February 4, 2025 | Edition #206

Quick & Essential Finance Updates—Coming in February!

Stay ahead in just minutes! Coming soon: our new reader-friendly Weekly Digest will deliver key insights, expert tips, and must-know updates—fast. Stay informed, sharpen your skills, and make an impact and thrive as a financial professional at UCSD!

Retirement of Direct Retro Tool in UCPath

UCOP is planning on deprecating the Direct Retro (DR) tool in UCPath effective July 1, 2025.

 

Click here to learn more.

Canva for Campus - Pro License: UC-wide Agreement Unlocks Canva Pro for UC San Diego

UC San Diego Faculty and Staff can purchase a Canva Pro license for $94.50 per year per license.

 

Click here to learn more.

Payment Compass Retirement - Transition To PaymentWorks and Transcepta

As announced last year, Payment Compass will be retired on February 21, 2025. After this date, you will no longer be able to use Payment Compass. All functionality has transitioned to PaymentWorks and Transcepta. PaymentWorks will remain the platform for supplier registration so please send your payee an invitation if you have not already done so. More information can be found on the PaymentWorks Blink page.

 

For UC San Diego employees:

• Use PaymentWorks to invite a payee to register with UC San Diego and view payee onboarding status
• Use Oracle to check payment statuses
• UC San Diego staff cannot submit invoices on behalf of suppliers through Transcepta. 

Once registered in PaymentWorks, non-employees can:

• View their onboarding status
• Update their registration (e.g., payee information, payment methods)
• View payment status

All eligible PO and subaward payees should register in Transcepta to submit invoices. You can send your payee the link to register if they are not already signed up.

New Oracle Guided Learning (OGL) Validation for Expenditure Types

We’re excited to announce a new feature in Oracle Guided Learning (OGL) designed to improve accuracy and compliance during the procurement process.

 

What’s New?

• A validation has been added to block the use of the 163003 Expenditure Type unless the Inventorial Equipment DFF is also selected.
• Purchase Orders (POs) associated with requisitions where the DFF is checked will stop with professional buyers during the PO stage for review.

What Does This Mean for You?

• The correct classification of items as inventorial equipment or not has important financial ramification downstream for your department and the university
• It is the responsibility of the requisitioner to select the most appropriate chart string, POETAF, and purchasing category values for the purchases being made, to the best of their knowledge
• If you're uncertain which values to select, review helpful guides like How to Complete the Billing Section During Checkout in Oracle Procurement, Commonly Used Expenditure Types, Purchasing Categories, or ask a colleague

Coming Soon - New Concur Travel Booking Experience (end of February)!

The Travel module in Concur will be upgraded to a brand new user interface (UI) at the end of February.  This new UI will provide the below benefits:

• Improved user experience with an intuitive workflow and modern interface that provides the information and visibility needed to make the most informed choice
• Upgraded content that allows better visibility over booking criteria, costs, and policy compliance
• Streamlined checkout process with fewer clicks and screens
• Mobile parity that provides consistent content between desktop and mobile platforms

Be on the lookout for upcoming announcements and planned updates to our resources:

• Announcements via Company Notes in the Concur Home Page as well as the Concur Travel Module
• Details through a dedicated Blink website
• Knowledge Base (KBA) content and video
• In-system WalkMe guidance
• Hot Topic Webinar
• VILT (Virtual Instructor-Led Training) Content
• Email notifications

New Report: Fiscal Assistant Workload Dashboard

 

This New Report, separate from the Fund Manager Workload Dashboard (formerly Staff Workload Dashboard), will be useful for assessing fiscal assistant (aka admin assistant or faculty assistant) workloads. Data is sourced mainly from Concur. Metrics will include number of delegates, numbers of requests created and submitted, travel & event requests, and more. You can find more information about this report here.

 

Special Thanks to Kevin Thomas for partnering with us on this report as well as to Anastaccia Gibaud and the rest of the Admin Productivity Report Committee for actively participating in the testing.

Enhancements to Faculty and Researcher Dashboard

 

A new page for Expenditures by Month has been added.

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.

 

Special thanks to Nancy Herbst and Julie Gallardo for submitting enhancement requests.

Income Tax Reporting Forms Issued by UC San Diego

 

1099-MISC and 1099-NEC tax forms

UC San Diego issued the 2024 1099 tax forms on 01/21/2025 to suppliers and payees with reportable income in 2024. These tax forms were either mailed or emailed out depending on how they indicated they would like to receive their tax form within the PaymentWorks registration process. If the form were emailed, then an email would have been sent from Tax1099 Support <statements@tax1099.com> (ZenWork) with information on how to obtain their 1099.

 

1099’s issued to UC San Diego employees can either be mailed out or emailed out depending on whether we have a legal address on file for the employee within the Oracle financial system. UC Path does not provide us with information on our legal address at this time. If the 1099 were emailed, it would come from Tax1099 Support <statements@tax1099.com> (ZenWork).

 

If you have questions about a 1099 tax form, contact Disbursements through Services & Support (login required- employees only). For non-UC San Diego employees or students, please email payables@ucsd.edu.

 

More information can be found on the IRS Blink page.

 

1042-S tax forms issued from UC San Diego
UC San Diego plans to have the 1042-S tax form issued by 02/07/2025 for our international suppliers and payees with reportable income in 2024. Emails will be sent to the individuals who receive a 1042-S form with instructions on obtaining the form; it will also include helpful information and links to tax workshops held by the International Services and Engagement Office. Suppliers who are to receive a 1042-S will be mailed out on 2/11/2025.

 

If you have questions on a 1042-S tax form, contact Disbursements through Services & Support (login required, employees only). For non-UC San Diego employees or students, please email payables@ucsd.edu.

 

If you have questions about filing your 1042-S tax form, you can email internationaltaxhelp@ucsd.edu.

 

Additional resources
International Services and Engagement Office
Glossary of U.S. Tax Terms

Gift Card Pick-up Best Practices

1. Provide a strong business purpose for each gift card request.
2. Review the Request Timeline for approval tracking / request status. 
3. Email paymentservices@ucsd.edu 5 business days after the final approval is granted to schedule your gift card pick-up. 
   1. We are not able to accommodate same day pick-ups/walk-ins. 
   2. Gift Card pickups can only be scheduled on Tuesdays - Fridays, between 8:30 AM to 1:00 PM

Subaward Payments Account codes

Two new accounts (and expenditure types) have been created for non-research subawards.

 

For Gift subawards, please use 539509 – Gift Subcontract Services.

 

For all other funds (non-sponsored, not gift), please use 539515 – Other campus funds subcontracts.

Subaward payments on sponsored research should always use accounts 533000 and 533100 and their related expenditure types.  If you have subaward payments off non sponsored funds, new account codes have been created for this use.

 

Any subawards processed through Kuali Research will default to the appropriate account and expenditure types based on the Project entered into KR.

 

This change to use new accounts & expenditure types on KR subawards went into production Jan 15, 2025.

 

You will begin to see these in your commitments and AP payments.

Recently Updated Internal Controls Checklist

Please download the updated checklist here: Best Practices in Internal Controls.  For details on recent changes, refer to the aforementioned Blink page.

Budget Development Training Continues This Week 

EPBCS System Training is Underway for All Budget Preparers! The Campus Budget Office is hosting virtual instructor-led and in-person system training sessions for all campus budget preparers through February. Please visit this webpage for a list of all courses with links to register on UCLC.  

 

Who is a Budget Preparer? Budget preparers are individuals assigned by their department to create and manage financial unit budgets. The Budget Preparer role could be responsible for budget entry or final review & approval. Not sure if you're responsible for preparing the budget for your Financial Unit in the Oracle Planning and Budgeting system? Please consult with your Vice Chancellor Office.  

 

Need or Know Someone Who Needs Access to EPBCS? Request access via the Services and Support portal https://blink.ucsd.edu/finance/resources-training/get-started/access-requests.html.  

 

Join our Community of Practice (COP) - The Budget and Planning COP channel audience includes Budget Preparers identified by each Vice Chancellor Office with responsibility to create Financial Unit budgets within the Oracle Planning and Budgeting system (EPBCS).

Updates to University Fringe Benefit Rates

UC San Diego’s annually adjusted fringe benefit rates, also known as Composite Benefit Rates (CBRs), take effect on July 1, 2025. These changes reflect adjustments in the costs of medical and retirement benefits, the inclusion of new benefits, and specific increases in cost components funded by the university. Now is the time to incorporate these rates into your FY26+ budget planning, including all sponsored project proposal budgets.

 

While the University strives to maintain stability in fringe benefit rates, adjustments are necessary to align rates with the actual costs of providing these benefits. Typically, fringe benefit rates remain relatively stable as salary increases offset rising benefit costs. This year, the growth in benefit costs has outpaced salary increases resulting in larger rate increases for certain employee groups. To assist with this transition:

• The updated rates will be integrated into EPBCS for use in the FY 2025/26 university budget planning process.
• They will also be linked on the Sponsored Projects Office (SPO) Office of Contract and Grant Administration (OCGA) website for easy reference by those managing contracts and grants.
• We will host two sessions to discuss these changes in detail and address questions.
  • February 18th from 9:30 AM – 10:45 AM on Zoom: https://ucsd.zoom.us/j/98515968359
  • February 20th from 1:00 PM – 2:15 PM on Zoom: https://ucsd.zoom.us/j/91929785541

For assistance with sponsored project proposals, budgets, and cost allocations, please consult your departmental research administrators, the Sponsored Projects Finance (SPF) office, or the Sponsored Projects Office (SPO).

 

If you have any questions, please refer to https://blink.ucsd.edu/finance/costing-analysis/cbrs/index.html or email CBR@ucsd.edu.

Travel & Entertainment Cardholders - Create a User Profile in US Bank's Access Online Portal & Sign Up For Real-Time Fraud Alerts

If you are a Travel & Entertainment (T&E) Cardholder you can create a profile in Access Online in order to review your T&E Card account information, including contact information, real time transaction data and account limit information. You can also sign up to receive real-time fraud alerts, which is very convenient if US Bank ever identifies any transactions on your account as suspicious or potentially fraudulent. It's quick, and it's easy!

1. Simply navigate to Access Online
2. Click on "Register Online"
3. Enter UofCA as the Organization Short Name, followed by your 16-digit card number and expiration date.
4. Click "Send a Code" and an email will be sent to the UCSD email address on file with your T&E Card to complete the registration process.
5. After completing registration, you can sign your account up for real-time fraud alerts by doing the following:
6. To Enroll, go to My Personal Information > Account Alerts > Fraud Alerts
7. Confirm your contact information, select how you would like to receive your alerts (text/email), accept the terms and conditions, and click Submit.

If you have any questions about the process, please make sure to submit a Services & Support case.

New CVR – Sub Contract Services account

A new cross validation rule (CVR) has been implemented in Oracle that will prevent the subcontract services accounts (533000 or 533100) from being used in combination with non-sponsored projects funds. For future transactions, please identify another account when the funding source is not sponsored projects funds. If you are issuing sub-awards of gift funds, you can use account 539509 – Gift Subcontract Services and if you are issuing subawards of funds that are not sponsored projects funds and not gift funds, you can use account 539515 – Other campus funds subcontract.

Make an Impact with the Process and Systems Optimization Workgroup

Help shape the future of UC San Diego’s financial systems! The Process and Systems Optimization (P&SO) workgroup is dedicated to improving the Financial Information System (FIS) to better meet the university's needs. We invite you to collaborate with us to enhance workflows and ensure your team has the tools to succeed.

 

To get involved, submit a Business Enhancement Request or work directly with our team. Visit our NEW Process and Systems Optimization Blink page to learn more.

New IPPS Systems Resource Guide!

Find all the information you need in one place with the new IPPS Systems Resource Guide! This comprehensive guide provides an overview of the various systems and sites involved in the procure-to-pay process, including purchasing, reconciliation, payee management, receiving and distribution, and more. Check out our Blink Page here and bookmark it!

All Fund Management Office Hours recordings and FinOps video content has been moved to Mediaspace. Mediaspace is a UCSD-owned and managed video repository protected by single sign-on. Cloud recordings of your Zoom meetings are automatically saved there, which streamlines content management (no downloading/uploading). 

 

We have leveraged a really great AI transcription software called Notta to generate summaries of everything that was discussed in the recording, including timestamps. Those summaries are included in the description of each video, and Mediaspace's search functionality then allows users to search for any keywords that might be found in the descriptions.

EPBCS SmartView Community of Practice Session 

Wednesday, February 5th @ 9am

 

Use Case: To showcase a best practice approach to balancing resources vs. expenses for multiple financial units in context of the new Core Recurring Resource Model.

 

Join us for an in-depth look at enabling and navigating the Ad Hoc feature from a static form using new Form 4.5 Review Core Recurring Resource vs Expense by FFF - Analysis Ready.

 

Before the session:

• Ensure you're running the latest Smart View version (check and install updates via this KBA: How-To Check Current Smart View Version and Install Latest Update)
• If needed, download and install Smart View Excel Add-In or establish a connection between Smart View and EPBCS (reference KBAs: How to Download and Install Smart View Excel Add-In and How to Establish a Connection Between Smart View and EPBCS)

Zoom Link: https://ucsd.zoom.us/j/98896976587?from=addon

SmartView COP Channel: Budget & Finance CoP | EPBCS Smart View | Microsoft Teams

25-26 Budget Development Kickoff and Information Session on February 5 

CBO is hosting a webinar that will provide an overview of the high-level budget climate for the FY26 planning cycle, along with details on the campus timeline and available resources.

Please join us on February 5, 2025 at 2:00pm on Zoom: https://ucsd.zoom.us/j/95468634016 

Concur: Event Expenses & Other Reimbursements

Thursday, February 13th @ 9:00am - 10:30am 

The course will include 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. 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 

UC San Diego Travel: Before You Go

Thursday, February 20th @ 9:00am - 11:00am 

The 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. 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: 

• 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

UC San Diego Travel: Reporting Expenses 

Thursday, February 20th @ 1:00pm - 3:00pm 

Intended for: Those involved in the process of trip reconciliation for business travel at UC San Diego, including travelers, preparers (Concur Delegates) and approvers. 

 

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 to Travel Policy G-28. 

 

Topics Covered: 

• Arranging for prepayment of fees, such as registration 
• Making deposits, such as for hotels 
• Reporting expenses 
• Claiming traveler reimbursement

Financial Operations Office Hours

Friday, February 21st @ 9:00am - 10:00am

Join the Financial Operations team on Friday the 21st 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!

Fund Management Office Hours

Every Thursday 11:00 AM - 12:00 PM 

At this week’s office hours, we will continue our Uniform Guidance Training Series with a focus on changes and prior approval, such as the revision of budget and program plans or modifications to period of performance. Click here for a full schedule, subject to modification.

ECERT Effort Reporting Office Hours
Come get your questions answered, system access setups, or helpful hints on the effort report certification process. 

ECERT OFC hours for 2025: Join using this link

• Once a month beginning January 8, 2025 and every first Wednesday of the month.

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:

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). 
• General Ledger Financial Management team 
  
  • Register here for help with General Ledger, Capital/ Fixed Assets, Detail Code setup, ITFs, Internal Controls, Oracle Role questions and more.

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).

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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