 payout projections are available

Endowment payout projections are now available through the Cal Advancement Database System (CADS), where users can look at estimates for specific funds or run reports for a school/college, division, or department. Run the Future Payout Report in CADSmart or look at payout estimates for individual funds on the allocation screens. Divisional Finance Leaders should contact Fund Management at fundhelp@berkeley.edu with any endowment payout questions. To learn more about endowments, please go to Eureka, Berkeley's advancement intranet, which can be accessed with your CalNet credentials.

Master Org Tree closed

The final opportunity to submit approved org tree change requests to be entered in BFS for FY21 was May 18. The org tree will be closed for all changes until after the FY21 budget decisions are finalized. Org tree change requests can be submitted for review and approval anytime during fiscal close as the Budget and Financial Operations (BFO) team will continue to review requests to approve in advance of when the tree will open. 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:

Pathway to Retirement Funding

Please submit divisional requests for central funding to Yasya Goretsky at yasyavg@berkeley.edu. Please be sure to include a copy of the signed Pathway to Retirement Agreement, and supporting documentation identifying the course(s) taught, semester, instructor(s), and GL detail when relevant. This documentation should be provided from campus-based systems, such as the Berkeley Academic Guide (course catalog) and Cal Answers.

Cal Answers training available

We’ve updated the Cal Answers website to showcase a variety of learning materials including self-study and instructor-led courses, job aids, videos, Wiki documentation, and office hours. We’ve also updated the information on how to request access to Cal Answers to improve clarity. We’ve added two instructor-led courses covering basic navigation skills, one focused on financial dashboards and the other focused on student data dashboards. Classes begin in July. Visit the Cal Answers Basic Navigation page for links to enroll.

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 June 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.

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