DFL weekly update - September 25, 2020

Upcoming deadlines at a glance

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

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

  • Friday, 10/16 - Submit completed and approved org tree change requests

  • Friday, 10/30 - Complete Q1 Key Controls

Budget process

Budget process update

We’ve completed the budget meetings this week. Decision meetings with the Chancellor, EVCP and CFO will take place next week and the following, with decisions communicated as soon thereafter as possible.. Budgets will be due in CalPlanning in October. 

Action items

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

The 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.

Submit completed and approved org tree requests by Friday, October 16

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.

Complete Q1 Key Controls by Friday, October 30

Please complete and submit the Compensation Expense report and system access reviews by Friday, October 30. Please visit the Controller's website for instructions and more information. The GL Summary Report will be due at a later date, once budget information is available in CalPlanning. 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.

Informational updates

Review CalPlanning access

With another round of budget input to CalPlanning, you may want to review CalPlanning security to ensure that your planners have the access that they need. To review those with access in your division, review the CalPlan_HCPRptg_security worksheet. The DFL or CalPlanning access provider can request access removal in the worksheet. In the future, we will make this available for review as part of quarterly key controls. Please use the CalPlanning User Access Request Form to request to add new users or to increase access to more entities for existing users. CalPlanning access requests will be processed within 5 business days.

Cal Answers ad hoc analyses walkthrough 

The Cal Answers team is offering an overview (or walkthrough) of how to create ad hoc analyses on Thursday, 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.

CalPlanning and Smart View Training

Do you need to learn or enhance your skills in CalPlanning or Smart View? Training classes through the end of 2020 are available for enrollment on the training page of the CalPlanning website. Our new blended learning model combines self-study work that you can do at your own pace with instructor-led group learning sessions where you can apply the material covered in the self-study.

Office Hours for CalPlanning and Smart View
Office hours are available so that you can ask specific questions about CalPlanning and Smart View. Sign up for a session and indicate the topic for which you are requesting support. Office hours are an opportunity to get individual support for a specific challenge your unit is facing; they are not a replacement for training. Office hours will be available ongoing with at least one session per month scheduled.

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.

FAU Redirect for Work-Study CBR Assessment on Federal funds

Starting in FY2019-20 the CBR rates and framework were negotiated with the Federal government by UCOP. Under this new CBR framework, many things changed including how CBR is now being assessed on students. Since CBR assessed on work-study is not allowed on Federal Funds, for FY21, UCPath was reconfigured via an FAU redirect to charge the CBR assessed on Work Study's Federal Funds to fund 68600 instead. This will avoid having to reclass those expenses manually. This also means that the department will be assessed 100% of the CBR student charge. 

For the FY20-21 Work-Study award year, the Financial Aid and Scholarships Office will cover the share of the CBR assessed on Federal Work-Study funds in the interest of maintaining Work-Study opportunities for students during this unprecedented time. Adjustments will be reflected in the next few months and will be retroactive to WS earnings earned in July 2020. This decision is subject to annual review and funding availability.

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 have scheduled a zoom meeting on Wednesday, October 7 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