DFL weekly update - May 28, 2021

Upcoming deadlines at a glance

  • Friday, 5/28 - Submit non-contract and grant deficit waiver requests (today)
  • Thursday, 6/3 - Complete external audit confirmation for Q4
  • Thursday, 6/3 - Submit completed templates for the Department of Finance reporting
  • Tuesday, 6/8 - Submit draft gift agreements
  • Monday, 6/28 - Submit gifts and signed gift agreements

Budget Process

FY22 budget process update

The feedback cycle for the Cost Recovery Working Group’s recommendations is now complete. The Finance Committee will be discussing this feedback next week before making a final decision about the recommendations. The timeline and activities for the budget process will be announced shortly thereafter, hopefully by the end of next week. The deliverables this year will be similar to last year and deadlines will be set in recognition of the possible overlap with fiscal close.

Form A coming soon

The Financial Planning & Analysis team is planning to distribute the Form A templates in June. The purpose of Form A is to plan campus support for faculty appointments.

Action items

Submit non-contract and grant deficit waiver requests by Friday, May 28 (today)

The non-contract and grant (C&G) FY2020-21 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, May 28. 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 FY2020-21 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 page on the DFL website. 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 confirmation for Q4 by Thursday, June 3

To ensure the completeness and accuracy of the quarterly Controller’s report on the campus’ external audit activities, please help us identify the campus’s external audit activities. The Controller’s Office is sending a separate email with additional information to DFLs with known external audit activity. By Thursday, June 3, 2021, please submit the materials below to Yohei Azuma at yazuma@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, contact Yohei by email at yazuma@berkeley.edu.

Submit completed templates for the Department of Finance reporting by Thursday, June 3

The deadline to submit completed templates for the Department of Finance reporting is Thursday, June 3. Please submit your completed template to the FP&A team by emailing the template to DFL Concierge (dfl_concierge@berkeley.edu) with the subject "COVID-19 Cost Impact" and your division name. Please note that the completed template for each division should be submitted by the Divisional Finance Leaders and Chief Administrative Officers at the divisional (L3) level. Please remember to use the revised DOF template. Visit the CFO website for frequently asked questions and more information on costs related to COVID-19 and completing the Department of Finance template. Contact vcfinance@berkeley.edu with questions.

Submit draft gift agreements by Tuesday, June 8, and gifts and signed gift agreements by Monday, June 28

UDAR’s Gift Services and Fund Management has posted gift transaction deadlines, submission guidelines, and contact information on the 2021 Fiscal Year-end Gift Close Eureka flyer.

  • Tuesday, June 8 is the deadline to submit via Fiat Docx draft agreements for pledges or outright gifts that establish new funds. Questions about gift agreements may be addressed to Fund Management at fundhelp@berkeley.edu.
  • Monday, June 28 is the deadline to submit gifts and executed and signed gift agreements for inclusion in FY 2021 totals. Questions about gifts may be addressed to Gift Services at 510-643-9789 or gifthelp@berkeley.edu.

Informational updates

Endowment FY22 payout projections are available

Endowment payout projections 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. Run the Future Payout Report in CADSmart or look at payout estimates for individual funds on the allocation screens. Divisional Finance Leaders should contact Fund Management at fundhelp@berkeley.edu 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.

Pathway to Retirement Funding

Please submit divisional requests for central funding to Yasya Goretsky at yasyavg@berkeley.edu. Please be sure to include a copy of the signed Pathway to Retirement Agreement, and supporting documentation identifying the course(s) taught, semester, instructor(s), and GL detail when relevant. This documentation should be provided from campus-based systems, such as the Berkeley Academic Guide (course catalog) and Cal Answers.

Updated partial sales tax exemption certificate

Please note that effective immediately, the exemption certificate required in order to request the California partial sales tax exemption for Research and Development has been updated. Please begin using the updated form immediately when submitting a BearBuy requisition for a qualifying order. More information about the changes to the form is available on the Controller’s website. If you have any further questions about this process or the new form, please don’t hesitate to contact the Accounts Payable help desk at disburse@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 June 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