July 29, 2025 | Edition #231

• IPPS Office Hours Schedule Update: Starting the week of 7/21, IPPS will be adjusting our office hours schedule to Mondays and Wednesdays only. This change will remain for the foreseeable future and is a result of recent staff reductions. 

• Equipment Fabrication Closeout Form Update: The improved form is now live—use it to capture all necessary details for Oracle asset tagging.

• Visiting Scholar Appointment Fee Starts 8/1/25: New appointments will incur a $250 fee, renewals $100—funding must come from non-sponsored sources.

• Rental Car Add-On Reimbursement Policy: Optional rental-car add-ons (extra insurance, roadside service) are non-reimbursable, especially when not booked through Concur.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 8/12: Direct Retro posting deadline for August BW/MO payroll.

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

📌 9/11: Direct Retro posting deadline for September BW/MO High-Risk payroll.

📌 9/17: Direct Retro posting deadline for September BW/MO Non-High-Risk payroll.

New and Improved Equipment Fabrication Closeout Request Form is Live!

Does your department fabricate equipment? If so, it must be reported to Equipment Asset Management upon completion so that it can be recorded as an asset and assigned a tag number for inventory purposes. Our new and improved Equipment Fabrication Closeout Request Form captures all information necessary for creating the asset record in Oracle. Check it out today and reach out to our office with any questions!

More information on equipment fabrications can be found on our Blink page here. 

Visiting Scholar Appointment Fee

Departments requesting new Visiting Scholar appointments will be charged $250, and appointment renewals will be charged $100 submitted with all required documentation on or after August 1, 2025.  In cases where significant delays in previously-submitted appointments require additional review and approval from ORI, the fee may be applied.

Due to federal costing policy, sponsored project funds cannot be used for this fee, which can be paid (using internal chart strings) by department, core, operating or gift funds only.

If you have questions regarding the visiting scholar appointments, please contact Linda Bartolome at ljbartolome@ucsd.edu. For questions regarding the financial administration charge, please contact a financial team member at rafs@ucsd.edu.

New Exceptions Report: Costs Posted After Project Closed

There are certain AP transactions that Oracle treats like encumbrances and so will post to projects even if status is closed. There are several scenarios where AP invoices or specific invoice lines may be cancelled, each with potential implications for project costs in Oracle. This new Exceptions Report is designed to identify these transactions. BFS will run the report and reach out to impacted departments so they can take the appropriate corrective actions. 

Personal Vehicle Use & Mileage Reimbursement

Planning to use your personal vehicle for university business travel? Here are a few key reminders to keep the reimbursement compliant and streamlined. Per UC San Diego’s G-28 Travel Policy, always choose the most economical mode of travel. When using your personal vehicle for official university travel, you are eligible for mileage reimbursement which covers gas, maintenance, and wear-and-tear. Be mindful that the total mileage claim cannot exceed the equivalent lowest cost mode of transportation. 

Mileage claims for long-distance travel where airfare or rental car is less expensive than driving may be capped unless there's a valid business reason for driving. This will require documentation to be attached to the expense showing the cost associated with taking airfare/rental car or rideshare. Comparable quotes should be obtained through Concur and prior to travel for accuracy. 

Quick Reminders: 

• Use personal vehicles only when it’s cost-effective and with advance approval.  
• Fuel cannot be claimed for personal vehicles. 
• Obtain and compare flight/rental car costs for long-distance travel as reimbursement will be capped accordingly. 

Review our Blink page in the Resources section below for more detailed information. 

Resources:  

• Requesting Reimbursement for Private Auto Mileage 
• How to Process Mileage-Only Reimbursements 
• G-28 Travel Regulations 

PADUA Updates available 7/23

• New “Internal Cost Reimbursable” checkbox when setting up new General Projects
• Project and Award Data Update Application (PADUA) is launching some enhancements and new system functionality on 7/23/25
• Project Transaction Controls: Transaction controls will be added automatically to align with CVRs. Transaction controls will also be available for adding or end dating on projects.
• For General Projects only: Ability to update Fund/Function if there is no activity yet
• New Class Code (under Cost Tracking): Academic Enrichment Fund
• New Audit/Logging - A new tab will be added to review changes that occurred within PADUA for more transparency.
• PADUA KBA: https://support.ucsd.edu/services?id=kb_article_view&sysparm_article=KB0033940

📜 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, Roël Tibosch from Operational Strategic Initiatives will discuss the ECERT replacement project and solicit your feedback.

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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