| Due date | Category | Request or Submission | Explanation | How to submit |
|---|---|---|---|---|
| N/A | Berkeley Regional Services Purchasing and Reimbursements | Reimbursements | 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 as well as Travel and Entertainment expense reimbursements for visitors and non-employee students. Please allow ten (10) business days for BRS to process these requests. Note: this does not include processing time by Accounts Payable (AP). | Reimbursement System |
| May 14 | Supply Chain Management | Purchase Order (POs) requests for amounts more than $100,000 | Deadline to submit PO requests for amounts more than $100,000 must be submitted with complete documentation if orders are to be completed prior to June 30. | Supply Chain Management Find Your Buyer |
| May 21 | Berkeley Regional Services Purchasing and Reimbursements | Purchase requests for amounts over $10,000 | Orders over $10,000 (but less than #100,000) are due to BRS by May 21, 2021 in order to adhere to Supply Chain Management's due date timeframe. Please note: Low-value catalog (under $5,000) and non-catalog (under $1,000) orders that are filled out correctly will auto approve the same day (unless they're funded with Federal or Contracts and Grant funds). | BearBuy |
| May 28 | Supply Chain Management | Purchase Order (POs) requests over $10,000 | Deadline to submit PO requests for amounts over $10,000 in order to be completed prior to June 30. | Supply Chain Management Find Your Buyer |
| May 28 | Financial Planning and Analysis | Submit Non Contracts and Grants Deficit Clearing Waivers | 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. Read more on the website linked in the resources column. | Deficit Clearing Waiver Form |
| June 1 | Berkeley Regional Services HR/APS | Payroll Corrections/Missing Payments | Deadline for requests for any late payroll corrections and/or missing payment requests for all employees. |
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| June 1 | Berkeley Regional Services Research Administration (RA) | Direct Retro entries (moving fund distributions from a previous pay cycle) |
Deadline for requests for final entries with effective dates before June 30, 2021 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 were outlined in a separate April 23, 2021 communication by the Financial Aid and Scholarship Office. |
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| June 1 | Berkeley Regional Services Research Administration (RA) | Position Funding entries (changing fund distributions for the current pay cycle) |
Deadline for requests with effective dates before June 30, 2021 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. |
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| June 1 | Berkeley Regional Services HR/APS | Personnel Actions for Employees Retiring as of July 1, 2020 |
Requests for employees to retire as of July 1 are due to BRS by the deadline. To qualify for the Inactive Cost of Living Adjustment (COLA) increase in the 2021 calendar year, an employee’s final day at work must be June 29 (Tuesday), with June 30 (Wednesday) being their effective date of retirement; June 30 represents the 1st business day that they would not work and not receive pay. Please note: employees have to take additional actions with RASC, which typically has a May 15, 2021 deadline for August 1 pay. |
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| June 1 | Berkeley Regional Services HR/APS | Miscellaneous - STAR Awards | 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. | |
| June 4 | Berkeley Regional Services HR/APS | Other Personnel Actions | Request for personnel actions (e.g., FTE changes, pay rate changes, separations, etc.) for both bi-weekly/non-exempt and monthly/exempt employees are due to BRS by the deadline. | |
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(A) June 4, 2021 - Bi-Weekly (B) June 18, 2021 - Bi-Weekly |
Berkeley Regional Services HR/APS | Onboarding New/Rehired Berkeley Employees (bi-weekly paid employees) |
All new/rehired employees for June should complete Onboarding/Hiring activities by the applicable deadline date in order to receive on-time pay on:
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| June 11 | Berkeley Regional Services HR/APS | Onboarding New/Rehired Berkeley Employees (monthly paid employees) | All new/rehired monthly paid employees for June should complete Onboarding/Hiring activities by the deadline date in order to receive on-time pay on July 1. | |
| June 18 | Financial Planning and Analysis | Enter Permanent Budget transfers involving revenue rebudgets | Final deadline for Campus to submit Permanent Budget transfers within their L3 which also includes any rebudgets to their revenue. | Permanent Budget Journal Approval Request form |
| June 21 - July 30 | Financial Planning and Analysis | Permanent Budget journal unavailable (to campus users) | 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. | N/A |
| June 23 | Controller's Office | Position funding rollover | Funding needs to be tied to position numbers by June 23, 2021 this year. With UCPath, funding is entered per fiscal year, so as of right now, only FY21 funding is in UCPath. Whatever chartstring is in UCPath as of June 23, 2021, will be the chartstring effective July 1, 2021 to June 30, 2022. | |
| June 25 | Financial Planning and Analysis | Rates posted to the recharge webpage | Approved recharge rates by unit posted to recharge page. | This is just an FYI. |
| June 26 | UDAR | Submit gifts and gift agreements to DGS | 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 Management to be recorded for FY20. | Submit to DGS as outlined in the information posted to Eureka |
| June 29 | Controller's Office | Approve direct retros for FY21 | The cut-off to approve direct retros for posting in FY21 is 5 pm June 29. Direct retros processed and/or approved after that point will be posted in the general ledger to the month of July. | These are transacted in UCPath. |
| July 1 | Controller's Office | Submit final deficit clearing waivers in BFS, related to open Contracts and Grants awards, for DFL approval | The deadline to submit waivers for Divisional Finance Leaders' (DFLs') approval in BFS. Departments can begin submitting waiver forms in BFS on June 1, 2021. The July 1 deadline is a best estimate of the due date based on our information as of May 14. If we need to update it, we will update the deadline here. It will also be listed in the DFL weekly. |
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| July 6 | Controller's Office |
UCB cutoff to receive Intercampus Financial Journals from the other campuses |
Intercampus Financial Journals from other campuses must be received by UCB by July 6 in order to be posted to the June ledger. For initiating journal deadlines at other campuses please reach out to your department contacts at those campuses. | Preparation of an Online Initiating Intercampus Financial Journal |
| July 6 | Financial Planning and Analysis | Recharge units process and approve Online Recharge Financial Journals | Recharge units should process and approve all June online recharge entries by July 6. No recharge transaction for June should be posted after July 6. If your department receives recharges posted after July 6, contact the unit responsible for the posting to request reversal and posting in the next fiscal year. |
These are transacted in BFS. |
| July 9 | Controller's Office | Approve Deficit Clearing Waiver for Contracts and Grants funds due (by DFL) | The deadline for Divisional Finance Leaders (DFLs) to approve waiver requests in BFS. The July 9 deadline is a best estimate of the due date based on our information as of May 14. If we need to update it, we will update the deadline here. It will also be listed in the DFL weekly. |
Navigate to the following page in BFS in order to approve waivers:
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| July 14 | Controller's Office | Review and post All Online Financial Journals and Temporary Budget Journals (Campus Units) | This is the deadline for divisions to post all online financial journals and temporary budget journals in BFS. | These are transacted in BFS. |
| July 16 | Financial Planning and Analysis | Submit chartstring for deficit clearing to Financial Planning and Analysis | 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. | Submit via email to centralresourcemanagement@berkeley.edu |
| August 30 | Controller's Office | Fiscal Close Certification Letter - due back | Campus senior management (Vice Chancellors, Vice Provosts, and Deans) and their Division Finance Leaders are required to complete a Fiscal Close Certification Letter annually. | 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. |
BFS monthly close
The BFS General Ledger Monthly Close Schedule is available on the Controller's Office website.
Help and Resources
| Team | Who can help | Resources |
|---|---|---|
| Berkeley Regional Services Purchasing and Reimbursements | BRS regional Purchasing and Reimbursements supervisor or team lead |
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| Berkeley Regional Services HR/APS | The respective BRS regional HR/APS Team |
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| Berkeley Regional Services Research Administration (RA) | ||
| Controller's Office | ||
| Financial Planning and Analysis |
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| Supply Chain Management | Supply Chain Management Find Your Buyer | Supply Chain Management |
| UDAR | GiftHelp@Berkeley.edu |