DFL weekly update - November 20, 2020

Upcoming deadlines at a glance

  • Monday, 11/30 - Submit completed form to queue commitments for Q2

  • Wednesday, 12/2 - Submit DOF template

  • Thursday, 12/3 - Complete External Audit Confirmation for Q2

  • Friday, 12/18 - Validate your chartstring for FY2020-21 Productivity Suite assessment

  • Friday, 1/8 - Report year-end gift recording and receipting

  • Friday, 1/8 - Submit Self-Supporting Graduate Professional Degree Program (SSGPDP) fee proposals

  • Friday, 1/22 - Submit recharge self-certification form

Budget process

Budget process update

The CalPlanning planning tools (CalPlan, HCP) are currently closed so that the Financial Planning & Analysis team can review the budget submissions. The CalPlanning reporting tools (CalRptg, HCPRptg, Smart View) will remain available, with FY21 Operating Budget Planner Submission available for reporting. The Q1 variance reports will go out once the budgets are finalized. 

Action items

Queue commitments for Q2 by Monday, November 30
Please complete the applicable form (linked below) to queue commitments by Monday, November 30 for commitments to be funded in the second quarter of FY2020-21. 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 (see below). 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 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.

  • Due to campus delays in processing endowed chairs, the payout for rotating endowed chairs will be late. More information about endowed chairs is available below. 

Submit Department of Finance template on Wednesday, December 2

The next Department of Finance template is due to the Financial Planning & Analysis team by Wednesday, December 2. Please submit your completed template to the DFL Concierge email (dfl_concierge@berkeley.edu) with the subject "COVID-19 Cost Impact" and your division name. Please continue to update the template you submitted last month. Visit the CFO website for frequently asked questions and more information on costs related to COVID-19 and completing the Department of Finance template. If you don't see an answer to your question in the FAQs, please submit your question to vcfinance@berkeley.edu.

Complete External Audit Confirmation for Q2 by Thursday, December 3

To ensure the completeness and accuracy of the quarterly Controller’s report on the campus’ external audit activities, please help us identify campus’ external audit activities. The Controller’s Office is sending a separate email with additional information to DFLs with known external audit activity. By Thursday, December 3, 2020, please submit the materials below to Yohei Azuma at yazuma@berkeley.edu (link sends e-mail):

  1. All DFLs: External Audit Confirmation Form (link is external) (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.)

  2. 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.

Validate your chartstring for FY2020-21 Productivity Suite assessment by Friday, December 18

IST will process the FY2020-21 Productivity Suite assessment earlier in the fiscal year and prior to the annual campus budget submission. By Friday, December 18, please validate the chartstring to be debited for your division by reviewing the "PS Funding Model" tab in the linked excel file to find your division’s chartstring used in the prior fiscal year. Whether you require an update or keep the same chartstring used last year, please email productivitysuite@berkeley.edu with your division name and confirmed DeptID and Fund by Friday, December 18. If we don’t hear back from you by the deadline, your division will be assessed on the same chartstring used last year. Please direct questions to productivitysuite@berkeley.edu and visit the VC Finance website for more information.      

Report year-end gift recording and receipting by Friday, January 8

The deadline for gifts to be received in the Gift Services office to be counted for the calendar year 2020 is Friday, January 8, 2021. Information and instructions are available on this linked flyer or on Berkeley’s advancement intranet Eureka; to review it log into Eureka and visit the Calendar Year End page. The key changes due to Shelter-in-Place conditions include:

  • Campus units may not hand deliver gifts to Gift Services due to building closures.

  • Ask donors to mail gifts directly to Gift Services at 1995 University Ave, Ste 400, Berkeley, CA 94704.

  • Gifts received in campus offices should be sent to Gift Services at the above address by USPS or Loomis armored service only. Please do not use Campus Mail Services.

  • Do not accept credit card information by phone with the intent to transmit to Gift Services for charging. Ask donors to call Gift Services directly at 510.643.9789 to give by phone.

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

Submit Self-Supporting Graduate Professional Degree Program (SSGPDP) fee proposals for 2021-22 by Friday, January 8

UCOP has released the call for SSGPDP fee proposals for the 2021-22 academic year. All new and existing approved SSGPDPs are required to submit an annual fee proposal for review and approval by the President. Proposals are due to the Financial Planning & Analysis team at studentfees@berkeley.edu by Friday, January 8. The call for proposals, submission documents, instructions, and guidance are also available on the CFO website. Please direct questions to studentfees@berkeley.edu as early as possible prior to the submission deadline.

Submit recharge self-certification form by Friday, January 22

VC Finance is integrating recharge activities into the broader FY2021-22 budget process. In an effort to improve our recharge certification process we have made a few revisions and enhancements to the recharge self-certification form located in the form and template section of the recharge website.

Please complete a recharge self-certification form if:

  • You support a recharge unit and your unit charges Contract & Grants.

  • Your unit does not charge Contract & Grants but plans for recharge income greater than $500,000/year.

Submit your completed recharge self-certification forms to Hervé Bruckert, Campus Finance Lead - Recharge and CBR, at recharge_certification@berkeley.edu by Friday, January 22, 2021. More information is available in the recharge section of the CFO website. We’ll schedule recharge workshops shortly and we’ll reach out again to communicate the dates and times. 

Informational updates

Reserve Analysis templates will be available in mid-December and due Mid-February

Similar to last year and based on your feedback, the reserve analysis process is planned so that it will not coincide with the budget process and will still provide you with sufficient time to work with your Department Managers to review your balances. The information you provide as part of the reserve analysis process is extremely helpful in providing transparency into campus' reserve balances and allows us to better frame how we can enable their use for investment in our highest priorities. It is particularly important in helping us develop mitigation strategies during the COVID-19 pandemic. We will continue to partner with you to gather reserve analysis data and hope to continue this in early fall going forward. Due to the ongoing adjustments to our budget process schedule, we have developed a general timeline for the completion of this work for this year. As specific dates are identified we will update you as soon as possible.

We plan to place your division's reserve analysis templates in your division folder in mid-December, in a folder called "Reserve Analysis Template" under the FY2021-22 Budget Process folder. We’ll also include a copy of your completed template from last year. We will schedule two reserve analysis information sessions and provide office hours every other week after the templates are ready so you’ll have a chance to ask questions. Your completed reserve analysis template will be due to the Financial Planning & Analysis team at dfl_concierge@berkeley.edu in mid-February. 

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 February 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.   

Controller’s Office curtailment processing times are available on the CFO website

The Controller’s Office is planning to observe the upcoming winter curtailment period. ​While specific dates are not yet finalized with UCOP, we’ve estimated deadlines and details based on timeframes that we anticipate in order to help departments in their efforts to submit service requests by year-end. The list of processing times by department is available on the CFO website. If there are any adjustments needed to the deadlines based on further news from Berkeley's People & Culture / UCOP, we will provide an update. The BRS deadlines related to HR and Academic Personnel Support, purchasing and reimbursements, and research administration are available on the BRS website

Postponed: Payout for endowed chairs held centrally - now until the November ledger
We sent out a message earlier this year about a change we are making to the process for transferring funds for rotating endowed chairs held centrally. While it remains true that DFLs no longer need to provide a budget or queue commitments for the disbursal of these funds, we were not able to transact these on the September ledger, as there are delays in receiving the files of incumbent chairholders. We don’t expect to be able to send funding until the end of November to the divisional allocation DeptID of the chairholder's home division. For those chairs appointed later in the year, please provide the appointment letter through the DFL concierge email dfl_concierge@berkeley.edu  with a request for funding. 

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