December 10, 2024 | Edition #201
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Change in Contract Billing Subledger Accounting Rules (SLAs)
Beginning November 22nd, Oracle Financials Cloud started posting revenue on sponsored projects for LOC and SSA contracts in the chartstrings posting to the General Ledger.
The change is driven by UCOP’s requirement for reporting revenues and expenses by project. This is the first phase of the SP2OFC project; moving sponsored billing from SPARCM into Oracle. One benefit to this change, the system will allow the ability to post project revenue to multiple Project Owning Orgs (Financial Unit) from one contract. Note that the balance sheet accounts will still post to the contract owning org. There will be no impact to Receivables direct invoicing because this change only pertains to PPM Contract Billing.
Resources to review:
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Gift Card Pick-ups 2025
As we approach the campus closure dates, Payment Services wants to share an important update regarding gift card requests. Any gift cards fully approved during the week of 12/16-12/20 will not be delivered before the closure date of 12/23/2024. This is due to the timing of the shipment (from our gift card provider), shipping delays due to the holidays, and campus closure. These gift cards will be available for pick-up starting January 3, 2025.
Thank you for your understanding and cooperation as we navigate this seasonal scheduling adjustment. Wishing everyone a wonderful holiday season!
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Non-PO Payment Request Form Enhancements
To improve efficiency and reduce payment processing times, the Non-PO Payment Request Form has been updated and launched on November 14th. Key changes include removing unnecessary fields, adding instructions to avoid common errors, and refining payment type options to reduce the use of the “Other” category. New payment types have been added for clearer categorization, including Phone Bills, Real Estate, Refunds and Reimbursements, and Shipping/Freight. These updates aim to streamline the process and reduce the need for form revisions.
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Now Live! UCPath Projects: November Release
The following projects are now live in the UCPath system, as part of the UCPath November Release:
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Rewrite GL Assessments Phase 2: This project will consolidate, centralize, and streamline the generation of assessment information. As part of this project, UCPath will be updating assessments to calculate on rates of the original earning period (vs. current paycheck dates) for retro payments.
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Direct Entry Enhancements: The Direct Entry (formerly known as Hire Pilot) enhancements will allow Early Adopters from Central Offices to transact using the new Manage Human Resources tile before all transactors can transact within the tile.
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Automate Security Deprovisioning: This project will automate the deprovisioning of security when an employee transfers from one location to another. Only local UCPath Security Administrators will be impacted.
Refer to the UCPath November Release project page for more information.
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Transaction Details Report Enhancements
- Revised Project prompt to include Project Nickname
- Revised Project Code and Name in reports to also include Project Nickname
- Added a Project Nickname text prompt to “Project Attributes” prompts section
- Added Original Transaction Reference field to High-Risk Ledger Review, enabling more efficient completion of Internal Control activities and ensuring critical information is readily accessible for expense review.
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Department Exceptions Panorama Clean Up
Central office subject matter experts have done a thorough review of the reports on the Department Exceptions Panorama and determined that some no longer need to be reviewed by departments. These reports have been removed:
- SP Funds Require Project in GL
- Non-SP Projects with DFF Exceptions
- Budget Approval BPM
- Cost Transfer Approval BPM
The following reports only need to be reviewed by those who manage contracts and therefore have been moved to the Contract Management Dashboard:
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Generate Invoice Process Errors - Non-Sponsored
- Non-Sponsored Generate Revenue Process Errors
- Non-Sponsored Contract Lines Without Project or Task
- Non-Sponsored Contracts with Revenue or Fund
- Non-SP Contract AR COA Billing Exceptions
- Non-SP Contract PPM COA Billing Exceptions
- Contract Approval BPM
- Invoice Approval BPM
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Default Project Payroll Enhancement
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The Default Project Payroll report previously had a "DrPAT" tab for use with the Direct Retro Process Automation Tool. When DrPAT was retired, the tab was removed. However, some users found the tab helpful in their work beyond the DrPAT tool. It has now been brought back and renamed "SCT Prep."
Special thanks to Bryan Liborio, Michele Feiock, and Michele Palmer for submitting enhancement requests.
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Who should have Concur Access?
Only current UC San Diego employees (including student employees) and Sponsored Affiliates can log into Concur with Single Sign-On using their Active Directory credentials. If you do not have a UCPath employee ID, you will not have access to Concur.
For newly hired employees, it may take up to two weeks to gain access to Concur.
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Gift Card Pick-up Best Practices
- Provide a strong business purpose for each gift card request.
- Review the Request Timeline for approval tracking / request status.
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Email paymentservices@ucsd.edu 5 business days after the final approval is granted to schedule your gift card pick-up.
- We are not able to accommodate same day pick-ups/walk-ins.
- Gift Card pickups can only be scheduled on Tuesdays - Fridays, between 8:30 AM to 1:00 PM
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Cash & Merchant Services: Deadline
The deadline for providing checks to the TritonPay Office for final processing is December 20, 2:00 p.m. prior to campus closure.
The separate dropbox has no time limit, and can be accessed 24/7 using the expanded slot (to accommodate large envelopes).
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PPM Invoices Reverting to Draft status
Due to an Oracle issue we are continuing to experience, several submitted invoices are being reverted to "draft" status after submission. Please report when this happens. If you're able to wait (even a day) for ITS to research, please hold off on further action. If it's urgent, we understand, please review these invoices and resubmit for approval; if the invoices are already resubmitted, please ignore this message. We are appreciative of your efforts and patience as we work to resolve this issue immediately with ITS.
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PPM Invoice Transfer Rejections
Due to an issue with Oracle, we are experiencing an increase in PPM invoice transfer rejections. Our team is actively working to resolve these rejections on a daily basis. If you receive an email about one of these rejections, please rest assured that it will be resolved by the end of the day.
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PPM Contract Amendments: Reminder
To prevent acceptable Contract Amendments from being rejected, please notate the changes when submitting the contract amendment.
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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.
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NEW & UPDATED VERSION OF THE DATA GLOSSARY IS NOW LIVE
Over the past six months we've been working on cleaning up and remediating the BI & Financial Reporting Data Glossary. Its previous version was outdated and had many missing/duplicated fields. All the definitions have been cleaned up and vetted by Subject Matter Experts.
This Data Glossary contains definitions for all the fields contained in the Budget & Finance Financial Reports. There you can look up any column that you might need information about, which will help you understand the report you use better.
If you find something in a report that is not defined in the Data Glossary, please submit a ticket here.
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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.
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New Finance Training Series Now Live!
The second and third series in the Finance Training Program are now available in the UC Learning Center!
The second series, Accounting in Oracle for Non-Accountants, provides an overview of governmental accounting at UC San Diego and introduces some of the basic accounting concepts that are unique to governmental entities. The three courses which make up this series include:
- Financial Statement Basics
- Overview of Financial Accounting
- Additional Topics in Accounting and Managerial Reporting
The third series, Intermediate PPM Concepts, builds more mastery over the information found in PPM, managing projects, and understanding your portfolio. The three courses which make up this series include:
- Costs and Committed Costs
- PPM Cost Transfers
- PADUA and Managing General Projects
The Finance Training Program aims to establish a foundation of knowledge, so those with finance-related responsibilities can achieve long-term success. More information about the Finance Training Program, including a roadmap of future courses, is available on the Budget & Finance Training Blink page. If you need assistance, check out our services & support portal (Service: Training and Engagement Support; Service Offering: General Financial System Training Inquiries).
- Getting credit for each series requires that you pass the final assessment with a score of at least 80% at the end of each series.
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Both of these series first require the completion of series 1.
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BDP Training and Office Hours
Last week the UCPath Budget Distribution Page (BDP) was launched. As a reminder, the BDP will be used to identify the faculty and staff positions to be included in a department's core recurring staffing list that will drive the compensation expense budgets in EPBCS. CBO will hold several instructor-led training sessions this month in support of the launch, although we recommend gaining access to BDP before you attend.
Starting this week, CBO will also be hosting weekly office hours on Zoom every Thursday from 11am to noon. Please bring any questions you have about BDP to this weekly meeting from October 3 through the end of the year.
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TritonPay Office Adjusted Hours
For departments dropping off payments/deposits in-person, please check our adjusted hours for the month of December. The payment drop box is available 24/7.
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Fund Management Office Hours
Every Thursday 11:00 AM - 12:00 PM
At this week’s office hours, we will be continuing the Uniform Guidance Training Series with a discussion of selected items of cost that are allowable in certain circumstances. Click here for a full schedule (subject to modification).
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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 the rest of 2024: Join using this link
- Dec 18, 2024 Wednesdays @ 2:30pm
ECERT OFC hours for 2025: Join using this link
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Once a month beginning January 8, 2025 and every first Wednesday of the month.
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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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IPPS Office Hours will be canceled on December 23, 2024.
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Financial Operations: Announcement
Financial Operations will not have Office Hours for the month of December.
Office hours will resume on Friday, January 17.
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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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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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