August 26, 2025 | Edition #235

• FY25 JUL–DEC Effort Report Certifications: Certify your effort reports by 8/31 to stay compliant—log in at MyEffort.ucsd.edu.

• Updated Internal Controls Checklist: Now requires quarterly Balance Sheet Reviews per PPM-12; updated checklist and guidance available on Blink.

• New Exceptions Report: Consolidated Exceptions Report flags PI Payroll and transfers on Academic Enrichment Fund projects that may violate IRS regulations; see KBA for details.
• Invoices Posted to 96* Report: Now includes bursting with automatic error notifications; submit a Service & Support ticket with invoice details for corrections.

• FY26 Composite Benefit Rates Issue: Reports are displaying FY25 rates instead of FY26, but the correct rates are being applied—teams are working to resolve the display issue.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 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.

Timely certification is critical to maintaining compliance and protecting future funding. We appreciate your prompt attention to this important task.

FY25 JUL–DEC Effort Report Certifications Due on Aug 31, 2025

This is a reminder that FY25 JUL–DEC effort report certifications are due and must be completed by August 31, 2025. 

• Action Required: Log in to MyEffort.ucsd.edu to review and certify all open or overdue effort reports
• Certification Deadline: All effort reports for this period must be certified by August 31, 2025
• Resources: Training materials are available on Blink: ECERT Effort Reporting

Need Help? For questions that cannot be addressed by your department’s ECERT Coordinator or for system-related issues, Submit a Ticket to Budget and Finance Support

Updated Internal Controls Checklist

The internal controls checklist has been updated to include Balance Sheet Review as a required quarterly activity. Quarterly review of balance sheet accounts is required by campus policy PPM-12 and the draft policy for balance sheet reconciliation. Please obtain a new version of the checklist from Blink: Best Practices for Internal Controls. Information on how to perform this activity can be found on Blink: Balance Sheet Account Review.

Need Help with the New Requisitions Module? Guided Journeys Can Help!

Guided Journeys in Oracle have been refreshed for the Requisitions module, making it easier to find step-by-step help right where you work. These in-system resources walk you through the requisition process and provide quick access to tips, instructions, and links from our team.

Here’s how you’ll see them:

• Link:  Appears as blue, hyperlinked text typically displayed under a section name
  
• Banner:  Appears as a notice within the module prompting you to “Click here” for guidance

You can start using Guided Journeys directly in the module as you create or manage requisitions. For additional details, visit our Oracle Updates Blink page.

Inventory Validating Season!

It's inventory validating season at UC San Diego, which means it's time to validate assets on the inventory list. This process presents an opportunity to review and update asset information in CAMS, as well as initiate disposal procedures for any assets that are no longer needed or useful. To assist with this effort, relevant documents and resources can be found on the Equipment Management page.

Department Equipment Custodians and Administrators will receive a general notice by email informing them that a new inventory period has started, along with a timeline for completion and a "How-to" guide for validating assets and completing the inventory. If you have questions or require support during this process, don't hesitate to reach out to the Equipment Management team or submit a support ticket for assistance.

New Consolidated Exceptions Report Page

The PI Payroll and Transfers on Academic Enrichment Fund is a new Consolidated Exceptions Report page that helps identify PI Payroll and resources transfers on Academic Enrichment Fund projects that may violate IRS regulations. Check out this KBA to learn more about Academic Enrichment Funds.

New Report Enhancement: Invoices Posted to 96*

The “Invoices Posted to 96*” report on the FinOps Analytical Dashboard now includes bursting functionality. Users will automatically receive email notifications when an incorrect chart string is entered on either the revenue or receivable lines of the receivable invoice. This enhancement allows departments to identify errors quickly and request corrections, helping to minimize disruptions during month-end close. 

If the receivable invoice is posted to financial unit 9699902 (default settings), submit a Service & Support ticket with the correct financial unit to request that the error be corrected promptly by the Accounts Receivable department. AR will make the appropriate changes to the invoice and receipt (if applicable).

Action Required:
Please submit a Service & Support ticket to AR using the AR Billing Other service offering, with the subject line: Invoices Posted to 96. Be sure to include the following information in your ticket:

• Invoice number
• Correct financial unit
• Any other chart string segments that need correction

FY26 Composite Benefit Rates Issue

We wanted to make you aware of an issue with the FY26 Composite Benefit Rates (CBRs) reflected in our reports. The UCSD reports, including the DOPES, are showing FY25 figures instead of the correct FY26 rates.

We want to assure you the correct rates for FY26 are being applied; the only issue is that the reports are displaying last year's rates. We’ve confirmed this with UCPath and double-checked our own calculations.

The relevant team is already aware of the situation and is working diligently to resolve the matter.

Thank you for your understanding, and please reach out if you have any questions by emailing CBR@ucsd.edu.

Tell Us About Your ReadyRefresh Delivery Experience

If you've purchased water delivery services from STORE in the past 3 months, please note that Ready Refresh (our water supplier) recently underwent a merger that may have affected service levels.

We want to ensure you're receiving the reliable service you deserve and would appreciate your feedback on your recent experience. Take our quick 3-minute survey to help us address any issues.

For immediate concerns, contact our Services & Support team.

Requesting a Deep Dive Clinic

Units seeking in-depth guidance or support are encouraged to submit a Services & Support (S&S) ticket to request a Deep Dive Clinic. These sessions are designed to address complex topics and provide tailored assistance to meet your unit’s specific needs.

Submit a Ticket to Budget & Finance Support

1. I want to: Ask a Question or Make a Request

2. About: Billing & Receivables

3. Related to: Oracle Accounts Receivable

4. More Specifically: AR Training & Reporting Inquiries

5. Subject: Deep Dive Clinic Request

6. Description: Enter details requesting the type of training required or details of the issue requiring resolution.

📜 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 Changes

Changes are coming soon to Fund Management Office Hours! 

• No Office Hours on September 4
• Starting September 11, office hours will be twice a month and have a new link. 
  • Update your link to: https://ucsd.zoom.us/j/94888965729

Come this week to learn about the new format!

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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