October 29, 2024 | Edition #195
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Move/Relocation Expense Report End-of-Year Submission Deadline
The last day to submit Move/Relocation expense reports to ensure that it gets approved during this calendar year is Friday, November 1st. Before the expense report is submitted, please ensure that only allowable expenses are being claimed. For more information on what’s allowable per your job title, please review the Reimbursable Expenses Blink page. For step-by-step guidance for the move process in Concur, please review How to Manage a Move Trip.
If the expense report gets submitted after the deadline, your expense report will be held for approval until January 2025. Since Move/Relocation expenses are taxable to the new employee, Payroll gives us a cut-off date for the last paycheck of the calendar year.
Questions? Please submit a Services & Support case and select "Travel Moves" in the More Specifically category.
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Email for Oracle Financials Cloud Notifications
Emails generated from Oracle Financials Cloud are now being sent from UCSD Oracle Financials (oraclefinancials@messaging.ucsd.edu). This change applies to workflow approval notifications and scheduled process notifications. Please review your email routing rules in case you need to modify them to account for this new email. If you have any questions or experience any issues during this transition, please submit a ticket with the Subject ‘Oracle Email Notification’.
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Internal Controls Checklist Updated
The checklist has been updated recently due to the Procure to Pay Panorama refresh announced in last week’s digest edition. Also, the Budget & Finance User Group has endorsed the addition of the Award Project Task Personnel Report as a quarterly review activity for sponsored projects. Please view and download the checklist from Blink: Best Practices for Internal Controls.
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Foreign Wire Transfer Form Enhancement Coming Soon!
Integrated Procure-to-Pay Solutions (IPPS) is working on updating the Foreign Wire Transfer Request form to streamline the submission process and eliminate pain points and risk factors related to manual data entry. The new submission method is currently in the testing phase. The project team is updating Blink content and KBAs and will schedule webinars to help clients acclimate to the new process before and after launch. Stay tuned for details!
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BDP Training and Office Hours
Last week the UCPath Budget Distribution Page (BDP) was launched. As a reminder, the BDP will be used to identify the faculty and staff positions to be included in a department's core recurring staffing list that will drive the compensation expense budgets in EPBCS. CBO will hold several instructor-led training sessions this month in support of the launch, although we recommend gaining access to BDP before you attend.
Starting this week, CBO will also be hosting weekly office hours on Zoom every Thursday from 11am to noon. Please bring any questions you have about BDP to this weekly meeting from October 3 through the end of the year.
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Coming Soon: UCPath Projects: November Release
The following projects are scheduled to go-live in the UCPath system on November 2024 as part of the UCPath November Release:
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Rewrite GL Assessments Phase 2: This project will consolidate, centralize, and streamline the generation of assessment information. As part of this project, UCPath will be updating assessments to calculate on rates of the original earning period (vs. current paycheck dates) for retro payments.
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Direct Entry Enhancements: The Direct Entry (formerly known as Hire Pilot) enhancements will allow Early Adopters from Central Offices to transact using the new Manage Human Resources tile before all transactors can transact within the tile.
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Automate Security Deprovisioning: This project will automate the deprovisioning of security when an employee transfers from one location to another. Only local UCPath Security Administrators will be impacted.
Refer to the UCPath November Release project page for more information.
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New Concur Homepage User Interface (UI)
You may have noticed that the Concur home page has a new look. This update, which was first available in late August 2024, is designed to enhance your user experience, making it easier to navigate and access the information you need. However, you still have the ability to switch back to the old home page if you want. Simply click the Switch Back button at the top of the home page to switch over to the old UI. Please note that this option will only be available until January 2024, after which the new look will become permanent.
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New Concur Homepage User Interface (UI)
You may have noticed that the Concur homepage has a new look. This update, which was first available in late August 2024, is designed to enhance your user experience, making it easier to navigate and access the information you need. However, you still have the ability to switch back to the old home page if you want. Simply click the Switch Back button at the top of the home page to switch over to the old UI. Please note that this option will only be available until January 2024, after which the new look will become permanent.
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Concur “Company Notes” has a fresh look
In the center of the Concur Homepage is a section called “Company Notes.” This area has been refreshed with the goal of updating and streamlining resource information. By clicking on “Read More," the section expands to display a list of Travel & Entertainment resources, along with links to Popular Tools and Portals to help you navigate policies and procedures.
For questions and feedback, please submit a Services & Support case and select Concur Navigation under the More Specifically category.
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Delayed Requisition Approval Notification Emails in Oracle Financials Cloud
Some Oracle requisition approval email notifications are delayed by up to 24 hours. We are working with Oracle to investigate the cause of this delay. In the meantime, we recommend using the worklist directly in Oracle to approve requisitions rather than wait for the email notification. If you have any questions or face any issues during this process, please submit a Services and Support case with the service offering "Approvals on Requisitions" or review the ’How to Approve Requisitions in Oracle Procurement’ KBA.
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NEW REPORT: Resource Profiles
This new dashboard collects data from the Activity Hubs into a developed set of standardized Resource Profiles. Resource Profiles are intended to be a tool for managers and other staff to assist in planning, to conduct analyses and to chart changes over time. It compares metrics across Schools and/or Departments/Financial Units. Here you can find more information on how to access, navigate, and interpret this report.
REPORT REBUILD: Chart of Accounts Panorama
This dashboard (previously in Oracle) has been rebuilt in Cognos to allow for the addition of an Active Flag for each chart element. The report defaults to only displaying values that are currently active. Here you can find more information on how to access, navigate, and interpret this report.
Special thanks to everyone who participated in the development and testing of these new reports: Bryan Liborio, Daniel Redfern, Hang Phung, Jason Yates, Junni Liu, Kierstin Sykes, Lindsay Root, Marcela Alvarez, Natalie Wolfe, Nickolaus Lekovish, Nicole Daneshvar, Sarah Levy, and Shan Poon.
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CIPERB: Mass Billing Events are now available!
Users now have the ability to upload mass billing events to PPM Contract Events through CIPERB. This does not replace the ability to create or edit events directly in PPM. This is ideal for departments that create a lot of events for billing on a regular basis. Users can request access to the UCSD CIPERB Manage Events JR role through the Oracle and Concur Role Requests Form.
Training can be found through KB0035287 and this Video.
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Important: NIH Federal Financial Reports Due Sept - Oct 2024
The National Institutes of Health (NIH) Federal Financial Reports due in September and October 2024 are now available in the STaRT Tool. Departments must prioritize reconciling awards that have ended. Please collaborate with your SPF Award Accountant for accuracy and compliance. Access the list here. Review the Sponsored Projects Federal Financial Reporting Timelines for submission deadlines. To manage reports, log in to the SPARCM Dept Portal, navigate to the Department Dashboard, select your department, and export the report to Excel. Use filters to prioritize pending actions.
Follow these steps to access and manage the report:
- Log in to SPARCM Dept Portal
- Navigate to the Department Dashboard.
- Select your Department and click "Select."
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Display "All" entries.
- Export the report by clicking "Excel."
- Use the following filters to prioritize actions:
- Waiting: Department
- Filter by Action: Final FER awaiting departmental approval
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Call to Action: Share Your Feedback on Fund Manager Coach
We want to hear from you! The Fund Manager Coach team is seeking your input on our new AI-powered resource designed to support fund managers, grant managers, research administrators, and grant analysts. Take our short survey to share your thoughts on how we can improve Fund Manager Coach to better meet your needs. This survey is open to all, even if you have not used Fund Manager Coach yet.
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NEW & UPDATED VERSION OF THE DATA GLOSSARY IS NOW LIVE!
Over the past six months we've been working on cleaning up and remediating the BI & Financial Reporting Data Glossary. Its previous version was outdated and had many missing/duplicated fields. All the definitions have been cleaned up and vetted by Subject Matter Experts.
This Data Glossary contains definitions for all the fields contained in the Budget & Finance Financial Reports. There you can look up any column that you might need information about, which will help you understand the report you use better.
If you find something in a report that is not defined in the Data Glossary, please submit a ticket here.
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DocuSign Access for UCSD Employees
Are you involved in the signing & approval process for new University Credit Card Cardholder Agreements (Procurement Card, Travel & Entertainment Card, Temporary Virtutal T&E Card) in your department? Consider requesting DocuSign access! DocuSign is UC San Diego's electronic signature solution, allowing campus faculty and staff employees to upload documents and send them to recipients via email or URL for secure, industry-compliant e-signature capture.
As a Powerform User you can create Docusign workflows without having to first upload and route the documents from your Docusign account.
Once you create a template based on the underlying business process form, you can link a Powerform on a website, or distribute it as a secured link through email (example below):
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This practice significantly cuts down on time uploading and routing these forms as pdf documents, and simplifies the application process for card requesters.
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IPPS Hot Topics: Contracting Out for Covered Services
Wednesday, November 6 @ 11:00am - 12:00pm
This Hot Topics session aims to educate staff on Covered Services including the definition, how to identify characteristics of covered services, and how IPPS delivers them to departments. To contract out for covered services at UC San Diego, departments need approval from Labor Relations. This requires filling out a form that explains why a service is needed and ensuring that it follows University policy. Find out more on our Blink Page under Covered Services Approval Process and register by clicking the link!
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Financial Operations Office Hours
Friday, November 15th @ 9:00am - 10:00am
Join the Financial Operations team on Friday the 15th for updates from Accounts Receivable, Strategic Design, Cash & Merchant Services, 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
Come get your questions answered and solidify your understanding during this information-packed session. Don’t miss it!
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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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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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Internal Control & Accounting (ICA) Office Hours
Wednesday, October 30, 2024 @1:00pm - 2:00pm (last Wednesday of the month)
Join us and ask questions related to Period Close, Payroll reconciliation, Intercampus Recharges, ITFs, General Ledger, Fixed Assets and more in an open forum discussion.
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ICA 1:1 Sessions
Sign up for 1:1 zoom session with ICA team members!
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Payroll Financial Management team 1:1 sessions have moved from UCPath to ICA.
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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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Click to access the Event Calendar on Blink, which showcases a consolidated view of Office Hours, Instructor-Led Training sessions, and Hot Topics. Be sure to try out the different calendar views in the upper right corner!
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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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