DFL weekly update - November 12, 2021

Action Items

Submit changes to the Master Org Tree by Tuesday, November 16

Org tree change requests can be submitted for review and approval anytime as the Budget and Financial Operations (BFO) team will review requests to approve in advance of when the tree will open. Due to the delayed budget process and pending final FY22 budget decisions the master org tree was closed longer after this past fiscal close period. We are now on track to process already approved org tree changes beginning November 16 which is also the submission deadline for approved requests forms to be submitted. Allowable changes for November include all Org Tree change types in addition to Org Node and DeptID movements. November will be the last opportunity to process Org Node and DeptID movements this fiscal year. 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. 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 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.

Queue commitments for Q2 requests by Friday, November 26

Please complete the applicable form below to queue commitments by Friday, November 26 for commitments to be funded in the second quarter of FY2021-22. Please note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS; Star Awards; Bear Grants; Productivity Suite withdrawals and now 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 the 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.
  • New this year: Please provide screenshots of UCPath entries for ASMD leave begin dates and ASMD end dates when you queue ASMD funding through the faculty queue.

Sign up for recharge training on December 3 and December 10

Self-certification recharge forms will be due on Friday, January 21. Divisions will need to submit a recharge self-certification form if they support a recharge unit and the unit charges Contracts and Grants or if the unit plans for a recharge income greater than $500,000 a year. We will post the self-certification form to the recharge page of the CFO website by Friday, November 12. In preparation for the upcoming deadline, we are offering two recharge workshops. Please follow the links below to register for a session. If you have any questions, please contact the Budget and Financial Operations team at recharge_certification@berkeley.edu.

• Friday, December 3 from 10 am to 12 pm
• Friday, December 10 from 10 am to 12 pm

Complete External Audit Certification for Q2 by Friday, December 10

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, December 10, 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.

Report year-end gift recording and receipting by Monday, January 10

The deadline for gifts to be received in the Gift Services office to be counted for the calendar year 2021 is Monday, January 10, 2022. Information and instructions are available on the 2021 Calendar Year End flyer or on Berkeley’s advancement intranet Eureka; to review it log into Eureka and visit the Calendar Year End page or the frequently asked questions.

The key changes include:

• Hand delivery of gifts to UDAR 4th floor reception is available but discouraged. Please use USPS or Loomis armored service instead. If you plan to hand-deliver, please call (510) 642-1212 in advance to ensure someone can provide you access to the drop-safe.
• Retain and forward those postmarked envelopes, FedEx/UPS mailing envelopes or waybills!
• Do not accept credit card information by phone with intent to transmit to Gift Services for charging. Please have donors call (510) 643-9789 to give by phone.
• Please contact the Gift Services Securities Desk at givesecurities@berkeley.edu before a stock transfer happens to ensure the gift is identified and credited to the donor in a timely manner.

Please contact Gift Services with questions at (510) 643-9789 or gifthelp@berkeley.edu.