DFL weekly update - September 15, 2023

Action Items

Complete External Audit Certification for Q1 by Friday, September 15 (today)

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, September 15, 2023, please submit the materials below to gao@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, please contact gao@berkeley.edu.

Submit completed and approved org tree change requests by Friday, September 22

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, September 22. 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. As a reminder, the May 16 submission date was the last day that approved change requests could be submitted for entry to the May Master Org Tree. Allowable changes through November 30 include New DeptIDs, New Org Nodes, Description Changes, and moves of DeptIDs and Org Nodes.

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.

Submit journals for divisional clearing of carry-forward balances by Friday, September 29

If your division is planning to clear year-end balances to their divisional office at the beginning of this fiscal year, be sure to submit all journals to the Budget and Financial Operations team by Friday, September 29. Please ensure all journals comply with the process and requirements posted on the Divisional Sweeps of Carry-Over Balances webpage. To submit your prepared journals for approval, please send them to centralresourcemanagement@berkeley.edu.

Submit Part A of PDST proposals for 2024-25 by Friday, September 29

UCOP released the call for proposals from programs that charge Professional Degree Supplemental Tuition (PDST) with expiring multi-year plans, or from programs that wish to establish a PDST charge for a new or existing program effective beginning summer or fall 2024. The call for proposals, submission materials, instructions, and a list of programs with expiring multi-year plans are available on the Increase or maintain an existing Professional Degree Supplemental Tuition rate page. The following programs are required to submit Part A of their PDST proposal by Friday, September 29, unless they have requested a one-year extension:

• Educational Leadership (EdD)
• Law
• Public Policy
• Social Welfare
• Joint Medical Program
• Public Health
• Translational Medicine

Please make submissions to studentfees@berkeley.edu or reach out with any questions.

Validate your chartstring for FY2023-24 IT Assessments by Friday, September 29

Berkeley IT will be processing the FY2023-24 Productivity Suite and Campus Network assessments to post to the September ledger.

Important: Please take the following steps by Friday, September 29:

• Review the information in the FY2024 Berkeley IT Assessments spreadsheet
• Find your division’s chartstring used in the prior fiscal year to validate the chartstring to be debited for these two assessments for your division this year
• Whether you require an update or keep the same chartstring used last year, please email bit_assessments@berkeley.edu with your division name and the confirmed DeptID and Fund by Friday, September 29
• If we don’t hear back from you by the deadline, your division will see both assessments for this year charged on the same chartstring used last year for Productivity Suite

Please direct questions to bit_assessments@berkeley.edu and visit the Berkeley IT FY24 Assessments page for more information.