General Reminder
Reimbursements
Department
Berkeley Regional Services Purchasing and Reimbursements (P&R)
Explanation
For faster processing, use Direct Enter for Travel and Entertainment expenses. BRS will continue to help process complex travel reimbursements that involve extensive foreign currency and multiple destinations. Please allow ten (10) business days for BRS to process these requests. This does not include processing time by Accounts Payable (AP).
How to Submit
Contact
BRS regional Purchasing and Reimbursements supervisor or team lead
May 12
Purchase Order (POs) requests for amounts over $10,000
Department
Berkeley Regional Services Purchasing and Reimbursements (P&R)
Explanation
Orders over $10,000 are due to BRS by May 12, 2023 in order to adhere to Supply Chain Management's due date timeframe. Low value catalog (under $5,000) and non-catalog (under $1,000) POs that are filled out correctly will auto approve the same day (unless they are funded with Federal or Contract & Grant funds).
How to Submit
Contact
BRS regional Purchasing and Reimbursements supervisor or team lead
Resources
For BRS-supported departments (excluding ERSO):
May 19
Purchase Order (POs) requests for amounts over $10,000
Department
Supply Chain Management (SCM)
Explanation
Deadline to submit PO requests directly to Supply Chain Management for amounts more than $10,000 must be submitted with complete documentation if orders are to be completed prior to June 30. This was also announced in their BearBUY Newsletter for April.
How to Submit
Supply Chain Management Find Your Buyer
Contact
Supply Chain Management Find Your Buyer
Resources
June 1
Direct Retro entries (moving fund distributions from a previous pay cycle)
Department
Berkeley Regional Services Research Administration (RA)
Explanation
Deadline for requests for final entries with effective dates before June 30, 2023 that are handled by BRS.
Please note: Departments/units who process their own direct retro entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting. The June 1 BRS deadline also relates to Work-Study Payroll Direct Retros. Other work study funding details will be communicated separately to WSMS users and those listed as contacts in each job registration by the Financial Aid and Scholarship Office.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For BRS-supported departments (excluding ERSO):
Position Funding entries (changing fund distributions for the current pay cycle)
Department
Berkeley Regional Services Research Administration (RA)
Explanation
Deadline for requests with effective dates before June 30, 2023 that are handled by BRS.
Please note: Departments/units who process their own position funding entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For ERSO departments:
Payroll Corrections/Missing Payments
Department
Berkeley Regional Services HR/APS
Explanation
Deadline for requests for any late payroll corrections and/or missing payment requests for all employees.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For BRS-supported departments (excluding ERSO):
Personnel Actions for Employees Retiring as of July 1, 2023
Department
Berkeley Regional Services HR/APS
Explanation
Requests for employees to retire as of July 1 are due to BRS by the June 1, 2023 deadline. Submit an online BRS HR Service Hub request to initiate the separation. For departments supported by ERSO, contact the ERSO HR Team at: ersohrops@erso.berkeley.edu.
Additional details: Employees in the 1976 Retirement Tier are the only employees eligible for the Inactive Cost of Living Adjustment (COLA) in the 2023 calendar year and should have a separation date of June 29, 2023. June 30 represents the 1st business day that they would not work and not receive pay.
Those hired in the 2013 and 2016 Retirement Tiers, their separation date should be June 30, 2023.
Please note: employees must take additional actions with RASC to initiate the retirement process. This can be done via their UCRays online account. Please refer to the Preparing for Retirement page for more information.
For questions, contact your respective BRS HR/APS Partner or Generalist.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For ERSO departments:
STAR Awards
Department
Berkeley Regional Services HR/APS
Explanation
Final deadline for SPOT Award payment requests to BRS. Requests for additional certificates/letters have earlier deadlines, please contact the respective BRS HR Business Partner for details.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For ERSO departments:
June 2
Onboarding New/Rehired Berkeley Employees (Biweekly paid employees)
Department
Berkeley Regional Services HR/APS
Explanation
All new/rehired employees for June should complete Onboarding/Hiring activities by the applicable deadline date in order to receive on-time pay on June 21 for Biweekly paid employees reporting hours for May 28 to June 10.
Contact
Contact the respective regional Onboarding team (or HR Partner):
- ERSO Region: ersohrops@erso.berkeley.edu
- SHARE Region: share_hiring@berkeley.edu
- ProS Region: prosonboarding@berkeley.edu
- BEARS Region: bears_onboarding@berkeley.edu
- BEST Region: bestonboarding@berkeley.edu
Submit Non C&G Deficit Clearing Waivers
Department
Financial Planning and Analysis
Explanation
In general, deficits that are not cleared by year-end will be subject to the deficit clearing process. Waivers can be issued that exempt a Fund-L4 combination from the automated deficit clearing process.
Please refer to the Deficit Resolution page for more information.
How to Submit
Contact
Resources
June 3
Other Personnel Actions
Department
Berkeley Regional Services HR/APS
Explanation
Request for personnel actions (for example: FTE changes, pay rate changes, separations, etc.) for both bi-weekly/non-exempt and monthly/exempt employees are due to BRS by the deadline.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
June 9
Onboarding New/Rehired Berkeley Employees (Monthly paid employees)
Department
Berkeley Regional Services HR/APS
Explanation
All new/rehired employees for June should complete Onboarding/Hiring activities by the applicable deadline date in order to receive on-time pay on June 30 for Monthly paid employees reporting hours in June.
Contact
Contact the respective regional Onboarding team (or HR Partner):
- ERSO Region: ersohrops@erso.berkeley.edu
- SHARE Region: share_hiring@berkeley.edu
- ProS Region: prosonboarding@berkeley.edu
- BEARS Region: bears_onboarding@berkeley.edu
- BEST Region: bestonboarding@berkeley.edu
June 16
Onboarding New/Rehired Berkeley Employees (Biweekly paid employees)
Department
Berkeley Regional Services HR/APS
Explanation
All new/rehired employees for June should complete Onboarding/Hiring activities by the applicable deadline date in order to receive on-time pay on July 5 for Biweekly paid employees reporting hours for June 11 to 24.
Contact
Contact the respective regional Onboarding team (or HR Partner):
- ERSO Region: ersohrops@erso.berkeley.edu
- SHARE Region: share_hiring@berkeley.edu
- ProS Region: prosonboarding@berkeley.edu
- BEARS Region: bears_onboarding@berkeley.edu
- BEST Region: bestonboarding@berkeley.edu
Enter Permanent Budget transfers involving revenue rebudgets
Department
Financial Planning and Analysis
Explanation
Final deadline for Campus to submit Permanent Budget transfers within their L3 which also includes any rebudgets to their revenue.
How to Submit
Permanent Budget Journal Approval Request form
Contact
centralresourcemanagement@berkeley.edu
Resources
Rates posted to the recharge webpage
Department
Financial Planning and Analysis
Explanation
Approved recharge rates by unit posted to recharge page.
How to Submit
This is just an FYI.
Contact
recharge_certification@berkeley.edu
Resources
June 19 to August 11
Permanent Budget journal unavailable (to campus users)
Department
Financial Planning and Analysis
Explanation
The Permannet Budget will be unavailable to campus in order to provide reports to UCOP, prepare for fiscal close, the new fiscal year, and the general allocation.
How to Submit
This is just an FYI.
Contact
centralresourcemanagement@berkeley.edu
Resources
June 30
Approve direct retros for FY23
Department
Controller's Office
Explanation
The cut-off to approve direct retros for posting in FY23 is June 30. Direct retros processed and/or approved after that point will be posted in the general ledger to the month of July.
How to Submit
These are transacted in UCPath.
Contact
Submit final deficit clearing waivers in BFS, related to open C&G awards, for DFL approval
Department
Controller's Office
Explanation
The deadline to submit waivers for Divisional Finance Leaders' (DFL's) approval in BFS. Departments can begin submitting waiver forms in BFS for any open awards in deficit, with proper justification, starting June 1, 2023.
How to Submit
Navigate to the MyForms-DFC Waiver option on the RA Grants Workcenter. Select the waiver form to complete, refer to the action dots in the blue header row at the top of the screen for instructions.
Contact
Submit gifts and gift agreements to UDAR
Department
University Development and Alumni Relations (UDAR)
Explanation
Deliveries of checks, cash or credit cards must be received by Gift Services. Gift Agreements for pledges or outright gifts to establish new funds must be signed by the donor and dean/director, as coordinated by Fund Stewardship and Compliance to be recorded for FY23.
How to Submit
Submit to UDAR as outlined in the information posted to Eureka.
Contact
July 5
UC Berkeley deadline for receiving Intercampus Financial Journals
Department
Controller's Office
Explanation
Intercampus Financial Journals received by UC Berkeley after the deadline must be reversed from the June ledger and posted to July.
How to Submit
For other campuses' deadlines:
Preparation of an Online Initiating Intercampus Financial Journal
Contact
Resources
July 7
Approve Deficit Clearing Waiver for C&G awards due (by DFL)
Department
Controller's Office
Explanation
The deadline for Divisional Finance Leaders (DFLs) to approve waiver requests in BFS.
How to Submit
Navigate to the following page in BFS in order to approve waivers:
Enterprise Components > Forms > Approve/Review a Form
Enter “CGADFCWVR” in the Form field.
Contact
Recharge units process and approve Online Recharge Financial Journals
Department
Financial Planning and Analysis
Explanation
Recharge units should process and approve all June online recharge entries by the deadline. No recharge transaction for June should be posted after the deadline. If your department receives recharges posted after the deadline, contact the unit responsible for the posting to request reversal and posting in the next fiscal year.
How to Submit
These are transacted in BFS:
Intercampus Financial Transactions
Contact
recharge_certification@berkeley.edu
Resources
July 12
Review and post All Online Financial Journals and Temporary Budget Journals (Campus Units)
Department
Controller's Office
Explanation
This is the deadline for divisions to post all online financial journals and temporary budget journals in BFS.
How to Submit
These are transacted in BFS.
Contact
July 14
Submit chartstring for deficit clearing to Financial Planning and Analysis
Department
Financial Planning and Analysis
Explanation
Send the Financial Planning and Analysis team a chartstring because if there are deficits that cannot be cleared by the automated process, we will use the chartstring (DeptId and Fund) to manually clear any remaining deficits.
How to Submit
Submit via email to centralresourcemanagement@berkeley.edu.
Contact
centralresourcemanagement@berkeley.edu
Resources
August 31
Fiscal Close Certification Letter is due back
Department
Controller's Office
Explanation
Campus senior management (Vice Chancellors, Vice Provosts, and Deans) and their Division Finance Leaders are required to complete a Fiscal Close Certification Letter annually.
How to Submit
Soft copy with signature or DocuSign are due from deans and senior management to the Controller’s Office. Signed letters are to be uploaded into Division’s Box file folder by DFLs.