DFL weekly update - March 25, 2021

Upcoming deadlines at a glance

  • Thursday, 4/1 - Submit requests for additional FFE withdrawals from Foundation funds

  • Friday, 4/16 - Submit completed and approved org tree request forms

  • Friday, 4/30 - Complete Q3 Key Controls

  • Friday, 4/30 - Queue commitments for Q3

Budget process

FY22 budget process update

We are currently reviewing the feedback received from campus leadership about the working group charged with recommending alternative methodologies for distributing the FY22 cost recovery assessment. The plan is to officially launch the working group next week.  

CalPlanning is available with UCPath HCM data

CalPlan and HCP are available for planning the FY2020-21 Forecast Working version. Please review the March release notes for details about this update. This includes a simplified way that Pooled Positions and Fee Remission are planned in HCP and updated UCPath HCM data for planners to review and selectively copy to HCP. We will open FY22 Operating Budget at a later date. Due to the continued uncertainty regarding COVID-19 and other budget assumptions, the FY22 Operating Budget is currently blank and uneditable. We plan to pre-populate the FY22 Operating Budget with the Final version of the FY21 Operating Budget along with updated Campus Commitments when we open the FY22 budget. 

Action items

Requests for additional FFE withdrawals from Foundation funds are due by Thursday, April 1

If you expect to request an additional FFE withdrawal from a Foundation Fund in excess of $2 million, your request needs to be submitted by April 1.  Requests submitted after April 1 may be subject to two transfers, the second occurring after the year-end. This change is a continuation of the effort to improve the general endowment pool’s liquidity and overall financial performance at the Foundation.

Submit completed and approved org tree change requests by Friday, April 16

If you would like to submit changes to the Org Tree, please submit your completed, FP&A approved request by Friday, April 16. As a reminder, the submission date is the last day that approved change requests can be submitted for entry to the April Master Org Tree. 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 submission date of April 16. 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 keep in mind the last opportunity to process Org Node and DeptID movements was in November. Org Node and DeptID movements will not resume until after fiscal close; however, you may submit requests for movements at any time for review and approval. 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.

Complete Q3 Key Controls by Friday, April 30

Please complete and submit the financial reporting and system access reviews by Friday, April 30. 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 gao@berkeley.edu and questions about the system access review controls to the BFS System Access team at secbfs@berkeley.edu.

Queue commitments for May Q4 by Friday, April 30
Please complete the applicable form (linked below) to queue commitments by Friday, April 30 for commitments to be funded in May of FY2020-21. Please note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS; Star Awards; Bear Grants; Productivity Suite withdrawals and endowment payouts for rotating chairs. Commitments are processed on a quarterly basis.

Please note that while we're working remotely you must log in through VPN for these forms to work.

Please email dfl_concierge@berkeley.edu with questions.

  • To queue non-faculty commitments, complete the non-faculty commitments form on DFL Knowledge and Resource Portal.

  • To queue faculty commitments, complete the faculty commitments form on the DFL Knowledge and Resource Portal. Faculty commitments are defined for this purpose as Start-up; Retention; ASMD; and Chancellor's Professorships. Chancellor’s Professorships are those that are offered via start-up or retention in lieu of an actual chair - until one can be found, and are funded by central resources. 

    • Please provide screenshots of UCPath entries for ASMD leave begin dates and ASMD end dates when you queue ASMD funding through the faculty queue.

Informational updates

​Unspent Payout Balances

DFLs may contact Fund Management at fundhelp@berkeley.edu for more information regarding their unspent payout balances.

FY22 Budgeted Recharge Rates are available

The recharge website has been updated to include a file capturing all the FY22 Recharge Rates approved for budgeting purposes only. We will be reviewing the submitted rates in detail in the coming weeks and will approve the rates for use in FY22 by June 15, 2021. We would like to thank all recharge units for their effort in submitting their recharge rate for FY22. Please email recharge_certification@berkeley.edu with questions.

Start using the Supplier Onboarding Portal to set up new suppliers
As we announced in June of 2020, the Accounts Payable Vendoring team created an online vendoring process available through BFS, called the Supplier Onboarding Portal. Through this system, it’s possible to invite new suppliers to securely enter their information directly into the BFS portal rather than gathering paper signatures and faxing forms from the client to the vendoring team. This expedites the process from over 10 business days to less than 3 business days. Beginning on April 5, 2021, we’re retiring the option to fax supplier information when setting up a new supplier. If you’re setting up a new supplier, you’ll need to go through the Supplier Onboarding Portal in BFS. For now, if you’re updating records for an existing supplier, you can still use the fax option but we are working on updating that process to also go through the BFS portal. In order to access the Supplier Onboarding Portal, staff will need to attend a training session. Visit the Controller’s Office website to learn more and sign up for a training session. Please contact the Vendoring Team at vendoring@berkeley.edu with any questions. 

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 March 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