April 8, 2025 | Edition #215

• EPBCS Extended: Budget users can continue working in EPBCS until 4/15; VC review extended to 5/16.

• Financial Report Enhancements: Updates include new prompts and improved fields in the Transaction Details, Campus User Roles, and Contract Management Dashboard reports.

• Event Spending Policy: Exceptions to per-person limits require pre-approval and proper documentation—plan ahead and document thoroughly in Concur.

• REAL ID Reminder: Starting 5/7/25, travelers 18+ will need a REAL ID-compliant license or other valid ID to fly domestically or access federal facilities.

• Brazil e-Visa Requirement: Starting 4/10/25, U.S., Canada, and Australia travelers must apply for an e-Visa to enter Brazil; apply 7–12 days in advance.

• Card Reconciliation Reminder: As fiscal close nears, run Outstanding Card Charges and Uncleared Credit Memos reports; reconcile charges in Concur promptly.

⏰ Watch out for these time-sensitive deadlines! ⏰

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

📌 4/15: Budget preparers must submit FY26 budgets in EPBCS by 4/15. VC Offices have access until 5/16. Access EPBCS here.

📌 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.

Enhancements to financial reports

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

Transaction Details Report

• Added prompt for Account to the Quick Prompts section.
• For subledger accounting transactions, the 'Journal Created By' field will be partially hidden (more information can be found in the KBA KB0035628):
  • 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'.

Campus User Roles Report

• A new display prompt allows you to select specific sets of access roles for review:
  • All Roles and Access
  • Quarterly Departmental Role and Access Review: this will help departments effectively review Oracle and Concur roles to ensure appropriate personnel have been assigned the proper system access according to the UC IS-3 Policy for Electronic Information Security.
  • OFC Inquiry and Reporting Roles
• Added prompts for Business Unit Ledger and UCPath Status.
• The Role prompt is now a 'search and select' prompt, allowing users to search for class of similarly-named roles

Contract Management Dashboard - Non-SP Contract PPM COA Billing Exceptions report

• According to the updated Contract Billing Subledger Accounting Rules (SLAs), the revenue FinUnit now needs to match the Project Org instead of the Contract Owning Org.  In the Non-SP Contract PPM report, this is reflected by the ‘Event Revenue FinUnit’ field appearing in red when the FinU in the ‘Event Revenue – Concatenated Segment’ field doesn’t match the ‘Project Org’ field. It appears in black when the two fields match. All other rules for the exceptions remain the same.
• A column for Accounting Date has been added.

Accounts Receivable Panorama - Customer Transaction Register Report 

• This report has been separated into two distinct reports:
  • Customer Transaction Register: Displays key metrics, including Original Amount, Current Amount, Past Due Amount, and Unapplied Amount.
  • Customer Transaction Register Details: Includes transaction number and related accounting details such as Accounting Date, Accounting Class, and COA Segments like Financial Unit, Project and Account.
• Added a prompt and a column for Customer Account Description on both reports.

Special thanks to Marissa Prough and Nick Lekovish for submitting enhancement requests.

Campus Events & Entertainment Policy Reminder: Exceptions to Per-Person Rates

Planning an event? Keep in mind that meal and refreshment costs need to stay within per-person limits, but exceptions can be made with proper approval. Concur events expense reports must include clear documentation of why the additional expense is unavoidable or necessary for the event’s business purpose. Simply exceeding the authorized rate due to higher actual costs is not a valid justification for an exception. Exceptions may be granted for situations like hotel or conference venues with limited dining options, catered meals to minimize disruptions, or prearranged spaces for donor or recruitment events. If the cost per person exceeds the policy maximum, Concur will automatically route the report for additional approval, making it essential to include proper documentation for the overage for final review or a random external audit. To get ahead of the game at the department level, be sure to plan ahead, document the justifications, and get approvals early as needed. For full details, please reference our Blink page.

Updated Purchase Requisition Module User Testing

In September 2025, Oracle will be updating the Purchase Requisitions Module, and we’re looking for users to test the new version in early May.

Your feedback will help us:

• Identify potential enhancements
• Improve the user experience
• Shape the training content we’ll develop for campus

If you regularly submit requisitions, we’d love to hear from you! Fill out this Google Form to express interest in participating.
Please note: submitting the form does not guarantee selection. Final participants will be notified by 4/22/25.

Real ID Requirements

REAL ID Act is being enforced starting 5/7/25. Travelers 18 and over will need a REAL ID-compliant license or another acceptable ID to board commercial domestic flights and access federal facilities. For more information, visit the Department of Homeland Security's website or contact your local DMV.

New Visa Requirements for Travel to Brazil

Starting 4/10/25, travelers from the U.S., Canada, and Australia will need an electronic visa (e-Visa) to enter Brazil. Apply at least 7–12 days before travel via the official Brazilian government portal. If you already have a valid physical visa for your trip's purpose, no new visa is needed. The e-Visa costs about $80 and is valid for 10 years (U.S.) or 5 years (Canada, Australia).

UK Electronic Travel Authorisation

The United Kingdom (UK) rolled out their Electronic Travel Authorization (ETA). This digital authorization, linked to the applicant’s passport, will enhance border security by requiring travelers to provide biometric details and additional information. ETA will replace the existing Electronic Visa Waiver Scheme and will be extended to travelers from Europe and the U.S.

Outstanding Card Charges

As fiscal year-end is approaching, this is a reminder to run the Outstanding Card Charges report and remind cardholders to reconcile card transactions in Concur. The Outstanding Card Charges Report is available in the Business Analytics Hub (BAH). In the Search box, type in Concur to see a list of related reports.

As a reminder, card transactions should be reconciled in a timely manner:  

• All Travel and Entertainment Card Product transactions (including T&E Card, CTS Air, CTS Hotel, and T&E - Temporary Virtual Card), are required to be reconciled within 45 days from the trip or event end date.  
• Procurement Card charges need to be reconciled within 30 days of the transaction date. All Procurement Card charges from a given month can be reconciled on one expense report together. 
• One does not have to be a cardholder to have “UCSD – CTS Air/Hotel” card charges.  These are usually charges for airfare purchased in Concur or Balboa Travel, agent fees, as well as for local partner hotel bookings.
• Additionally, all transactions under Available Expenses in Concur are considered unreconciled and will need to be added to Expense Reports and submitted for them to clear out.
• Check the status of submitted Expense Reports to resolve error messages, provide follow-up information when requested (see Audit Trails of individual reports) and to ensure that the reports are fully approved. To see a full list of pending and approved. Expense Reports, run the Concur Expense Reports query in the BAH.
• Include this report as part of your fiscal close and off-boarding processes.

Uncleared Concur AP Credit Memos

Another important query to run is the Uncleared Concur AP Credit Memos via the Department Exceptions Panorama

• Concur-related Credit Memos generally result from Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset.
• Credit Memos indicate that an employee owes the university.
• Employees must repay the university on a timely basis.
• Include this report as part of your fiscal close and off-boarding processes.

NOTE: These reports are part of the Internal Controls Checklist for departments to run and take action on a regular basis.

Click Blink for more information about Concur and Credit Card related reports.

Click Blink for more information about the Uncleared Concur AP Credit Memos report.

Wire Best Practices

• Wire Instructions are REQUIRED. Please be sure to attach them to the wire form. These should be provided by the payee. 
  • Wire Instructions should include beneficiary name, account number/IBAN, SWIFT/routing number and bank name and address. Note, some accounts require an intermediary bank! 
• Make sure the information entered in the wire form matches the invoice attachment. 
• Wire Amount Due and Currency - Please be sure to fill out the amount to wire and the currency that the payee's bank accepts. 
• Travel Wires require a  Report ID and not Report Number or Request ID. The Report ID is located in the expense report header.
• Confirm all information with the payee, don't make assumptions. This may result in a return wire and fees! 

REMINDER to Delegates in Concur

As a delegate, make sure you are logged into the other employee's Concur profile before creating a Request or Expense report. Once you are logged in, the other employee's name will appear in the top right hand corner in green. This will avoid reimbursing yourself erroneously.

This Knowledge Base Article (KBA) has step-by-step instructions as well as a video: How to Act as a Delegate in Concur

📜 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!

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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