August 13, 2024 | 184th Edition
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In Our NEW TritonPay Office Era!
Student Financial Solutions (SFS) is pleased to announce the new TritonPay Office, a centralized hub for all student billing, payment, and refund inquiries. Located at Student Service Center (SSC) 170, the TritonPay Office replaced the current Central Cashier’s Office as of August 1. This new office merges the cashier’s and student accounts teams, reinforcing SFS’s dedication to a student-centered experience that emphasizes convenience and accessibility.
All services previously provided by the Central Cashier's Office will continue in the TritonPay Office. The TritonPay Office offers services including student billing inquiries, payment processing, student account management, student refunds, and departmental deposits, ensuring a seamless experience for students, campus partners, and departmental customers. Campus Cards will remain on the third floor, SSC 354A.
Welcome to the "TritonPay Era," where we're ready to shake off the old ways and ensure students experience a smooth and seamless financial process. We're open Monday, Tuesday, Wednesday, and Friday from 8:30 am to 4:00 pm, and Thursday from 10:00 am to 4:00 pm. For more information, visit www.sfs.ucsd.edu or call (858) 946-4160.
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Coming Soon: Training Completeness Check for Oracle & Concur Role Requests
The Oracle & Concur Role Request Form in Services & Support is being updated to require users requesting OFC inquiry roles and higher-level access to complete specific training courses in UC Learning. We expect this training requirement check to take effect on August 15th.
This enhancement is part of our ongoing efforts to provide essential knowledge for long-term success in finance roles.
Specific Training Requirements Effective August 15th, 2024 for Role Request Form Submissions:
Oracle Foundations for the following roles:
- All standard roles for all business units, except for UCSD BI Consumer JR
- All financial unit approver roles [UCSD WF XXXXXXX Approver JR]
- All cost transfer approver roles [UCSD WF XXXXXXC Cost Adjustment Approver JR]
- All elevated roles for all business units
CIPERB: Customers, Invoices, Project Expenses Report & Billing for the following roles:
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CIPERB Manage Customer Accounts Only
- CIPERB Manage GP User
- CIPERB Manage Customer ALL
Introduction to Oracle Procurement and Payables for the following roles:
- Department Shopper 500
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Department Shopper 2500
- Department Shopper 5000
To learn more, please go to the Finance Training Program in Blink.
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IPPS Advisory Committee Applications Open
Starting today, we are opening up our IPPS Advisory Committee (IAC) to evaluate membership for the next fiscal year. The IPPS Advisory Committee (IAC) is a crucial group composed of campus clients who assist IPPS with strategic initiatives and provide feedback on projects that impact the campus. This committee helps us stay aligned with client needs through regular communication and collaboration. The IAC meets on the first Friday of each month from 11:00 AM to 12:00 PM, attended by IPPS representatives, including the Directors of Procurement and Disbursements/Travel. These meetings were established to work through ESR changes, enhancements and roadblocks. During these meetings, we:
- Discuss and refine enhancement and project ideas
- Preview upcoming developments before they're launched
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Review complicated situations surfaced by IAC members that have a campus-wide impact, including bugs, policy, and system errors, which we either work out in the moment or follow-up with resolution after the meeting
IAC members serve a year-long tenure and are expected to actively participate in monthly meetings and provide constructive feedback, surface issues like bugs and policy errors for resolution, actively participate in the Community of Practice (CoP) channels, and share at least one tip or trick during their tenure. If you have interest in being a part of this committee, please fill out our IPPS Advisory Committee interest form by 8/22.
| Do you have ideas for Financial Process Improvements? Tell us!
The Process and Systems Optimization Team would love to hear your ideas on how financial processes could be improved! Submit a ticket to describe the current process, pain points, and your suggestions for streamlining. All ideas are reviewed and vetted for feasibility. Use this form and select “Idea” to recommend an updated financial business process.
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Tag Numbers (UCIDs) reverting back to 9 Digits
Tag numbers may not always match the asset number in Oracle Fixed Asset (FA) and here’s why. In the past, UCIDs were 9 digits that identified the year it was received and the originating campus number. When Oracle Fixed Assets (OFC-FA) went live in late-2023, all new assets had an auto-generated 10 digit asset number (currently beginning with 100000XXXX). Moving forward, we will still retain the Oracle auto-generated asset number, however we will go back to the 9 digit numbering convention as the tag number. The tag number will be searchable in both Oracle FA and CAMS. This tag number will also be the tag that is on your equipment. If you currently have the 10-digit FA asset number on your equipment, our team may be reaching out to you to update the tags.
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COMING SOON: New Concur Home Page User Interface (UI)
The Concur home page is getting a new look! The new home page is designed to enhance your user experience, making it easier to navigate and access the information you need. Starting in late August 2024, you will have the opportunity to try out the new user interface (UI) before it becomes the default. When it becomes available, simply click the toggle button at the top of the home page to switch over to the new look. This will give you a head start in getting familiar with the updated design. In late October 2024, the updated home page will become the default for all Concur users.
Please check out our Concur Updates Blink page to get a sneak peek into what the new home page will look like!
NOTE: This upcoming fall, the Travel, Entertainment and Card Program team will be working to update all of our content to reflect the new UI.
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Single Chart String for Gift Revenue & Automatic Transfers from Foundation
The Campus Budget Office and Advancement Services have collaborated to implement a significant improvement to streamline the recording of gift revenue on the campus ledger.
- As a result of this change, Requests for Funds Forms are NO LONGER accepted. All balances will automatically transfer.
- Foundation gifts and payout will transfer to campus the month after receipt
- Regents gifts and payout will post in the month received
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When a new gift fund is created you’ll need to submit a Gift Fund Chart String form or revenue will post to project 0000000 until a chart string is provided.
For more information, check out the link here!
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Financial Operations Reminder
Customer Account forms have been decommissioned as of 06/30/2024
The following forms are no longer available:
The process of creating and amending Oracle customer accounts has been fully replaced by the CIPERB application.
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New versions of the following reports have been released with the enhancements listed below:
Expanded Project Summary
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Added Project Start Date field to Project Task Information table, eliminating the need for users to navigate to other reports for this information.
- Added Direct and Indirect totals for Sponsored Projects, eliminating the need to manually add these figures across tasks and budget periods. They appear as a new table under PPM Project and Task Summary
- Added a column for Requisitioner to the PPM Commitment Details table. This will help fund managers identify which lab member placed the order when reviewing commitments.
- Added CBR rate field to the Payroll Projections section.
Faculty and Researcher Dashboard
- Project Nickname is concatenated to the Project Name in the Sponsored Projects Summary to help with project identification. Fund managers can use PADUA to update nicknames.
- Added a column for Indirect Cost Rate (IDC) to the Sponsored Projects Summary table.
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Payroll and Payroll Projections pages now include the PI's entire effort distribution, not just projects on which they are the PI/PM/TM. As faculty continue to work more collaboratively, some of their payroll effort will fall under another PI's project. This enhancement will help them view and verify the entirety of their effort distribution.
GL-PPM Reconciliation
- Added prompt for Account Code and Name to enable searching for a certain type of discrepancy across a broader section of units.
Project Information Lookup
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Added columns for Project Fund Manager and Task Fund Manager to the Project COA Lookup report to enable users to identify the fund manager responsible for the chartstring.
Transaction Details Report
- Added Requisition Number to the PPM Full table, with deep link to the requisition. This will allow the user to get that information much more quickly than having to navigate backward from the PO, which often has less details of a purchase compared to the requisition.
Graduate Student Funding Report
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Added a prompt for 'Last Closed Accounting Period'. Users will now be able to easily schedule the report in Cognos with the expenses that have hit the last accounting period for graduate students.
- Added a prompt for Fund Code-Name. Users will be able to view report results for a particular Fund.
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Added a prompt for ‘Employee ID and Name’. Users will be able to search using UCPath Employee ID and Name.
- Added a prompt for Project Manager. This will allow users to view results for all of the projects they manage.
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Added a column for Fund Code - Name to the Payroll Projections page to align with other pages of the report.
Consolidated Exceptions Report
In an effort to consolidate our reporting (and reduce the number of reports you have to run for reconciliation each month), we’ve created one single Cognos report that combines the following reports: Closed Projects with GL Balance, Misposted Misc Receipts on SP, Multiple Project Roles, Project Setup to GL Match Errors, Salary on Fellowship Award, and Transactions on No Project. In addition to consolidating the reports, the following enhancements have been added:
- Added a prompt for Accounting Period to allow users to view results for a specific accounting period.
- Added prompts for Last Closed Accounting Period, and Last Opened Accounting Period which will allow users to schedule the report.
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Added a Fund L3 prompt since review for sponsored projects is required on the internal controls checklist.
- Added prompts for Fin Unit L3 and Fin Unit L4 to allow users to view results by the Fin Unit level that meets their needs.
Special thanks to everyone who submitted enhancement requests: Madeline Osborn, Casey Gerdes, Tom Joyce, Chelsea Van Pelt, Nancy Herbst, Jorie Moore, Suzan Badawi, Chay Mendoza, Kathy Celestino, Nirvana Navarro, Nick Lekovish, Joanne Lai, Joshua Vergara, Katie Avila, and Olivia Rochelle.
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Project Notes are Available!
As a reminder, Project Notes show up on the Faculty and Research Dashboard and the Expanded Project Summary reports. This can be a way to relay information to your PIs about information on their reports. See information on how to enter project notes here.
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Need a New ID Card at UCSD?
Head over to the Campus Cards Office on the third floor of the Student Services Center in Matthews Quad, right across from Price Center!
Business Hours:
- Mon: 8:30 AM - 4:00 PM
- Tue: 8:30 AM - 4:00 PM
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Wed: 8:30 AM - 4:00 PM
- Thu: 10:00 AM - 4:00 PM
- Fri: 8:30 AM - 4:00 PM
Remember, the Campus Cards Office is part of the Student Financial Solutions department and is closed on weekends. The Campus Card Office does not mail ID cards!
Stay updated with real-time business hours on our @ucsdsfs instagram and SFS’ website!
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Ready for Your Next Adventure?
If you need a passport, UCSD has got you covered! UCSD faculty, staff, and students can visit the TritonPay Office for your Passport needs without an appointment. Our campus offers convenient passport services to help you get ready for your travels. Whether you're a student, faculty, staff, or a member of the community, you can apply for your passport right here at UC San Diego.
Visit the UCSD Passport Office for:
- Passport applications
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Passport photos
- Renewal services
Office Details:
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Location: Price Center, 3rd Floor
- Hours: Monday through Friday, 9:00 AM to 4:00 PM
- Appointment: Schedule yours now at us passports.ucsd.edu!
Make sure to bring all necessary documents to ensure a smooth process. For more details, check out the details here.
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CIPERB Launch & Sign Up
CIPERB (Customers, Invoices, Project Expenses Report & Billing) is a new tool, launched in June, that provides full functionality for individuals to manage customers under the Accounts Receivable module in the OFC application. Customer data created and updated via CIPERB will be updated in real-time in Oracle to improve customer experiences and increase operational efficiency. This initial release will focus on Customer Accounts only; the following versions will expand upon further applications.
The CIPERB training course has now been uploaded to the UC Learning module for immediate CIPERB training and access. Please log into the UC Learning platform to access the CIPERB: Customers, Invoices, Project Expenses Report & Billing eCourse. Completing this course will be essential to the customer account creation and amendment process.
*This course must be completed prior to requesting role access to the CIPERB application*
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ECERT Effort Reporting Office Hours
Every Wednesday @ 2:30 PM - 3:30 PM
Come get your questions answered, system access setups, or helpful hints on the effort report certification process.
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Financial Operations Office Hours
Friday, August 16th @ 9:00am - 10:00am
Join the Financial Operations team on Friday the 16th for updates from Accounts Receivable, Strategic Design, Cash & Merchant Services and Equipment Management, and Open Q&A. As always we will have open forum discussions, any updates we might have to share with you, and general Q&A sessions. We look forward to seeing you there!
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Fund Management Office Hours
Every Thursday 11:00 AM - 12:00 PM
Get your questions answered and solidify your understanding during this information-packed session. Don’t miss it!
From September 5, 2024 through February 6, 2025, we will be conducting a 14-part Uniform Guidance training series during office hours. View the full schedule here, and sign up to co-teach a session or two here.
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IPPS Office Hours
IPPS holds weekly Office Hours to help with all of your questions related to Procurement, Accounts Payable, Travel and Entertainment, Procurement Card, and Tax & Account/Supplier Setup. This is our schedule:
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ICA 1:1 Sessions
Sign up for 1:1 zoom session with ICA team members!
- Payroll Financial Management team 1:1 sessions have moved from UCPath to ICA.
- Register here for help with Salary Cost Transfers, Direct Retros, Payroll Reconciliations, UCPath Funding Transactions, Composite Benefit Rates (CBR), General Liability (GAEL) & Vacation Leave Assessment (VLA).
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General Ledger Financial Management team
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Register here for help with General Ledger, Capital/ Fixed Assets, Detail Code setup, ITFs, Internal Controls, Oracle Role questions and more.
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Reporting 1:1 Sessions
Sign up for a 1:1 Zoom session to meet with a member of the BI & Financial Reporting team who can answer your specific questions about financial reporting and dashboards/panoramas in the Business Analytics Hub (BAH).
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Concur: Event Expenses & Other Reimbursements
On Thursday, August 15, 2024 from 9:00 AM to 10:30 AM, we will host a course that includes an in-depth explanation of Concur processes related to meetings, entertainment, and business expense reimbursements. This course will be especially valuable for employees who host meetings and events and want to further their understanding of the expense reconciliation process via Concur.
- Also, those who previously utilized MyPayments for requesting employee reimbursements for business expenses may attend this course. This course is intended for preparers, meeting/event hosts, financial managers, and entertainment approvers who are familiar with Entertainment Policy BUS-79 and would like to learn about more advanced meetings and entertainment terminology and concepts.
Topics Covered:
- Learn how to submit event payment requests and employee reimbursements via Concur
- Review the process to submit event vendor payments
- Be able to view and reconcile Travel & Entertainment card transactions
You can access the link to the course here!
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UC San Diego Travel: Before You Go
On Thursday, August 22, 2024 from 9:00 AM to 11:00 AM, the UC San Diego Travel: Before You Go course will include an in-depth explanation of topics covered in the Concur Travel and Expense eCourse. This course will be especially valuable for employees who travel or book business travel and want to further their understanding of travel preauthorization and UC San Diego's instance of Concur Travel booking tool.
- This course is intended for travel arrangers, delegates, travelers, and financial managers who are familiar with Travel Policy G-28 and would like to learn about more advanced Concur Travel terminology and concepts.
Topics Covered:
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Review the process to request travel pre authorization via Concur Request
- Be able to request a new University Travel & Entertainment Card
- Learn how to book travel via Concur Travel
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UC San Diego Travel: Reporting Expenses
The course provides an overview of UC San Diego travel policy and procedure, including summarized guidelines, resources, and information about online tools. In this course, you will learn about Concur processes for prepaying travel and claiming expenses after the business trip occurs in accordance with Travel Policy G-28. This course is involved in the process of trip reconciliation for business travel at UC San Diego, including travelers, preparers (Concur Delegates) and approvers.
- Topics Covered:
Arranging for prepayment of fees, such as registration - Making deposits, such as for hotels
Reporting expenses
Claiming traveler reimbursement
This course is scheduled for August 22, 2024 from 1:00 PM to 3:00 PM. For more information and to sign up, click the link here!
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Supplier Spotlight Virtual Series
Join the Central Travel Office for the popular annual “Supplier Spotlight” virtual series. These sessions have always been a great way to learn more about contracted benefits to travelers and ongoing supplier updates. Additionally, giveaways are planned (presence at session is required). Below is the schedule so far and we will update our site with other suppliers and content as they come in:
We look forward to welcoming you at these sessions.
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The Support Framework: Your Guide to Finding Help
Learning all there is to know about budget & finance can feel daunting.
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The Support Framework is designed to help the Budget & Finance community, including faculty or staff with financial responsibilities, identify their resources based on the following questions:
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What can I do on my own?
- Where can I get help?
- Who can help escalate?
- How do I suggest enhancements?
Bookmark or download a copy for quick links to various resources available to you.
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Each Tuesday, the Weekly Digest provides important updates related to
Budget & Finance, including Oracle Financials Cloud and Concur Travel & Expense.
Our goal is to deliver timely information that matters to you.
Not sure where to find answers? Get started using our Support Framework.
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