Published the second Tuesday of every month, the Budget & Finance Digest delivers timely updates that matter to you.

The next series in the Finance Training Program is here! 

This fifth series in the Finance Training Program provides an overview of specialized topics in award management at UC San Diego. The goal of this series is to cover the additional topics of the post-award lifecycle that weren't covered in the previous award management series.
 
The Finance Training Program is aimed at empowering staff across UC San Diego with accessible, self-paced training modules available on demand in the UC Learning Center. More information about the Finance Training Series will be added to the Budget & Finance Training Blink page. 

Learn about upcoming events, office hours that you won’t want to miss! Click on the calendar to be redirected and add these events to your calendar.

Fund Management Office Hours (FMOH)

📢 The FM OH recur on the 2nd and 4th weeks.

FMOH Zoom Link
FMOH Recordings

The internal controls checklist has been updated to reflect the following change under the Reports for Monthly Reconciliation section:

From: Review: Default Project Payroll Report 
To: Perform: Correct Balances on Default Projects

This change requires financial unit action rather than simply review the report for balances.

Please go to the Best Practices for Internal Controls Blink page to download a new copy of the checklist.

This change requires financial unit action rather than simply review the report for balances.

Please go to the Best Practices for Internal Controls Blink page to download a new copy of the checklist.

A new enhancement to CIPERB Mass AR Invoicing in Receivables now allows users to import and display Special Instructions (comments) and PO numbers directly on AR invoices. This improvement streamlines billing processes, enhances invoice clarity for customers, and reduces the need for manual entry or follow-up communication.

For step-by-step guidance, please refer to the following Knowledge Base articles:

This update is designed to improve efficiency, accuracy, and transparency in Accounts Receivable operations.

Beginning July 2026, the University will implement a non-recurring $25 late fee for invoices over $100 that are past due based on payment terms.
 
Departments have an opportunity to review and complete the preparation steps outlined below. Ensuring that these steps are completed will be key to a smooth transition once the policy goes live.
 
Thank you for your attention to this matter, and we appreciate your continued collaboration as we work toward a seamless implementation.
 
***Training will be provided before launch. Stay posted for dates & times.***
 
Department Preparation
To ensure a smooth transition, departments are encouraged to:

If you have questions, please contact Accounts Receivable.

The Financial Aid & Scholarships team encourages departments to plan and award scholarship funding as early as possible in the academic year. As students reach their financial aid limits later in the year, adding new funding may require adjustments to existing awards.

Key reminders:

For questions or support, please contact the Financial Aid & Scholarships team at scholarships@ucsd.edu.

As of April 10, UCSDPLAN has closed to general budget preparers. VC Office budgets remain accessible in the system for review purposes. The system is anticipated to close for VC Offices around May 15. Additional office hours will be established for this group. 
 
Once the final compensation notice for finalized contracts is received, central adjustments will be made in UCSDPLAN to update expense rates and resource budgets. This is estimated to occur in late June, at which time the system will reopen for several weeks to allow for final budget balancing.

UC San Diego employees are invited to drop by our weekly Office Hours for support! While these sessions allow you to get help from many IPPS teams, we want to remind you of our dedicated Transcepta and Oracle IDR room—a key resource for anyone navigating supplier invoicing!

Whether you need to troubleshoot a payment hold or want a refresher on when to use Oracle IDR, our team is here to help. This isn’t just for new users; it’s a standing invitation to chat with us, share screenshots, and resolve roadblocks in real time.

Join using the Procure to Pay Office Hour and simply ask for the Transcepta room! We look forward to seeing you there.

When traveling for UC San Diego Business, please note that travel to a foreign location or continental travel of 30 days or longer requires the use of Per Diem. Per Diem is a daily Travel Allowance amount to cover Meal and Lodging expenses for UC San Diego employees/non-employees traveling on official UC San Diego business.  
 
Per Diem (Travel Allowance) applies to the following travel situations:   

For more details regarding this process, please reference our KBA “How to Calculate Per Diem for Travel in Concur”.

In accordance with IRS regulations, Travel & Entertainment (Event) expenses must be submitted within 60 calendar days after the travel or event end date. Failure to do so will result in taxable reporting to the employee.  Note that per University of California policy, T&E expenses must be submitted for approval within 45 calendar days of the trip or event end date.

Expenses submitted after this period of time are considered overdue and an explanation must be provided in the reconciliation. For more information, reference the Timeframe for Travel and Entertainment Expense Submission Blink page.

With the recent launch of the Department Manual Cost Commitments in Recharge Plus, users will now receive reminder emails 90 and 10 days before project end date and annually on June 30. This will help project managers review and ensure accuracy of these manual commitments

Thank you to Simona Vieru and Rachel Harrington and all of BFG for this request.

The Procure to Pay & Concur report has been added to the Internal Controls Dashboard. This new report provides a high-level view of outstanding Procure-to-Pay and Concur transactions. The report highlights areas where transactions remain unresolved and may pose financial, operational, or compliance risk.
 
The report is in progress; the following metrics are available now: AP invoices on hold, aging PO commitments, expense reports pending approval, and outstanding card charges. Additional metrics for: Invoices pending approval, unreconciled travel requests, and uncleared concur credit memos will be coming soon.
 
You can access the Internal Controls Dashboard from the Business Analytics Hub (bah.ucsd.edu) under the Leadership (Restricted) tab.