May 13, 2025 | Edition #220

• Effort Reporting Open: Certify FY25 JUL-DEC reports in ECERT by 8/31. Access via MyEffort.ucsd.edu.

• Funding Freeze 6/20–6/27: No Funding Entry approvals during this period. Finalize entries by 6/19; salary cost deadlines range 6/25–7/3.

• EPBCS Closes 5/16: Finalize budgets by Friday. Resolve negative balances at the Financial Unit-Fund-Function level.

• CIPERB Mass Invoicing Launches 5/20: New feature streamlines receivables. Training 5/15 @ 10am. Register here.

• CIPERB UI Update 5/14: Expect a fresh new look—no changes to core functionality.

• New BAM Inflation Report: Helps prevent negative budgets when adjusting for compensation inflation. Details in KB0035671.

• Award Extensions Now Require VC Approval: Effective immediately; departmental-level approvals no longer sufficient.

• Resetting Access Online Password: Step-by-step guide available to restore account access.

• Upcoming Travel Webinars: 5/14 on UC insurance coverage; 5/21 on Southwest Airlines changes. Register here.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 5/15: 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 5/15).

📌 5/15: Training for CIPERB’s new mass invoicing feature is on 5/15 from 10–10:30 a.m.

📌 5/16: EPBCS budget system closes to VC Group users.

📌 6/19: Deadline for local approval of all funding transactions before the 6/20 Fiscal Year-End Funding Entry Freeze.

📌 6/20: Fiscal Year-End Funding Entry Freeze begins.

📌 6/25: Direct Retro local approvals for June posting due by 6/25 (tool retires 7/1).

📌 6/26: Salary Cost Transfer approvals for BW/MO High-Risk due by 6/26 @ 8:00 p.m.

📌 6/30: Advanced Oracle users must complete the Oracle Foundations training or request role removal if access is no longer needed.

📌 7/1: Direct Retro (DR) tool retires in UCPath.

📌 7/3: Final Salary Cost Transfer approvals (Non-High-Risk) due by 7/3 @ 8:00 p.m. for June posting.

📌 8/31: Certification deadline for all FY25 JUL–DEC effort reports in ECERT.

FY25 JUL - DEC Effort Reporting Period Now Open

The ECERT system-generated effort reports for the FY25 JUL-DEC reporting period are now available for review.

• Action Required: Log in to MyEffort.ucsd.edu to review and certify all open or overdue effort reports
• Certification Deadline: All effort reports for this period must be certified by 8/31/2025
• Resources: Training materials are available on Blink: ECERT Effort Reporting

Need Help? For questions that cannot be addressed by your department’s ECERT Coordinator or for system-related issues, Submit a Ticket to Budget and Finance Support. 

Fiscal Year-End Funding Entry Freeze

The Fiscal Year-End Funding Entry Freeze begins on Friday, June 20, 2025 @ 8:00 am through Friday, June 27, 2025 @ 12:00 pm. Do not approve any Funding Entry during this period, as it may interfere with the FYE rollover processes. All funding transactions must be locally approved by Thursday, June 19, 2025.

Key Deadlines:

• Direct Retro Local Approval Deadlines
  • Wednesday, June 25, 2025: BW/MO High-Risk and Non-High-Risk for posting in June
  • As a reminder, the Direct Retro tool will be retired on July 1, 2025.
• Salary Cost Transfer Local Approval Deadlines
  • Thursday, June 26, 2025 @ 8:00 p.m.: BW/MO High-Risk for posting in June
  • Thursday, July 3, 2025 @ 8:00 p.m.: BW/MO Non-High-Risk for posting in June

Budget System Closes This Friday 5/16

EPBCS closes to the VC Group on Friday, May 16th. Ahead of that deadline, we recommend that you take the following actions to balance your budget at the Financial Unit-Fund-Function level:

• Review Task 4.1 to ensure there are no negative resource budgets at the Account level for each Financial Unit-Fund-Function-Project combination
• Review Task 4.2 to ensure that any Labor Contingency accounts do not have negative figures 
  • If you need to correct negative figures, return to Task 1.2/2.2 to correct Budgeted FTE % and Actual Pay %
• Review Task 4.5 to ensure Resources match Expenses for each Financial Unit-Fund-Function combination 

Please note that the balancing threshold is +/- $100 at the Financial Unit-Fund-Function level. For the final budget, the threshold will be at the $1. If you have any questions about this process, please reach out to your VCL for assistance.

Financial Operations: Launching - Mass Invoicing via CIPERB

On Tuesday - 5/20/25, CIPERB is launching a new feature allowing you to generate mass receivables invoices directly within the application. This update is part of our ongoing commitment to improving user experience and financial process efficiency.

Training on this new feature will be available on Thursday, 05/15/25 from 10:00 to 10:30 a.m.

Register Here.

Further information on how to use this feature will be shared prior to launch. If you have any immediate questions, our support team is happy to help.

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

Project Management Dashboard 

• A new page for Pending Cost Transfers has been added. It contains:
  • Pending PPM Cost Transfers
  • Pending UCPath Cost Transfers, including Direct Retros and Salary Cost Transfers not yet approved, approved but not yet posted to Labor Ledger, and posted to Labor Ledger but not posted to Oracle.
• A table for 'People on Default' has been added to the Variances page. This includes default project payroll related to all projects and tasks in the portfolio, payroll for the selected PI/PM/TM, and payroll for any individuals supervised by the PI/PM/TM.
• A prompt for 'Managerial Fund L4' has been added to enable users to search for all gift funds at once.
• Prompt for 'Payroll Projected Y/N' has been added to enable users to identify projects that are overspent but still have payroll projected.
• A column for Employee ID has been added to the DOPES page.
• An unformatted Excel download button has been added to the Payroll Projections page.

GL Balances 

• An optional column for Project Nickname has been added. It can be selected in the Display Fields prompt.

Project Overview

• A column for UCPath Fund Code has been added.

Special thanks to everyone who submitted enhancement requests: Irene Xavier, Lindsay Root, Olivia Rochelle, Grace Wagner, and Christopher Duhon.

Temporary Award Extension Approval Process Update

In alignment with recent guidance from the Vice Chancellor for Research and Innovation and the Chief Financial Officer, the process for approving Temporary Award Extension Requests has changed.

Effective immediately, due to ongoing federal funding disruptions and uncertainty around the timely continuation of awards, Temporary Award Extension Requests must now be endorsed by the cognizant Vice Chancellor (VC).

Previously managed at the departmental level only, these requests will now only be granted in exceptional cases, and must include the full awareness and support of the relevant Dean and VC.

Guidance on how to document commitment and obtain VC approval can be found here.

Thank you for your attention to this important update. Please share this information with your teams as appropriate.

Heads-Up: CIPERB UI Is Getting a Makeover!

This Wednesday 5/14/25, you’ll notice a fresh new look when you log into CIPERB. We’re rolling out an updated user interface designed to be more modern, intuitive, and easier to navigate. While the layout and visuals are changing, the core functionality remains the same—so you’ll still find what you need in familiar places. No action needed on your part, just don’t be alarmed when things look a little different!

Attached landing page redesign:

New: Budget Adjustment Module Inflation Factor Calculator Report 

A new report is now available in Oracle Planning and Budgeting which supports recurring resource budget adjustments made in the Budget Adjustment Module, or BAM (Task List 3). Because BAM entries can be made on accounts that are eligible for compensation inflation, it is possible to inadvertently cause negative resource budgets by transferring compensation inflation incorrectly. The Budget Adjustment Module Inflation Factor Calculator Report was created to help prevent the creation of new negative resource budgets by displaying the relevant compensation inflation amount to back out from BAM entries on compensation accounts. Please note that this report is an optional tool.

Detailed information is available in KB0035671: Budget Adjustment Module Inflation Factor Calculator Report.

Resetting Access Online Password

If you're having trouble logging in to your U.S. Bank Access Online Cardholder Account, don't worry. This guide will walk you through the process of resetting your password.

Step 1: Initiate the Password Reset Process Type your organization's short name (T&E Card – UofCA / P-Card – UCSD) and user ID, then click the "Forgot your password?" link.

Step 2: Answer Your Authentication Question Access Online will randomly select and present one of your three authentication questions. Type your answer to this question.

Step 3: Request an Authentication Code Click Continue, then click Send a Code. Wait for an email with your authentication code, which is good for only 20 minutes.

Step 4: Enter the Authentication Code Go back to Access Online and enter the authentication code you received via email. Click Continue.

Step 5: Create a New Password Enter a new password (twice for confirmation) and click Continue.

By following these steps, you should be able to reset your Access Online password and regain access to your account.

Upcoming Central Travel Office Webinars 

Join the Central Travel Office for two informative webinars.  Register using the links below. 

May 14: UC Auto and Traveler Insurance Coverage — The Central Travel Office will host UC Risk Services program managers for an informative session on auto and travel insurance coverage for faculty and staff. They will share information on what is available, how it works, where to find it and important steps to take before travel.

May 21: Southwest Airlines Upcoming Changes — Southwest Airlines aims to enhance customer experience and improve efficiency by implementing several significant changes, including introducing assigned seating and premium seating options, changing its boarding process, and eliminating the automatic 2 bag free policy. The Central Travel Office invited Southwest to lay out these changes and highlight benefits to UC travelers.

📜 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!

Fund Management Office Hours

At this week’s office hours, we will have topic-specific breakout rooms, each staffed by a BFS subject matter expert.

UC San Diego Travel: Before You Go

Thursday, May 15th @ 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 preauthorization 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, May 22nd @ 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

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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