March 25, 2025 | Edition #213

• Final Week for EPBCS Budget Entries!: Budget preparers must submit FY26 budgets by 4/1. VC Offices have access until 4/30. 

• Legacy Award Documents Now in Oracle Awards: Legacy Award documents from iDocs are now in OnBase. The Award Document Lookup Tool will soon be deprecated.

• Default Project Payroll Rebuild Released: The redesigned report fixes issues with expenditure dates, transfers, and manual corrections. Demo on 3/27 during Fund Management Office Hours.

• New GL Balances Report: Combines GL Project and Fund Balances reports with improved summarization and balance details. Old reports retire on 5/1.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 3/31: Last day to claim unclaimed refund checks from suppliers. Please review the list to see if your department has funds waiting.

📌 4/1: Final week: Budget preparers must submit FY26 budgets in EPBCS by 4/1. VC Offices have access until 4/30. Access EPBCS here.

📌 4/14: High-risk salary cost transfer guidelines remain available until this date. Review now to ensure compliance.

📌 4/17: UCOP is planning on deprecating the Direct Retro (DR) tool in UCPath effective 7/1/25. Click here for upcoming critical deadlines. (Next deadline is 4/17).

📌 5/1: GL Project Balances and GL Fund Balances reports will be retired. Use the new GL Balances report moving forward.

📌 6/30: Advanced Oracle users must complete the Oracle Foundations training or request role removal if access is no longer needed.

Final Week for EPBCS Budget Entries!

This year’s budget entry deadline for budget preparers is 4/1. The system remains open to VC Offices through 4/30. Click here to access the EPBCS production environment to complete your FY26 operating budget.  

Legacy Award Documents now available in Oracle Awards!

Legacy Award documents that were in the iDocs Document Repository have been moved to OnBase.  A link to these documents is now available in the Oracle Awards Attachment section.

The Award Document Lookup Tool will soon be deprecated.

Default Project Payroll Rebuild

A newly redesigned version of the Default Project Payroll has been released. This rebuild addresses issues with non-standard scenarios, including transactions with incorrect expenditure dates, partially transferred costs, and manual corrections. The new version ensures that cleared amounts no longer appear incorrectly and provides more accurate reporting by properly reflecting cost transfers and adjustments. Here you can find more information about this newly redesigned report. Heather Sears will be demoing it during Fund Management Office Hours on Thursday, 3/27.

New Report: GL Balances

This report is the result of merging the GL Project Balances and GL Fund Balances reports into one. It also contains a few enhancements:

• A Display prompt has been added, which will allow users to summarize data by varying levels of FinU, Fund, Function, Project, and Account hierarchies.
• Columns have been added to allow users to view both the cash balance and net position balance in a single report—eliminating the need to run the GL Balances report and the GL Panorama or Receivables reports separately.

Here you can find more information about this new report. Starting 5/1, GL Project Balances and GL Fund Balances won't be available in bah.ucsd.edu anymore. Scheduled versions of these reports will continue to run indefinitely.

Special thanks to everyone who participated in the testing of these reports: Sarah Almado, Christina Gramatikova, Joey Carver, Aline Matsuo, Amanda Wang, Ariel Team, Hoda Mehranpoor, Gabriella Anaya, Chay Mendoza, Ana Minvielle, Andrea Perez, Stephanie Thai, Holly-Ann Juarez, Jamie Atkinson, Grace Wagner, Fritz Leader, Carla Velasquez, Crystal Nguyen, Su-Yin Chang, Hannah Van Etten, Janet Shin, Celeste Bobryk-Ozaki, Jake Banfield-Weir, Michael Alcorn, Karen Miranda, Yanira Salas, Jason Yates.

Campus Budget Process: Training Resources and Technical Support

The 2025-26 campus budget development cycle is coming to a close with an 4/1 budget entry deadline for budget preparers and a 4/30 system close for VC Offices. Recordings and slide decks from instructor-led training sessions are available in the Budget and Planning Community of Practice Teams channel. In addition, a self-paced EPBCS training course is also available on UCLC. 

For technical issues or system questions, please submit a ticket via the Services and Support ticket portal. Just select Budget & Planning > Oracle Planning & Budgeting (EPBCS).

FAQ on Direct Retro

Please see the newly published FAQ section regarding Direct Retro here. As a reminder, UCOP plans to retire the Direct Retro (DR) tool in UCPath effective July 1, 2025. Read more about this change here.

Coming soon:  New Project Class Category Code – Academic Enrichment Fund (AEF)

A new project class category code, Academic Enrichment Fund (AEF), has been created to comply with IRS regulations on constructive receipt. This code is strictly for academic, research, or professional development purposes and cannot be used for personal compensation once funds are allocated.

The AEF code will be available in PADUA in the coming months, along with an exception report to monitor fund balance transfers and select faculty payroll expenses. Departments must ensure that faculty allocating funds to an AEF project are designated as Project Managers to properly track expenses and compliance.

Further updates will be provided once the code, exception report, and KBA are available.

📜 Weekly Digest Archive 📜

Be sure to check out our previously published articles to review essential information and announcements.

Office Hours Calendar

Check out our office hours and sections this week! Our Fund Management, ECERT Effort Reporting, IPPS, ICA, and Reporting hours are linked below. We’re here to support you!

Special Reminders:

📣 Oracle Planning and Budgeting System Office Hours

Thursday, 3/27 @ 11AM - 12PM

📣 Fund Management Office Hours:

Every Thursday @ 11AM - 12PM

At this week’s office hours, Emily Viney –Project Manager from the Office of the Vice Chancellor, Health Sciences– will lead the Workgroups Debrief Presentation. Also, Heather Sears will be demoing the newly rebuilt Default Project Payroll report.

Be on the Lookout:

📌 3/26: Attend the UCOP Central Travel Office webinar on Car Rentals vs. Rideshare to explore the best travel options based on cost and convenience.

📌 3/26: Internal Control & Accounting (ICA) Office Hours at 1:00 PM. Open forum for questions on period close, payroll reconciliation, and more.

📌 3/27: Demo of the redesigned Default Project Payroll report during Fund Management Office Hours.

The Support Framework: Your Guide to Finding Help

Learning all there is to know about budget & finance can feel daunting.

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:

• 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.

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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