DFL weekly update - May 19, 2023

Action Items

Submit non-contract and grant deficit waiver requests by Friday, June 2

The non-contract and grant (C&G) FY2022-23 Deficit Waiver request form is now available on the VC Finance website. If you are planning to submit a non-C&G waiver request, complete the form by Friday, June 2. As a reminder, all divisions are expected to meet their operating needs within their available funding; waivers should only be requested for exceptional circumstances. Deficits less than $25,000 are not eligible for a waiver request. To assist in this process, use the fund deficit report in Cal Answers: Dashboards>Finance>Fund Deficits Reporting>Deficits to be Cleared. Note that you do not need to submit a new request for a previously approved multi-year deficit waiver unless you require a higher waiver amount. To view waivers that were approved as part of a prior multi-year request, use the waiver report in Cal Answers: Dashboards>Finance>Fund Deficits Reporting>Waivers and Tolerances. More information about non-C&G deficit resolution policy and processes, including waiver eligibility thresholds, how to clear deficits, and what happens if a deficit is not cleared, is available on the Fiscal closing related webpage. If you have other questions regarding the non-C&G deficit clearing process, please contact the Financial Planning & Analysis team at dfl_concierge@berkeley.edu.

Complete External Audit Certification for Q4 by Friday, June 16

To ensure the completeness and accuracy of the quarterly Controller's report on the campus' external audit activities, please help us identify the campus' external audit activities. The Controller's Office is sending a separate email with additional information to DFLs with known external audit activity. By Friday, June 16, 2023, please submit the materials below to gao@berkeley.edu:

• All DFLs: External Audit Confirmation Form (You must return the completed External Audit Confirmation Form even if you do not have any external audit activities so we can certify campus responses.)
• DFLs with external audit activities: External Audit Confirmation Template (Include any related documentation with the template, i.e. notification of the commencement of the audit, audit report, etc.)

If you have questions, please contact gao@berkeley.edu.

Submit permanent budget transfers by Friday, June 16

Complete the Permanent Budget Journal Approval Request form to submit permanent budget transfers within your division by Friday, June 16. This includes any rebudgets to your revenue to fulfill these transfers. If you have questions, contact centralresourcemanagement@berkeley.edu with "permanent budget journal approval" in the subject line of your email.

Submit completed and approved org tree change requests by Friday, August 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 August 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. As a reminder, the May 16 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. Important: The Org Tree is now closed to all changes through fiscal close.

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. Important: 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 review the new Org Tree Lookup Tool This new tool replaces the monthly manually produced Master Org Tree and will provide the most current org tree data as of one business day before. Training materials and Job Aids are located on the CFO website.
• There are updates coming soon to the Department Prefixes, and How to Create Visio files job aids located in the Tools and job aids section of the Organizational Tree web page.
• 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.