DFL weekly update - September 18, 2020

Upcoming deadlines at a glance

  • Friday, 9/18 - Provide FY2020-21 cost recovery reduction chartstring(s)

  • Monday, 9/21 - Submit completed and approved org tree change requests

  • Monday, 9/28 - Submit journals for divisional sweeps of carry-forward balances

  • Wednesday, 9/30 - Submit Department of Finance template

Budget process

Budget process update

Over the next couple of weeks, we’ll continue to partner with the Chancellor and EVCP on the scheduled budget meetings. Budgets will be due in CalPlanning in October. 

Action items

Provide FY2020-21 cost recovery reduction chartstring(s) by Friday, September 18

Please provide the chartstring(s) for your L3's portion of the $65M total cost recovery reduction for FY2020-21 in this linked form by Friday, September 18. The fund(s) provided must be unrestricted campus-wide. Some examples include general funds (e.g., #19900 and #68600), sales and services funds, and self-supporting degree program funds. Fund(s) will be debited in the September (Q1) close. If you have any questions, please contact centralresourcemanagement@berkeley.edu

Submit completed and approved org tree requests by Monday, September 21

The org tree is now open for changes. Please note that the delayed budget process will mean that movements between divisions will be held until the FY2020-21 budget is finalized in late October.  This means that all movements between divisions in FY20-21 need to be approved by and entered in BFS in November 2020.  Allowable approved changes to the September org tree are Description changes, New DeptIDs, New Org Nodes with New DeptIDs, and movement of Org Nodes and DeptIDs within the same division.

We recommend that you submit your change request form and all required supplemental materials for review as soon as possible to allow time for the Financial Planning & Analysis 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 Knowledge and Resource Portal.

  • An overview of the org tree change submission deadlines is available in the Org Tree Submission and Processing Timeline. All Org Tree change types including Org Node and DeptID movements will be available after the FY2020-21 budget is finalized through the end of November. 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.

Submit journals for divisional sweeps of carry-forward balances by Monday, September 28

If your division is planning to sweep year-end balances to their divisional office at the beginning of this fiscal year, be sure to submit all journals to the Central Resource Management team by Monday, September 28. Please ensure all journals comply with the process and requirements posted on the CFO website. To submit your prepared journals for approval, please send them to Rita d’Escoto, Director of Central Resource Management at centralresourcemanagement@berkeley.edu.

Department of Finance template is due on Wednesday, September 30

This next Department of Finance template is due to the Financial Planning & Analysis team by Wednesday, September 30. 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.

Informational updates

Cal Answers ad hoc analyses walkthrough 

The Cal Answers team is offering an overview (or walkthrough) of how to create ad hoc analyses on Tuesday, October 29 from 1:30 pm - 3 pm. You can register for the webinar by following the link posted to the Cal Answers training page. The training walkthrough will take place during the first hour and there will be a question and answer session for the last half-hour. We’ll record and post the walkthrough portion to the website. If you have questions about the training, please contact the Cal Answers team at calanswers-help@berkeley.edu.

Submit expenses through the reimbursement system

Please make sure your organizations are now submitting all employee reimbursements for eligible expenses, in addition to Travel and Entertainment, using the reimbursement system.  Regional Services will no longer be accepting requests for employee reimbursement through BearBuy. The types of expenses you can submit are those covered in UCOP Policy BUS-43 and include lab supplies, conference registration, office supplies, computers, memberships, office relocation, and more. There is a list of the most common expense types in this category on the Controller’s Office website. Services expenses are the one exception and these must continue to be submitted through BearBuy. More information about the process for submitting expense reimbursements is available on the Controller’s Office website. You can also watch a short video on how to use the reimbursement system for other expenses. If you have any questions about using the reimbursement system, please reach out to the Accounts Payable and Travel Director Dan Parnas at dparnas@berkeley.edu

Call for Professional Degree Supplemental Tuition (PDST) proposals for 2021-22

UCOP has released the call for PDST proposals for the 2021-22 academic year. The call for proposals, submission documents, and instructions are available on the CFO website. Internal campus submission deadlines for existing PDST-charging programs will be announced shortly. If your program intends to charge PDST for the first time in 2021-22, please reach out to studentsfees@berkeley as soon as possible. Please email studentfees@berkeley.edu with any other questions.

Retiring TempBudg for all Renewal and Replacement (R&R) funds

We are in the process of reaching out to the departments that have Renewal and Replacement (R&R) TempBudg funding in order to retire the TempBudg by the end of this fiscal year. We will also coordinate a zoom meeting in the last week of September to debrief the R&R fund users on the process and timing we will follow to retire the TempBudg and answer any questions. We retired the TempBudg for Recharge funds in fiscal year 2019-2020 and information about the updated process is on the recharge website in the training section. If you have questions about this, please contact us at recharge_certification@berkeley.edu.

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