DFL weekly update - March 5, 2021

Upcoming deadlines at a glance

  • Friday, 3/19 - Submit completed and approved org tree request forms

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

Budget process

FY22 budget process update

We are in the process of completing the assumptions for the budget process and will be discussing them with campus constituents, including the CAOs and DFLs, in the coming weeks. Though the launch of the process will be later than our original target of early March, the additional time needed for discussion is essential to its success. Our hope is to still complete the process as close to the start of the new fiscal year as possible.

Update on Form A 

We are currently in the process of producing the Form A template. We will establish and communicate the timeline for completing the template once we have finalized the overall budget process timeline. We will provide you with an update as soon as possible.

Refreshed FY2020-21 Intersection Detail Reports available

We have refreshed the Intersection Detail Reports for FY21. These were published to your divisional folders. They are available in the "FY2020-21 Budget Process Folder", in a sub-folder called "Intersection Detail Reports", with the nomenclature "Q3 and Q4 FY21 Plan". The refreshed FY21 Intersection Detail Reports (IDRs) help clarify what was loaded to CalPlan in the FY21 Forecast for Q3 and Q4. Any changes to commitments made after the report run date (noted at the top right of the report) will not appear on the IDRs. If amounts change, the affected units will be emailed and the amounts will be updated manually in CalPlan. 

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

Submit completed and approved org tree change requests by Friday, March 19

If you would like to submit changes to the Org Tree, please submit your completed, FP&A approved request by Friday, March 19. As a reminder, the submission date is the last day that approved change requests can be submitted for entry to the March 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 March 19. 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.

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.

Review STAR Award funding allocation 

Per the People & Culture (campus-wide) message from February 11, 2021, the FY21 Staff Appreciation and Recognition program (STAR) has been allocated. The FY21 allocation amount is $1.1M due to the one-time reallocation described in the People & Culture message. Please review the linked FY21 Star Award distribution spreadsheet to view the funding for your unit. The amount available to spend is in the last column called "2021 Beg. Bal. + Distribution". Please share this information with the person responsible for allocating funds for SPOT awards within your unit. We recommend VCs and Deans consider funding awards from a centralized pool to maximize flexibility in managing these resources. More information is available on the CFO website. If you have questions about the allocation, please contact the Budget and Financial Operations team at centralresourcemanagement@berkeley.edu.

Informational updates

FY22 Budgeted Recharges 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. 

There is a decrease in the UCB Foundation's credit card fee on gifts

Effective March 1 the Foundation is reducing the fee to 2.3% from 2.5% that is assessed on credit card gifts to the Foundation. The fee has gone down due to the increase in more online giving websites, thus reducing the physical card terminals as well as our successful negotiations with the credit card companies. Please note that credit card fees charged on gifts to the Regents/campus are unchanged.

UCPath upgrade is coming soon

In the months ahead, UC Berkeley will be participating with3/5/21 -  the UCPath Center and other system campuses in a mandated upgrade to UCPath. This upgrade will be implemented in partnership with UCPath operations and the Controller’s Office to ensure data continues to flow into our financial systems accurately. The upgrade will improve stability, reduce support efforts, address compliance gaps that are being managed manually, eliminate manual UCPath processes, reduce security risks, and increase personal identifiable information data protections. It will also eliminate customizations where possible and improve data entry activities. The upgrade will take place during 2021 as we locally review functional design, update our desktop and training materials, test the application, and train our teams. This project will create a foundation for ongoing smaller upgrades as new functionality is evaluated in the future. However, we anticipate minimal change to existing functionality for now and minimal impact on our front-end users. We’re in the preliminary phase of the project and are still defining the scope. We will keep you posted as we learn more. 

Update on FedEx file transfer to BFS issue

As of February 8, the FedEx file invoice interface issue has been resolved. Files totaling $237,857.00 have been loaded to date, which represents the majority of FedEx charges that had been pending since the beginning of November when this issue first began. We appreciate your patience while we worked with FedEx to resolve this matter. If you have any questions, please contact Gloria Smith, Accounts Payable Banking Team Lead at glosmith@berkeley.edu.  

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