DFL weekly update - September 4, 2020

Upcoming deadlines at a glance

  • Friday, 9/4 - Submit completed budget process templates

  • Friday, 9/4 - Complete External Audit Certification for Q1

  • Friday, 9/11 - Submit Fall 2020 Course Materials & Services Fee exception requests

  • 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

Budget process

Submit budget process templates by Friday, September 4 (today)

The budget and narrative templates are due to the FP&A team today, Friday, September 4. We’ve updated the FY2020-21 budget process FAQ to include the recently submitted questions. If you have any questions, please email vcfinance@berkeley.edu.

Note: The guidelines and template instructions included conflicting information related to the Strategic Reserves Template. Divisions should use this template to summarize the ways in which they plan to use reserves for strategic initiatives (e.g., capital projects, revenue-generating activities) only. If divisions are utilizing some of their reserves to mitigate the impact of the budget reduction, they should report the total amount being used in the Budget Planning template on row 49 - Funding Loss Mitigations. The guidelines and the template instructions were updated last week.

Action items

Complete External Audit Certification for Q1 by Friday, September 4

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 sends a separate email with additional information to DFLs with known external audit activity. By Friday, September 4, 2020, please submit the materials below to Yohei Azuma at yazuma@berkeley.edu:

  1. 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.)

  2. 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, contact Yohei by email at yazuma@berkeley.edu.

Submit Fall 2020 Course Materials & Services Fee exception request by Friday, September 11

Due to the continued suspension of in-person instruction into the 2020-21 academic year, Course Materials & Services Fees will not be assessed for the fall semester. Exceptions may be requested for courses that can demonstrate that fee-funded materials and services (a) are necessary for the provision of course instruction, and (b) provide value to students commensurate with the fee rate. To request an exception complete the Course Materials & Services Fee Exception Request form and submit it by Friday, September 11 for review by the CMSF Committee. More information about Spring 2021 CMSFs and new CMSF requests for 2021-22 will be provided at a later date. Contact studentfees@berkeley.edu with any questions.

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 dfl_concierge@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.

Informational updates

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

Refreshed FY2020-21 Intersection Detail Reports available
As the FY20-21 budget process was delayed, we refreshed the Intersection Detail Reports for FY21. These were published to your divisional folders on Friday, July 24. They are available in the "FY2020-21 Budget Process Folder", in a sub-folder called "Intersection Detail Reports", with the nomenclature “REV”. The refreshed FY21 Intersection Detail Reports (IDRs) will help clarify what was loaded to CalPlan to refresh the budget when we re-launched. Any changes to commitments made after the report run date (noted at the top right of the report) will not appear on the IDRs. The IDRs will not be updated further during the delayed budget process; however, if amounts change, the affected units will be emailed and the amounts will be updated manually in CalPlan. 

To support the new budget process we also published updated IDRs for FY2021-22 and FY2022-23. They were included in your divisional folders on Thursday, August 13, and also included the nomenclature “REV”.

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

We will be 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 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 financialplanningandanalysis@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