July 15, 2025 | Edition #229

• IPPS Office Hours Schedule Update: Starting the week of 7/21, IPPS will be adjusting our office hours schedule to Mondays and Wednesdays only. This change will remain for the foreseeable future and is a result of recent staff reductions. 

• UCPath Redesign: As of 7/14, UCPath has a new homepage—be sure to update any saved bookmarks.

• Award Management Training Launch: Two new Cost Compliance courses go live 7/22 as part of the Award Management series in the UC Learning Center.

• Default Project Payroll Report: Due to frequent errors, users may temporarily revert to the previous version of the report, though it may show inaccurate data.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 8/12: Direct Retro posting deadline for August BW/MO payroll.

📌 8/31: Certification deadline for all FY25 JUL–DEC effort reports in ECERT.

📌 9/11: Direct Retro posting deadline for September BW/MO High-Risk payroll.

📌 9/17: Direct Retro posting deadline for September BW/MO Non-High-Risk payroll.

A New Look to UCPath

As of Monday, 7/14, the UCPath portal has a new homepage design that enhances accessibility, streamlines navigation, and improves the overall experience for employees and people leaders/managers. While the login process and core functionality will remain the same, bookmarks saved in your web browser to specific UCPath pages will no longer work after the update. Be sure to re-navigate and re-save your bookmarks using the new menu structure. You can view a full list of new features on the project webpage.

Award Management Series Part 2 Launching Next Week

The second part of the Award Management series in the Finance Training Program is almost here! 

Two courses focusing on Cost Compliance will be launched on 7/22. One course will offer instruction and guidance on setting up awards while the other will allow you to practice what you’ve learned in realistic scenarios. 

The new courses, along with the previous courses on setting up awards in Oracle, will be located in the Award Management bundle in the UC Learning Center.

The Finance Training Program is aimed at empowering staff across UC San Diego with accessible, self-paced training modules available on demand in the UC Learning Center. More information about the Finance Training Series will be added to the Budget & Finance Training Blink page.

Visiting Scholar Appointment Fee

Departments requesting new Visiting Scholar appointments will be charged $250, and appointment renewals will be charged $100 submitted with all required documentation on or after 8/1/25. In cases where significant delays in previously-submitted appointments require additional review and approval from ORI, the fee may be applied.

Due to federal costing policy, sponsored project funds cannot be used for this fee, which can be paid (using internal chart strings) by department, core, operating or gift funds only.

If you have questions regarding the visiting scholar appointments, please contact Linda Bartolome at ljbartolome@ucsd.edu. For questions regarding the financial administration charge, please contact a financial team member at rafs@ucsd.edu.

New and Improved Equipment Fabrication Closeout Request Form is Live!

Does your department fabricate equipment? If so, it must be reported to Equipment Asset Management upon completion so that it can be recorded as an asset and assigned a tag number for inventory purposes. Our new and improved Equipment Fabrication Closeout Request Form captures all information necessary for creating the asset record in Oracle. Check it out today and reach out to our office with any questions!

More information on equipment fabrications can be found on our Blink page here. 

Default Project Payroll Errors: Use Previous Version if Needed

Running of the Default Project Payroll Report has been resulting in a memory allocation error in about 25% of runs since 5/22. We have attempted to resolve the issue multiple times without consistent success. You may continue to use the existing report with a 75% chance of success. However, if it works better for you, you may also revert to running the previous version of the report. This previous version may produce inaccurate results when there are date mismatches or when manual corrections have been processed. We will continue to work to improve the current version so that it runs consistently without errors.

New Enhancements to Various Reports

New versions of the following reports have been released with the enhancements listed below:

Project Management Dashboard

• Summary Page: Users have struggled with understanding the cash balance on non-sponsored service agreements. To address this need, columns for the Receipt Amount, Cash Balance, and Unpaid Invoices have been added to the Services Agreements table on the Non-Sponsored PPM section. Click on the project to view invoicing details on Expanded Project Summary.
• Pending Cost Transfers: The grand total of cost transfers has been added at the bottom of the Pending PPM Cost Transfers table.
• Pending Cost Transfers: UCPath cost transfers that were denied in the past six months are now included in the Pending UCPath (SCT/DRs) Cost Transfers table. This will help fund managers identify recently denied SCT/DRs and review directly in UCPath why they were denied, while working on correcting and resubmitting them.

Expanded Project Summary

• A column indicating whether the expenditure type is subject To IDC has been added to the Expenditures by Month by Expenditure Type table. This is intended to help fund managers recalculate IDC and troubleshoot variances.

Fiscal Assistant Workload Dashboard

• A prompt to search by Financial Unit L4 has been added.
• The following job codes have been added to the jobs prompt: '004723-BLANK AST 2', '004627 - FINANCIAL SVC ANL 2', and ‘004484-HEALTH PROFNS EDUC SPEC 2 CX’.

GL Balances

• Optional columns for Project Fund Manager and Project Status have been added. They can be selected from the Display Prompt on the prompt page.

Campus User Roles

• Prompts to search by Financial Unit hierarchy levels have been added.
• Columns for Financial Unit L3 and L2 have been added. These are based on the financial unit within Financial Unit Approver or Cost Adjustment Approver roles.

Procure to Pay Panorama 

• A prompt for Financial Unit L4 has been added to all reports except for Supplier Inquiry, AP Payment Status, Invoice Inquiry, Invoice Summary, and PO Balances. The prompt will be added to the remaining reports in the coming months.

General Ledger Panorama - GL Transaction Details

• A prompt and column for Transaction Created Date have been added.
• Rows where all three fields (Beginning Balance, Period Net Activity, and Ending Balance) are $0.00 have been hidden.
• For subledger accounting transactions, the 'Journal Created By' field is now partially hidden:
  • If the entry was made manually (through a journal or spreadsheet), it will show the person's name.
  • If the entry was generated automatically (from a subledger), it will display as 'subledger upload'.

This has also been implemented in the GL Subledger Journal Details report.

Special thanks to everyone who submitted enhancement requests: Jennifer McDonald, Glenn Saunders, Chelsea Van Pelt, Grace Wagner, Simona Veru, Kathryn Smith, Paradorn Thiel, Charlene Mendoza, Ellen Sanders, Kirt Mitchell, and Heather Bradley.

Southwest Airlines Follow-Up Webinar

UCoP's Central Travel Office is hosting a follow-up webinar with Southwest Airlines to talk about the many ongoing changes with that airline including assigned seats, different fare classes, new boarding protocol, and more.

Please register today to join us live on 7/23 at 11 AM for this newly added session that could help clarify a lot more information.

• The first webinar has been recorded and can be found in the Connexxus travel portal Video Library. 

New Concur Feature: Trip Booking, Reimagined

The new  "Book Now" button on your Concur home page allows you to add all of your trip segments (air, hotel, car) to a single Trip Planning screen. Fill out your trip details and you’ll enter the booking flow for each segment. After confirming one segment, you’ll be redirected to the next booking’s search results. Upon completing all bookings you can review and finalize your trip. You’ll be able to add a placeholder if you want to save the search but aren’t ready to book a segment, allowing you to come back to it later without re-entering your search criteria. 

This is a new feature for Concur and can be used for both business travel with a Concur Request ID or personal travel. Give it a try on your next trip and let us know how it goes!

Did You Receive an Email About an Outstanding Card Charge?

If you recently received an email regarding an outstanding card charge, it may be part of our ongoing effort to clear unreconciled charges tied to Travel & Entertainment (T&E) Cards or CTS Air/Hotel Cards. 

We’ve identified charges on active employees’ Concur profiles that have remained unreconciled for more than 120 days after the trip or event end date. To support timely action, the email you received includes: 

• An attachment with details of the outstanding charges 
• Links to Step-by-step instructions on how to reconcile them in Concur 

Important Reminder:
If these charges are not reconciled by the due date, they will be charged to the default project listed under the Primary Financial Unit in the employee’s Concur profile. 

What If the Charges Are for a Future Trip? 

If the charges relate to an upcoming trip, simply create an expense report and assign the charges to it. In that case, you can disregard the message, but please be sure to reconcile the report within 45 days of the trip or event’s end date, per policy. If charges are not assigned or reconciled, they will be charged off to the default chart string. 

Need Help?  

Join us during Office Hours for live support: 

Mondays: 1:00 – 2:00 p.m. 

Wednesdays & Fridays: 9:00 – 10:00 a.m. 

Or submit a ticket via Services & Support if you need additional assistance. 

📜 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!

📢 Fund Management Office Hours

At this week’s office hours, we will have topic-specific breakout rooms, each staffed by a BFS subject matter expert.

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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