Upcoming Deadlines
- Friday, 10/18 - Submit Org Tree changes (review the Org Tree Submission Implementation Timeline)
- Monday, 10/28 - Complete Q1 Key Controls - Financial Reporting Review and System Access Review
Action Items
Submit completed and approved org tree change requests by Friday, October 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 Friday, October 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.
Important: Please note that November 19, 2024, will be the last opportunity to submit completed and approved DeptID and Org Node moves this fiscal year.
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.
Complete Q1 Key Controls by Monday, October 28
Please complete and submit both the Financial Reporting Review and System Access Review by Monday, October 28. Please visit the Division Key Controls page for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at gao@berkeley.edu and questions about the system access review controls to the BFS Security team at secbfs@berkeley.edu.
Informational Updates
GLACIER Nonresident tax backlog
At the start of the Fall semester, the GLACIER team has seen a significant increase in inquiries about tax documents from foreign nationals, rising from a few to 259 in just days. This surge is largely due to mass hiring in August and September, as nonresidents often can’t complete their GLACIER setup until they arrive in the U.S. Tasks include GLACIER setup (15 minutes), reviewing tax documents (20 minutes), answering complex questions (30 minutes), and processing Bear Buy Vouchers (20-30 minutes). Because of the amount of training we must provide to our team before they can address the complex work of serving our international population, this often becomes a barrier to being able to rely on temporary help during peak times. In addition, staff turnover has created vacancies. Efforts are underway to automate tasks and address the backlog. The GLACIER system is essential for monitoring nonresident tax compliance; foreign nationals must complete their setup and submit tax documents before receiving payments to ensure proper withholding. As we methodically address the high volume of inquiries in our backlog, we ask that you remain patient as we work to address the needs of our student population. For urgent concerns about the GLACIER backlog that have not already been emailed to the GLACIER team, email Crystal Parkinson at ceparkinson@berkeley.edu.
Save the date for the 2nd Annual Sustainable Travel Event on October 10
Mark your calendars for the Sustainable Travel Event on Thursday, October 10, from 10 am to 1 pm at the Pauley Ballroom. Join the UC Berkeley Travel Team and the Campus Sustainability Office as we explore innovative and sustainable business travel options, including reducing our travel-related carbon footprint. There will be food, drinks, and an array of vendors dedicated to sustainability and travel. Stay tuned for updates on the Sustainable Travel Guide page on the Travel website. Please reach out to the Travel Team with any questions at travel@berkeley.edu.
Migration of DFL Divisional Folders
We are currently in the process of migrating the DFL divisional folders to a new location in the FP&A shared drive. Once we have completed migrating all folders to the new location, we will remove your access from the current location and grant you access to your folder in the new location. We will provide you with the link to the new folder location next Friday, September 20, via the DFL weekly. As a reminder, division folders are restricted to a division’s DFL and individuals approved to have access by that DFL. If you have any questions, please email fpa@berkeley.edu.
Cal Answers training
The Cal Answers website hosts self-service learning resources including a complete course in basic navigation as well as short videos, job aids, wiki documentation, and a list of Frequently Asked Questions. We also offer a two-hour instructor-led class that builds on the basic navigation skills covered in the self-study. There are separate courses focusing on financial dashboards and student data dashboards. In the class, a subject matter expert guides a deep dive into the reports and data available in the dashboards and answers specific questions.
CalPlanning training
CalPlan and HCP will remain unavailable while the FY25 Operating Budget is finalized.
The CalPlanning and Smart View training curriculum uses a blended learning model. Courses begin with self-study using online “books” divided into chapters supplemented with practice exercises and short videos. Courses culminate with a group session using Zoom in which participants work on case studies in small teams to apply the material covered in the self-study. The self-study materials are available on the website for everyone to use; they can be a helpful resource for those who have already completed the training and are looking for a refresher. Review the CalPlanning training page for schedules, links to enroll, and to access the self-study materials.
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.
DFL Weekly Updates Page
As a reminder, these updates are regularly posted to the DFL Weekly Updates page so you can reference past updates at any time. Additionally, the Operational Deadlines page provides an overview of deliverables by quarter.
Thank you,
Office of the Vice Chancellor of Finance