July 23, 2024 | 181th Edition
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Only 8 days left until TritonPay Launch (August 1, 2024)!
Student Financial Solutions (SFS) is pleased to announce the establishment of the TritonPay Office, a centralized hub for all student billing, payment, and refund inquiries. Located at Student Service Center (SSC) 170, the TritonPay Office will replace the current Central Cashier’s Office as of August 1. This new office merges the cashier’s and student accounts teams, reinforcing SFS’s dedication to a student-centered experience that emphasizes convenience and accessibility.
All services previously provided by the Central Cashier's Office will continue in the new TritonPay Office. The Campus Card Office will remain on the third floor, SSC 354A. The TritonPay Office will offer services including billing inquiries, payment processing, account management, refunds, and departmental deposits, ensuring a seamless experience for students, campus partners, and departmental customers.
The office will be open Monday, Tuesday, Wednesday, and Friday from 8:30 am to 4:00 pm, and Thursday from 10:00 am to 4:00 pm. For more information, visit www.sfs.ucsd.edu or call (858) 946-4160.
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Camp BFS Registration is Now Open!
Join Business & Financial Services (BFS) and Integrated Procure-to-Pay Solutions (IPPS) for Camp BFS 2024 from August 5th to 9th! This year's camp offers over 35 instructor-led Zoom courses covering essential topics in Business & Finance, Oracle, Concur, Payables, Logistics, and more. Mix and match classes or attend them all in this immersive, camp-themed training week. Registered campers will receive UC Learning credit for each class they complete. Spaces are limited, so register early to secure your spot. Join us for a Campfire Social on day two of our 'In-tents' training week. The in-person festivity is sponsored by University Credit Union, UC San Diego's official financial institution partner. Light refreshments will be served. Please RSVP to let us know you're coming.
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Remember to RSVP for the Campfire Social
Join us for a Campfire Social on day two of our 'In-tents' training week. The in-person festivity is sponsored by University Credit Union, UC San Diego's official financial institution partner. Light refreshments will be served. Please RSVP to let us know you're coming!
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Next Generation Network (NGN) Recharges: Updated Posting Timeframe & Report Enhancements!
Effective for the accounting period of July 2024, NGN is planned to be posted in the same accounting period month as payroll.
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For reference, NGN has currently been posting one month in arrears since the transition to OFC, with the exception of the June accounting period for fiscal year-end closing (see fiscal close reminder below). With this update, we hope to help our customers align and better keep track of these payroll-based expenses on their ledgers.
An updated version of the NGN report was released in July 2024. The updated report has a landing page where customers can continue to view their historical recharges in the current format, and recharges from July 2024 and forward in an updated format.
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The updated format contains additional fields to assist with customer understanding of how the recharge was calculated and derived from multiple data sources.
For more information on the NGN recharge billing program, please visit the NGN Blink Webpage at ngn.ucsd.edu.
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Integrated Procure-to-Pay Solutions (IPPS) Service Offering Updates in Services & Support
We are excited to announce a revamp of our service offerings to make it more intuitive for our clientele to select options that fit their inquiries. Our analysis revealed that some existing services weren't representative of the questions we frequently receive, and others were underutilized. Additionally, some inquiries could have been better addressed by different teams. As a result, we have added 13 new service offerings, removed 11, renamed 10, and rerouted 8 to new teams to better serve our customers. These changes are set to launch on July 23rd. For more information on the upcoming changes, please refer to our KBA.
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Thermo Fisher Scientific Pipette Tip Recycling Program
After a successful pilot, Thermo Fisher Scientific has launched a nationwide pipette tip recycling program. The program creates an end-of-life solution for pipette tips and racks by repurposing them into building materials such as recycled plastic pallets.
To learn more about the program and how to participate, visit the Pipette Tip Recycling Program on Blink.
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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.
- 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
- 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 will be decommissioned as of 06/30/2024
The following forms will no longer be available:
The process of creating and amending Oracle customer accounts has been fully replaced by the CIPERB application.
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Introducing New Reports for Optimized Recharge Center Operations
Two new reports have been released to help recharge center administrators manage their operations. These reports are available on BAH under the Campus Recharges tab. We would like to thank the members of the Recharge Fiscal Manager Reporting Workgroup for their time spent providing input and feedback that led to the development of these reports.
The Recharge Operations Dashboard provides insights into recharge operations, offering a clear view of performance metrics. It tracks how income and expenses have changed over time, and monitors whether balances remain within the allowable range. Read more about this dashboard on Blink.
The Recharge Billing Summary helps recharge administrators understand which departments are driving their recharge income and compare upcoming recharge postings with historical data to ensure consistency. Read more about this report on Blink.
While reports are user-tested as much as possible prior to release, we recognize that they won’t be perfect immediately. We rely on community feedback through enhancement requests and tickets to get new reports into their final form. We look forward to working with you to make these new reports the best they can be. See them in action at a live demo on August 14th at 10am.
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Budget vs Actual Monthly Variance Detail Report now available in Cognos
In response to user feedback, CBO developed the newly released Budget vs Actual Monthly Variance Detail Report to help unit managers more efficiently manage their spending. This approach provides expanded functionality and more detailed expense-focused insights when compared to the existing Budget vs Actual report. To access the new report, visit the Planning and Budgeting Dashboard in the Business Activity Hub.
Expanded Capabilities Include:
- In-page Accounting Period and Fund L3 prompt (re)selection
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Detailed (incl. posting-level Fund and Project) and Condensed views of
- Period Budget vs. Period Actual
- Annual Budget vs. YTD Actual
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YTD Budget vs. YTD Actual
- Drill down on Actual data within each page to view associated transaction level General Ledger details.
Stay tuned as we continue to build out a more robust suite of performance monitoring reports on the Planning and Budgeting Dashboard.
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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.
The CIPERB 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 as we phase out the current process of submitting request forms.
*This course must be completed prior to requesting role access to the CIPERB application*
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Financial Operations Office Hours
Friday, August 16th @ 9:00 AM - 10:00 AM
Join the Financial Operations team on Friday the 196th 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!
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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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Fund Management Office Hours
Every Thursday 11:00 AM - 12:00 PM
Come get your questions answered and solidify your understanding during this information-packed session. Don’t miss it!
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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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Concur: Event Expenses & Other Reimbursements
On Thursday, August 15, 2024 from 9:00 AM to 10:30 AM, we will host a course that includes an in-depth explanation of Concur processes related to meetings, entertainment, and business expense reimbursements. This course will be especially valuable for employees who host meetings and events and want to further their understanding of the expense reconciliation process via Concur.
- Also, those who previously utilized MyPayments for requesting employee reimbursements for business expenses may attend this course. This course is intended for preparers, meeting/event hosts, financial managers, and entertainment approvers who are familiar with Entertainment Policy BUS-79 and would like to learn about more advanced meetings and entertainment terminology and concepts.
Topics Covered:
- Learn how to submit event payment requests and employee reimbursements via Concur
- Review the process to submit event vendor payments
- Be able to view and reconcile Travel & Entertainment card transactions
You can access the link to the course here!
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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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