DFL weekly update - September 21, 2018

Divisional Finance Leaders,

Please read below for the Office of VC Finance’s updates for the week ending today, September 21. 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.

Operational Updates

Divisional Sweeps of Carry-Forward Balances due by Monday, October 1

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, October 1. Please ensure all journals comply with the process and requirements posted on the VC Finance website. To submit your prepared journals for approval, please send them to Heidi Hallett, Interim Director, Central Resource Management at centralresourcemanagement@berkeley.edu.

Complete Q1 FY2018-19 Quarterly Variance Reports by Friday, October 26

We’ll email Q1 2017-18 variance reports to you and your Dean/Vice Chancellor on Friday, October 12. 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 Director of Financial Reporting & Analysis Heidi Hallett at hhallett@berkeley.edu as soon as possible, but no later than 5pm on Friday, October 26. The variances for the first quarter will be against the Final Operating Budget.

Complete Q1 Key Controls by Wednesday, October 31

Please complete and submit the financial reporting and system access reviews by Wednesday, 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 gao@berkeley.edu and questions about the system access review controls to the BFS System Access team at secbfs@berkeley.edu.

FY2018-19 Forecast and FY2019-20 Operating Budget open

The CalPlanning FY19 Forecast and FY20 Operating Budget are now available for planning and the months of July and August have been actualized in the Working Forecast. We opened the FY20 Operating Budget early to allow you to reflect changes that extend into the next year. Additionally, as we will not need to overwrite HCP data with an annual refresh, there is no reason to delay the opening to February.  We continually update CalPlanning with monthly Actuals data, including compensation. Please review the release notes for more details about this update. Please note that we may need to update the system in the spring to import changes due to the implementation of UCPath. Please direct questions to the CalPlanning Help Desk at calplanhelp@berkeley.edu.

Reminders - upcoming operational work deadlines

For an overall view of the annual VC Finance operational deadlines, review our timeline.

Strategic Project Updates

Cal Answers Financials/BAIRS retirement

Based on your feedback, rather than doing a phased shut-off we’ll leave all the BAIRS dashboards open through December 21. On December 22, 2018 we will close down BAIRS and the system will no longer be accessible. As we get closer to BAIRS retirement, please take this opportunity to use Cal Answers for all your reporting activities while BAIRS is still available to ensure you can find the information you need within the new dashboards.

Cal Answers Financials Encumbrance and Procurement Card reporting now available

We’re pleased to announce that Encumbrance Reporting and the Procurement Card report are now available.

  • Encumbrance Reporting is a new report tab within the General Ledger dashboard that tracks outstanding liabilities to suppliers awaiting payment. It will be especially useful to professionals who use BearBuy and/or BFS to close out purchase orders. Review the updated General Ledger job aid to learn more about the Encumbrance report tab.

  • Procurement Card is a new report tab within the Spend dashboard in the Procure to Pay subject area and tracks transactions that need to be cleared in BFS. It will be relevant to professionals who track procurement card purchases. Review the new Procurement Card job aid to learn more.

If you have any questions, please contact the project team at calanswersfinancials@berkeley.edu.

Resources

As a reminder, every week these updates are posted to the DFL webpage so you can reference past updates at any time.

Thank you,
Office of the Vice Chancellor of Finance