June 11, 2024 | 175th Edition

NGN Recharges for Accounting Period June 2024

For Fiscal Year-End Closing, NGN will post twice in the accounting period of June 2024; one batch post for May payroll data, and another batch post for June payroll data. 

Departments should be aware that NGN recharges for June will be posted as soon as possible after the UCPath payroll data burst on July 2nd, and before PPM subledger closing on July 12th. 

For more information on NGN recharge billing, please visit the NGN Blink Webpage at ngn.ucsd.edu. 

Updated Information on OFC Roles for Departments

A new article has been published in Services & Support to provide departments with better information on the Oracle Financials Cloud access automatically assigned to employees and sponsored affiliates.

• Review KB0035165: Automatically Assigned Oracle & Concur Access for New Users (No Access Request Needed).

Also, the main article for information on OFC roles and access has been recently updated to help departments identify the positions that most likely need the OFC inquiry and reporting roles.

• Review KB0032200: How to Determine the Oracle & Concur Standard Roles Departmental Preparers Need.

Updated Internal Controls Checklist

The internal controls checklist has been updated to reflect the feedback received from users. Please download the latest version of the checklist from Blink: Best Practices in Internal Controls.

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.

• As of June 24th, gift revenue will be recorded to a single chart string per fund on the campus ledger whether the gift is to the Foundation or the Regents. Foundation gifts and endowment payout will be automatically transferred to this chart string monthly. Regents gifts and endowment payout will be recorded monthly and annually, respectively, to this chart string.
• As a result of this change, Request for Funds Forms will NO LONGER be accepted after June 5, 2024. All balances will automatically transfer. If a chart string is not received by June 15, 2024, the balance will transfer to project 0000000 until a chart string is provided.
• Resource transfers must be completed by your departmental JE contact to move the balances into specific projects. These movements will not be completed by Gift & Foundation Accounting. 

For more information, check out the link here!

Fiscal Year-End Closing Notes from IPPS

In preparation for Fiscal Year-End Closing, please reconcile Procurement Card, Travel & Entertainment Card and CTS card charges as soon as possible.

• For P-card expenses, one must reconcile them within 30 days.
• For Travel and Entertainment (Events) expenses, they must be reconciled within 45 days of the business travel end date or the event date.

Submit Expense Reports and obtain Financial Unit approvals for P-card expenses once a month. To post to the ledger for FYE, make sure they are approved by your Financial Unit approvers before fiscal year end.

Recommended Department Actions before June 30, 2024

• Move Transactions from Available Expenses to applicable or new Expense Reports, complete the Report Header and Allocate the expenses to the desired chart string(s). If the trip or event does not take place until a future date, moving Card expenses to an Expense Report will ensure that the expenses are not accrued for this fiscal year and will also curb reconciliation reminders.
• To view Outstanding Card Transactions for your department, visit the Business Analytics Hub (BAH). To view all available reports related to Concur expenses and card charges, search “Concur” in the BAH.
• Submit Expense Reports and obtain all appropriate levels of approvals by the Ledger Cutoff Dates for Travel, Events and Non-Events expenses.
• Review the preliminary Concur accrual data and take any necessary actions to ensure that expenses are reconciled or allocated to the correct departmental chart string values. The Final accrual data will be run a few days after June 30th.  This data will include Assigned (i.e. assigned to expense reports) and unreconciled expenses with travel end dates and event dates prior to June 30th along with Unassigned expenses (i.e. in Available Expenses, not assigned to expense reports) with dates prior to June 30th.
• “Test” expense reports: Delete unnecessary expense reports or reduce dollar amounts down to $0.00 or a penny to avoid accruing non-actual expenses. 
• Additionally: Run, review and take action on the “Uncleared Concur AP Credit Memos” report via the Department Exceptions Panorama through the Business Analytics Hub.

Business Analytics Hub (BAH) Year-End Approach

To all departments, please review the Accounts Receivable (AR) Aging report located on the BAH for outstanding invoices:

NEW: Concur Request Report

We are pleased to announce that a new report showing Concur Request data is now available via the Business Analytics Hub (BAH) report. This new report displays Concur Request details, enabling the user to review multiple Concur requests at once using various prompts. The report will help answer business questions related to the status of Requests, as well as past Requests for Travel, Event, Gift Card and Human Subject Payments, and University Credit Card Requests.  For more information on this report, review the Concur Requests Blink page. 

Clear Legacy Fund Balances with a SOFI Swap

With the implementation of the Simplified Operating Funds Initiative (SOFI) in FY2016, most departments across campus now operate with SOFI as their main Core Operating Fund (13991). However, in the Oracle transition, some legacy index balances were inadvertently carried over in fund numbers such as:

• 19900-State General Fund
• 14000-Tuition
• 10950-Federal Contracts and Grants ICR
• 13050-Opportunity Fund
• 19931-Application Fees
• 19933-Federal ICR (General Fund Portion)
• 19940-Interest on General Fund Balances
• 19942-Nonresident Supplemental Tuition

The Campus Budget Office can assist with clearing these fund balances (whether positive or negative) via a SOFI swap journal. Please submit a ticket to CBO by selecting Budget & Planning > Fund Transfers/Allocations > CBO Resource Allocations and include SOFI Swap in the Subject Line. Please provide the following:

• Full Legacy Fund chart string and $ balance to be transferred
• Full SOFI-13991 chart string to send/receive the fund swap

NOTE: If there are current year expenses posting to the Project/Task linked to the legacy fund #, please process Cost Transfers prior to requesting a fund swap for the remaining balance. This may also include updating payroll, recharges and other transactions that are pointing to the legacy Project/Task so that additional expenses don’t continue to post in the future. 

Financial Operations: Cash Management

Receipt formats for incoming payments have changed accordingly:

• EFT.CHECKPAYORS.TRACENUMBER.CountryCode (characters: 3.11.11.2)
• ACH.CHECKPAYORS.TRACENUMBER (characters: 3.14.11)

Upcoming Travel Webinars

The Central Travel Office continues efforts to provide meaningful, travel-related guidance for UC travelers. Register to learn more about UC’s Managed Travel Program by clicking the links below. 

• June 12: Booking and Managing Airline Tickets: Understanding various options surrounding searches and seating, managing cancellations and schedule changes and rebooking with credits will be covered in this session.

CIPERB Launch & Sign Up

CIPERB (Customers, Invoices, Project Expenses Report & Billing) is a new tool 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.

Register for one of the following training sessions (please use your UC campus email for registration):

Financial Operations Office Hours

Friday, June 21 @ 9:00 AM - 10:00 AM

Join the Financial Operations team on Friday the 17th for updates from Accounts Receivable, Strategic Design, Cash & Merchant Services and Equipment Management, 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!

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. 

Fund Management Office Hours
Every Thursday 11:00 AM - 12:00 PM 

Project Management Dashboard is intended to provide all of the information needed for PI portfolio reconciliation and for providing timely reports to faculty. However, anonymous survey feedback has indicated that it does not meet that need, and that fund managers still have to go to multiple different reports to obtain all of the information needed for PI reporting. At this week's office hours, we will have an open discussion about what improvements are needed to the Project Management Dashboard to fully meet fund manager needs.

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.

 Visit Our Website | Subscribe to our YouTube | Contact Us

Manage your preferences | Opt Out using TrueRemove™
Got this as a forward? Sign up to receive our future emails.
View this email online.

9500 Gilman Dr, | La Jolla, CA 92093 US

This email was sent to nlekovish@ucsd.edu.
To continue receiving our emails, add us to your address book.