Upcoming Deadlines at a Glance
- Friday, 6/17 - Submit permanent budget transfers involving revenue rebudgets (today)
- Monday, 6/27 - Submit adjustment requests for FY22 gifts, payments, and pledges
- Wednesday, 6/29 - Approve direct retros for posting in FY22
- Thursday, 6/30 - Submit gifts and signed gift agreements
- Friday, 7/1 - Submit C&G deficit clearing waivers in BFS (RAs)
- Monday, 7/11 - Approve C&G deficit clearing waivers (DFLs)
- Wednesday, 8/17 - Submit completed and approved org tree change requests
Budget process update
Thank you for all your hard work submitting your budgets. The CalPlanning planning tools are closed while the Financial Planning & Analysis team reviews submissions and finalizes the FY23 Operating Budget. If you have any questions, please contact the VCF Immediate Office at firstname.lastname@example.org.
Submit permanent budget transfers by Friday, June 17 (today)
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 email@example.com with "permanent budget journal approval" in the subject line of your email.
Submit gift adjustment requests by Monday, June 27, 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 firstname.lastname@example.org.
- Monday, June 27, is the deadline to submit adjustment requests for FY22 gifts, payments, and pledges. Send adjustment requests to email@example.com.
- 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 firstname.lastname@example.org.
Approve direct retros for posting in FY22 by Wednesday, June 29
The cut-off to approve direct retros for posting in FY22 is 5 pm on Wednesday, June 29. Direct retros processed and/or approved after that point will be posted in the general ledger to the month of July.
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 email@example.com.
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 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.
Delay in processing time for new suppliers
The Vendoring Team, part of the Controller’s department in the finance division is experiencing an extremely high level of requests for new supplier setups. We work on requests on a first in, first out basis and our goal is to add a new supplier and respond to questions by no later than 5 business days, preferably sooner. Currently, because of the volume of new requests, the processing time to add new suppliers is roughly 20 business days and the response time for questions has increased to over 30 business days. We apologize for the extended response time and acknowledge that it is well beyond the usual time period. We understand this is frustrating and are doing everything we can to address this issue, including adding additional resources to our team to process these requests. We appreciate your patience while we work to resolve the delay and meet your need to add new suppliers. Thank you for your patience and understanding.
Beat the ConnexUC expert
The UC Berkeley Travel Office has long asserted that airfare you find in ConnexUC should always be equal to or better than prices you can find on any other airline booking site, including direct from the airlines with some minor exceptions. How would you like to put that to the test? If you think you can find airfare on a major airline that is cheaper than can be found in ConnexUC, contact us at firstname.lastname@example.org and we will set up a 15-minute zoom slot where you can try to “beat the expert”. If you win, you will receive a $20 gift card and we will gain valuable information that we can then use to better understand why the UC negotiated rate was not the best available rate. If you can’t beat the expert, you still win because maybe it’ll change your opinion of ConnexUC and allow you to take full advantage of the many benefits that it offers for both business and personal travel. If you’re interested in participating, email us at email@example.com and we’ll get back to you ASAP.
Join us for a Common Chart of Accounts Q&A session
In May, we implemented a set of changes related to the Common Chart of Accounts project. We’re working toward another set of changes that will be implemented in July. Mike Riley, the Controller, Dan Parnas, Director of Accounts Payable and Travel, and Stacey Templeman, Director of Strategic Sourcing & Systems Solutions will host a 30-minute question and answer session about the latest set of changes and the updates that will be made in July. If you would like to join, please sign up to attend and we will send you a calendar invite.
Increase in IRS mileage reimbursement rate effective Friday, July 1
The Internal Revenue Service announced an increase in the standard mileage rate for the final 6 months of 2022 to 62.5 cents per mile for business travel, an increase of 4 cents from 58.5 cents per mile for the first 6 months of 2022. The new reimbursement rate becomes effective July 1, 2022.
Endowment FY23 payout projections are now available
Endowment payout projections for FY23 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. CADS users can run the Future Payout Report in CADSmart or look at payout estimates for individual funds on the allocation screens. Contact Fund Management at firstname.lastname@example.org 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.
IX settlement agreement - UCOP journal correction
The May journal (UCP1046373) posted by UCPath to account, among other elements, for the IX settlement agreement debited the department instead of debiting the central ledger. We are working on correcting this issue before fiscal close. Contact email@example.com with any questions.
FY2022-23 recharge rates approved by the recharge committee
The FY2022-23 recharge rates have been approved by the recharge committee and will be on the recharge web page by the end of the day. Thank you very much for all your hard work on the FY202-23 recharge rates. We appreciate it. Contact firstname.lastname@example.org with any questions.
Office Hours for CalPlanning and Smart View
Office hours are available so that you can ask specific questions about CalPlanning and Smart View. Request office hours 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.
Cal Answers Training
Please review the self-service learning resources on the Cal Answers website, where Cal Answers users will find a complete course in basic navigation as well as short videos, job aids, wiki documentation, and a list of Frequently Asked Questions. Additionally, the two-hour instructor-led classes build on the basic navigation skills covered in the self-study. There are separate courses focusing on financial dashboards and student data dashboards. In the class, a subject matter expert will guide a deep dive into the reports and data available in the dashboards and answer specific questions.
Changes to the DFL in your division?
If the DFL role in your division is changing, email email@example.com to ensure our website, communications, and training plans are updated.
DFL Weekly Updates Page
As a reminder, these updates are regularly posted to the DFL Weekly Updates page so you can reference past updates at any time. Additionally, the Operational Deadlines page provides an overview of deliverables by quarter.
Office of the Vice Chancellor of Finance