Divisional Finance Leaders,
Please read below for the Office of VC Finance’s updates this week, ending Friday, October 4. Please continue to share the relevant information from these weekly updates (and the updates from the monthly DFL Forums) with the financial analysts in your division.
Submit proposals for existing PDSTs by Friday, October 11
UCOP has released the call for PDST proposals for the 2020-21 academic year. The call for proposals, submission documents, and instructions are available on the CFO website. Proposals for existing PDST programs are due to the Central Resources team at email@example.com by Friday, October 11. As a reminder, all proposals must be reviewed and approved by the UC Board of Regents. Please direct questions to firstname.lastname@example.org.
Join us at the Wednesday, October 16 DFL Forum
Please join us at the October DFL forum on Wednesday, October 16, from 10 - 11:30am in the Toll room, Alumni House. We’ll reach out to share the agenda prior to the forum. If you have any questions please contact email@example.com.
Complete Q1 Key Controls by Thursday, October 31
Please complete and submit the financial reporting and system access reviews by Thursday, October 31. Please visit the Controller's website for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at firstname.lastname@example.org and questions about the system access review controls to the BFS System Access team at email@example.com.
Complete Q1 FY2019-2020 Quarterly Variance Reports by Thursday, October 31
The Q1 2019-20 variance reports will be sent to you and your Dean/Vice Chancellor by the end of the day Thursday, October 17. If your division has a variance to explain, please complete Report 3A: Division-Level (L3) SRECNA Variance Explanation - Current Funds Excluding Contracts & Grants and Report 3B - Division-Level (L3) SRECNA Variance Explanation for Contracts & Grants and return them to the Director of Financial and Faculty Reporting & Analysis Heidi Hallett at firstname.lastname@example.org as soon as possible, but no later than 5pm on Thursday, October 31. The variances for the first quarter are against the FY2019-20 Operating Budget Final Version.
Complete Q1 Flash Forecast by Thursday, October 31
The Q1 Flash Forecast is due Thursday, October 31. Similar to previous Flash Forecast submissions, the submission documents include a completed Forecast Trend and Variance Report and Summary of Changes Narrative. Please complete both the Forecast Trend and Variance Report and the Summary of Changes Narrative and email them to email@example.com no later than 5pm on Thursday, October31.
Submit DeptIDs for inactivation and CF1 changes by Friday, November 8
If you have DeptIDs that you would like inactivated in CalPlan or Chartfield 1 members you would like removed from or added to CalPlan and HCP, please submit requests by 5pm on Friday, November 8. For DeptIDs, please complete the DeptID Planned Inactivation Form. For Chartfield 1 members, please submit a simple list in excel in the format “C1_xxxxxx”. The changes will be implemented in CalPlan and HCP as part of the January CalPlanning release. Please email completed forms to firstname.lastname@example.org by 5pm on Friday, November 8 and include “DeptID/Chart1 Inactivation” as the subject line.
New actions required for all PDST programs due Friday, November 8
This year, UCOP has mandated two new actions for units with PDST programs. First, all PDST programs must confirm the accuracy of their demographic and debt data in UCOP's new PDST program dashboard. Because this dashboard is not yet available to the public, a private link was sent to you on Monday, August 26. Second, all PDST programs with previously approved multi-year plans are required to confirm their 2020-21 fee level. Please email email@example.com by Friday, November 8 and provide the following information:
All programs: Review and confirm the accuracy of your demographic and debt data in UCOP's new PDST program dashboard.
Programs with previously approved multi-year plans: Confirm you intend to charge the maximum approved PDST rate or request UCOP approval to charge a rate lower than was approved.
Reserve Analysis templates are due Friday, November 22
We placed your division's reserve analysis templates in your division folder, in a folder called "Reserve Analysis Template" under the FY2020-21 Budget Process folder. We also included a copy of your completed template from last year, for reference. We held two reserve analysis workshops on 9/25 and 9/27. Thank you to those who were able to attend. We will be offering office hours every other week starting on 10/7 to answer any additional questions you may have. Please sign-up for the office hours ahead of time. More information, including template guidelines, are available on the CFO website. Your completed reserve analysis template is due to the Financial Planning & Analysis team at firstname.lastname@example.org on Friday, November 22.
Intersection Detail Reports are available in your division folders
We have posted the updated Intersection Detail Reports for FY20 and FY21 to your division folders. These include any changes as well as budget decisions. FY2020-21 Budget Process folders have already been created in the shared division folders to contain these reports. Please contact the Financial Planning & Analysis team at email@example.com with questions.
Faculty salaries in the FY2019-20 General Allocation
Because PRT was retired on February 28, 2019 with the implementation of UCPath, not all updates were included in this year’s general allocation - specifically any faculty salary actions since February 28, 2019. We are still transitioning to a new process and will communicate any specific updates (or if needed, actions) in the first quarter after we complete conversion activities. Please hold off on inquires on faculty salary actions until conversion is complete. Please contact the Financial Planning & Analysis team at firstname.lastname@example.org with questions.
Org tree change requests
Due to unresolved issues surrounding updating UCPath with org tree changes, the org tree has been closed since March 2019. We are currently testing a set of approved changes. If all goes smoothly, we will be re-opening the org tree shortly. In the meantime, DFLs may continue to submit changes for implementation to the tree. 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 org tree is closed for movements after November. Org Node and DeptID movements will not resume until after fiscal close. 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 email@example.com.
Note: If you plan to request an Org Node change or Entity Hierarchy redesign, please contact firstname.lastname@example.org and explain what you would like to change before completing the request form because these changes are typically more complex and involve longer consultations.
Reminder: Recharge income account 59000 is for recharge centers only
This is a reminder that the recharge income account 59000 should only be used for recharge activities managed by recharge centers. The definition of what constitutes a recharge center can be found in the recharge policy on the recharge webpage. For questions about the usage of recharge income account 59000 or about the recharge policy please contact Hervé Bruckert, Recharge and CBR lead at email@example.com.
As a reminder, every week these updates are posted to the DFL webpage so you can reference past updates at any time.
Office of the Vice Chancellor of Finance