Upcoming Deadlines at a Glance
- Tuesday, 4/18 - Submit completed and approved org tree change requests
- Wednesday, 4/26 - Complete Q3 Key Controls
- Friday, 4/28 - Form A due (from divisions with ladder rank faculty)
- Friday, 4/28 - Queue commitments for Q4 requests
Budget process update
We expect to be able to release the call letter in early April and the guidelines and templates shortly after that. We will include updates in this newsletter and on the CFO website as soon as they are available.
Form A templates are in the shared Divisional Folders and are due Friday, April 28
We released Form A templates to the divisions with ladder rank faculty. The purpose of Form A is to plan campus support for faculty appointments. The form documents anticipated changes in permanently budgeted state funded faculty for a division’s Forecast and Operating Budget. Form A templates are in your Divisional Folders under the FY2023-24 Budget Process folder. Please download, review, and upload your completed Form A to the same folder by Friday, April 28. Then email the Financial Planning and Analysis team at email@example.com to let them know you completed it.
The CalPlanning tools CalPlan and HCP are unavailable for edits. The CalRptg and HCPRptg reporting applications will continue to be available to run reports and Smart View queries. Please visit the CalPlanning website for updates.
Submit completed and approved org tree change requests by Tuesday, April 18
If you would like to submit changes to the Org Tree, please submit your completed, Budget and Financial Operations (BFO) Committee approved request by Tuesday, April 18. 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. This is for all org changes with the exception of Org Node and DeptID moves.
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 update on the estimated processing time for journal source configuration of new L4 org node codes. As a reminder, journal source configuration for new L4’s is required if there is a need to prepare and approve journals.
- 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.
Complete Q3 Key Controls by Wednesday, April 26
Please complete and submit both the Financial Reporting Review and System Access Review by the end of the day on Wednesday, April 26. Please visit the Division Key Controls page for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at firstname.lastname@example.org and questions about the system access review controls to the BFS Security team at email@example.com.
Queue commitments for Q4 requests by Friday, April 28
Please complete the commitment queue form by Friday, April 28, for commitments to be funded in May of FY2022-23. Please note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS; Star Awards; Bear Grants; both Productivity Suite and Campus Data Network assessments and endowment payouts for rotating chairs. Commitments are processed on a quarterly basis. You only need to use one commitment queue google form to submit your commitment requests for both faculty and non-faculty funding commitments. 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. For more information about queueing commitments and documentation required, please visit the Commitments page. Please note that if you are working remotely, you must log in through VPN for these forms to work. Please email firstname.lastname@example.org with questions.
Accounts Payable Training Session on Tuesday, April 11 at 10 am
A new session will be held on Tuesday, April 11 at 10 am where we'll continue the discussion we started at the last session on the Supplier Onboarding process, and we'll provide a session on how departments can arrange travel for visitors or guests to campus (air, hotel, ground transportation, and more) without any need for reimbursement of expenses. We'll also discuss some updates that have been made to the Purchasing and Payment Matrix. If time allows, there will be a question-and-answer opportunity for any Accounts Payable-related processes. Information about the training sessions will be posted to the Accounts Payable Training Sessions webpage. If you previously attended one of the sessions you should have automatically received a meeting invitation. If you have not received a meeting invitation, please contact Accounts Payable at email@example.com and request the meeting information.
CalPlanning training - classes available for new users
CalPlanning and Smart View training classes for new users are available for enrollment. The curriculum uses a blended learning model. Courses begin with self-study using online “books” divided into chapters supplemented with practice exercises and short videos. Courses culminate with a group session using Zoom in which participants work on case studies in small teams to apply the material covered in the self-study. The self-study materials are available on the website for everyone to use; they can be a helpful resource for those that have already completed the training and are looking for a refresher. Review the CalPlanning training page for schedules and links to enroll and access the self-study materials.
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 firstname.lastname@example.org 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