August 20, 2024 | 185th Edition
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Fund Manager Coach Beta AI Assistant has been released!
We're excited to announce that the Fund Manager Coach Beta Assistant within TritonGPT was released on August 13. This innovative tool provides guidance and support on budgeting, grant guidelines, financial transactions, and compliance for research proposals and grant spending at UC San Diego. To access Fund Manager Coach Beta, log into TritonGPT and select it as your AI assistant, then ask questions or generate content related to financial operations at the University. For optimal results, include as much context as possible in your prompts and feel free to add or alter details in subsequent prompts. To learn more, visit the Fund Manager Coach Beta Blink page. If you have any questions or access issues, contact the ITS Service Desk at servicedesk@ucsd.edu.
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Required Training for Oracle & Concur Role Requests
The Oracle & Concur Role Request Form in Services & Support has been updated to require users requesting OFC inquiry roles and higher-level access to complete specific training courses in UC Learning.
Specific Training Requirements for Role Request Form Submissions:
Oracle Foundations for the following roles:
- All standard roles for all business units, except for UCSD BI Consumer JR
- All financial unit approver roles [UCSD WF XXXXXXX Approver JR]
- All cost transfer approver roles [UCSD WF XXXXXXC Cost Adjustment Approver JR]
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All elevated roles for all business units
CIPERB: Customers, Invoices, Project Expenses Report & Billing for the following roles:
- CIPERB Manage Customer Accounts Only
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CIPERB Manage GP User
- CIPERB Manage Customer ALL
Introduction to Oracle Procurement and Payables for the following roles:
- Department Shopper 500
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Department Shopper 2500
- Department Shopper 5000
To learn more about training requirements, please go to the Finance Training Program in Blink.
For information about Oracle and Concur role requests, see KB0032241 - How to Request Oracle and Concur Roles.
Internal Controls Checklist Updated
The internal controls checklist has been updated to reflect the release of the new Consolidated Exceptions Report. Please download the latest version of the checklist from Blink: Best Practices in Internal Controls.
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IPPS Advisory Committee Applications Open
Starting today, we are opening up our IPPS Advisory Committee (IAC) to evaluate membership for the next fiscal year. The IPPS Advisory Committee (IAC) is a crucial group composed of campus clients who assist IPPS with strategic initiatives and provide feedback on projects that impact the campus. This committee helps us stay aligned with client needs through regular communication and collaboration. The IAC meets on the first Friday of each month from 11:00 AM to 12:00 PM, attended by IPPS representatives, including the Directors of Procurement and Disbursements/Travel. These meetings were established to work through ESR changes, enhancements and roadblocks. During these meetings, we:
- Discuss and refine enhancement and project ideas
- Preview upcoming developments before they're launched
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Review complicated situations surfaced by IAC members that have a campus-wide impact, including bugs, policy, and system errors, which we either work out in the moment or follow-up with resolution after the meeting
IAC members serve a year-long tenure and are expected to actively participate in monthly meetings and provide constructive feedback, surface issues like bugs and policy errors for resolution, actively participate in the Community of Practice (CoP) channels, and share at least one tip or trick during their tenure. If you have interest in being a part of this committee, please fill out our IPPS Advisory Committee interest form by 8/22.
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Tag Numbers (UCIDs) reverting back to 9 Digits
Tag numbers may not always match the asset number in Oracle Fixed Asset (FA) and here’s why. In the past, UCIDs were 9 digits that identified the year it was received and the originating campus number. When Oracle Fixed Assets (OFC-FA) went live in late-2023, all new assets had an auto-generated 10 digit asset number (currently beginning with 100000XXXX). Moving forward, we will still retain the Oracle auto-generated asset number, however we will go back to the 9 digit numbering convention as the tag number. The tag number will be searchable in both Oracle FA and CAMS. This tag number will also be the tag that is on your equipment. If you currently have the 10-digit FA asset number on your equipment, our team may be reaching out to you to update the tags.
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Great News for Travelers!
The UC system-wide travel portal Connexxus is now accessible via your Active Directory sign-in! Connexxus is the only place to rent a car for personal travel and is the portal all UC campuses use for travel resources including a robust video library, personal booking options, sustainability information, and more!
To access Connexxus login to Concur and click on Read More under your Company Notes section. Click on Connexxus Resources under the Travel header and select our campus to log in with your AD Single Sign On. Business Systems accounts are no longer needed!
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Accessing Concur as a New Employee
New employees typically gain access to Concur within 10 business days of their start date. This delay is due to the time it takes for employee information to be loaded into Concur from Oracle, which is populated from UCPath.
To log in to Concur, please refer to the step-by-step instructions outlined in our Knowledge Base Article (KBA) on How to Log into Concur.
Important Note: Students without employee status are not eligible to log in to Concur. If a student needs to be reimbursed for travel or event expenses, their department will need to reimburse them as a Guest Traveler. For more information on how to invite a student to register as a Guest Traveler, review the How to Use PaymentWorks KBA.
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Single Chart String for Gift Revenue & Automatic Transfers from Foundation
The Campus Budget Office and Advancement Services have collaborated to implement a significant improvement to streamline the recording of gift revenue on the campus ledger.
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As a result of this change, Requests for Funds Forms are NO LONGER accepted. All balances will automatically transfer.
- Foundation gifts and payout will transfer to campus the month after receipt
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Regents gifts and payout will post in the month received
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When a new gift fund is created you’ll need to submit a Gift Fund Chart String form or revenue will post to project 0000000 until a chart string is provided.
For more information, check out the link here!
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Financial Operations Reminder
Customer Account forms have been decommissioned as of 06/30/2024
The following forms are no longer available:
The process of creating and amending Oracle customer accounts has been fully replaced by the CIPERB application.
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Project Notes are Available!
As a reminder, Project Notes show up on the Faculty and Research Dashboard and the Expanded Project Summary reports. This can be a way to relay information to your PIs about information on their reports. See information on how to enter project notes here.
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Need a New ID Card at UCSD?
Head over to the Campus Cards Office on the third floor of the Student Services Center in Matthews Quad, right across from Price Center!
Business Hours:
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Mon: 8:30 AM - 4:00 PM
- Tue: 8:30 AM - 4:00 PM
- Wed: 8:30 AM - 4:00 PM
- Thu: 10:00 AM - 4:00 PM
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Fri: 8:30 AM - 4:00 PM
Remember, the Campus Cards Office is part of the Student Financial Solutions department and is closed on weekends. The Campus Card Office does not mail ID cards!
Stay updated with real-time business hours on our @ucsdsfs instagram and SFS’ website!
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Ready for Your Next Adventure?
If you need a passport, UCSD has got you covered! UCSD faculty, staff, and students can visit the TritonPay Office for your Passport needs without an appointment. Our campus offers convenient passport services to help you get ready for your travels. Whether you're a student, faculty, staff, or a member of the community, you can apply for your passport right here at UC San Diego.
Visit the UCSD Passport Office for:
- Passport applications
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Passport photos
- Renewal services
Office Details:
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Location: Price Center, 3rd Floor
- Hours: Monday through Friday, 9:00 AM to 4:00 PM
- Appointment: Schedule yours now at us passports.ucsd.edu!
Make sure to bring all necessary documents to ensure a smooth process. For more details, check out the details here.
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CIPERB Launch & Sign Up
CIPERB (Customers, Invoices, Project Expenses Report & Billing) is a new tool, launched in June, that provides full functionality for individuals to manage customers under the Accounts Receivable module in the OFC application. Customer data created and updated via CIPERB will be updated in real-time in Oracle to improve customer experiences and increase operational efficiency. This initial release will focus on Customer Accounts only; the following versions will expand upon further applications.
The CIPERB training course has now been uploaded to the UC Learning module for immediate CIPERB training and access. Please log into the UC Learning platform to access the CIPERB: Customers, Invoices, Project Expenses Report & Billing eCourse. Completing this course will be essential to the customer account creation and amendment process.
*This course must be completed prior to requesting role access to the CIPERB application*
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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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Financial Operations Office Hours
Friday, September 20th @ 9:00am - 10:00am
Join the Financial Operations team on Friday the 16th for updates from Accounts Receivable, Strategic Design, Cash & Merchant Services and Equipment Management, 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
Get your questions answered and solidify your understanding during this information-packed session. Don’t miss it!
From September 5, 2024 through February 6, 2025, we will be conducting a 14-part Uniform Guidance training series during office hours. View the full schedule here, and sign up to co-teach a session or two here.
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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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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).
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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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UC San Diego Travel: Before You Go
On Thursday, August 22, 2024 from 9:00 AM to 11:00 AM, the UC San Diego Travel: Before You Go 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.
- This course is 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:
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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
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UC San Diego Travel: Reporting Expenses
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 with Travel Policy G-28. This course is involved in the process of trip reconciliation for business travel at UC San Diego, including travelers, preparers (Concur Delegates) and approvers.
- Topics Covered:
Arranging for prepayment of fees, such as registration - Making deposits, such as for hotels
Reporting expenses
Claiming traveler reimbursement
This course is scheduled for August 22, 2024 from 1:00 PM to 3:00 PM. For more information and to sign up, click the link here!
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Supplier Spotlight Virtual Series
Join the Central Travel Office for the popular annual “Supplier Spotlight” virtual series. These sessions have always been a great way to learn more about contracted benefits to travelers and ongoing supplier updates. Additionally, giveaways are planned (presence at session is required). Below is the schedule so far and we will update our site with other suppliers and content as they come in:
We look forward to welcoming you at these sessions.
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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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