October 28, 2025 | Edition #244

• Timely Reconciliation Reminder: Travel & Entertainment expenses must be submitted within 45 calendar days (UC Policy) of the trip or event end date; the IRS requires the submission of the expenses within 60 calendar days of the trip or event end date.  All late submissions require an explanation.

• General Ledger Balances Update: GL report tables have been revised to reclassify certain transactions as non-operating expenses and transfers—review the updated reports by November 7 to share feedback.

• Enterprise Planning and Budgeting Cloud Service (EPBCS) Rebranding: EPBCS is now UCSDPLAN—continue using existing links while referring to the system by its new name in all communications.

• Effort Report Certification Reminder: Complete overdue certifications immediately and submit Jan–Jun 2025 reports by December 15 to maintain compliance and funding eligibility.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 10/28: Award Management Series Course 3 launches in the Finance Training Program.

📌 11/1: Transition begins—Clinical Trials Billing moves from SPARCM to Oracle Financials Cloud (OFC).

📌 11/7: Last day to submit Move/Relocation expense reports for calendar year processing.
📌 12/15: Complete effort certifications for Jan–Jun 2025.

Important Reminder: Timely Reconciliation of Travel & Entertainment Expenses

In accordance with IRS regulations, Travel & Entertainment (Event) expenses must be submitted within 60 days after the travel or event end date. Failure to do so will result in taxable reporting.  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.  

Enterprise Planning and Budgeting Cloud Service (EPBCS) is now UCSDPLAN

The Campus Budget Office is pleased to announce that our Enterprise Planning and Budgeting Cloud Service (EPBCS) system is being rebranded to UCSDPLAN.

What's Changing?

System Name: EPBCS → UCSDPLAN

References: All documentation, training materials, and communications will reflect the new name

What's Staying the Same?

Functionality: All features and capabilities remain unchanged outside of planned enhancements for the upcoming budget cycle

User Access: Your existing credentials and permissions will continue to work

Data: All your planning data is preserved

What You Need to Do?

Begin using "UCSDPLAN" when referring to the system in all communications

Login Portal: Continue using existing system links. We will notice everyone as links change. Rebranding updates will be completed within the coming months in advance of the budget process. 

Major Update to General Ledger Balances Tables

We are updating the GL Balances tables in various reports. This update reclassifies transactions using certain non-operating expense account codes to non-operating expenses and transfers based on the managerial account hierarchy. The column names are updated to reflect this change: YTD Non-Operating Transfers is now YTD Non-Operating Expenses & Transfers and YTD Expenses is now YTD Operating Expenses. This will not change the balance calculations, just display non operating expenses with non operating transfers.

The following reports will be impacted:

• GL Balances
• Faculty and Researcher Dashboard (FRD)
• Project Management Dashboard (PMD)
• Expanded Project Summary (EPS)
• Recharge Operations Dashboard

You can help us improve these reports by reviewing the test versions of the impacted reports in the User Acceptance Testing category in Budget & Finance in bah.ucsd.edu by November 7th. If you run into any issues or have any other comments, please submit a ticket to Budget and Finance.

Financial Deficit Report – Operating Funds Enhancement

A prompt for Last Closed Accounting Period has been added to enable users to schedule reports for automatic monthly delivery. Follow this KBA on how to schedule Cognos reports for monthly delivery.

Financial Deficit Report – Sponsored Projects Enhancement

A prompt for Last Closed Accounting Period has been added to enable users to schedule reports for automatic monthly delivery. Follow this KBA on how to schedule Cognos reports for monthly delivery.

Thinking about purchasing or renewing software?

Before submitting your requisition, make sure you’re following the right review steps for security and privacy!

• Learn when an ITS or Privacy review is required
• Find out what forms to complete 
• Get the right approvals before submitting your requisition

Check out these resources:

• Guided Journey: Use the Guided Journey found under Amount-Based Forms within Oracle for step-by-step support while creating your requisition
• Knowledge Base Article (KBA): Visit How to Purchase Software for full instructions, forms, and contact information

Reminder: Claiming Per Diem during Travel

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:   

• Travel to a foreign destination of any duration.
• Travel to Alaska, Hawaii, or U.S. possessions (like Guam or Puerto Rico) of any duration.
• Long-term travel (30 days or more) in the Continental U.S

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

📢 Coming Soon: Statements & Late Fees – Effective January 1, 2026

We’ll soon be introducing customer statements and late fee policies starting January 1, 2026.

More information, including details on timelines and procedures, will be shared in the coming weeks.

Stay tuned for updates!

Guided Journeys in the Requisitions Module

Simplify your Oracle requisitions with Guided Journeys, in-system tips and instructions that help you complete tasks faster and more accurately in the new Requisitions Module.

• Banners: Dark blue sections with tips (look for the compass icon on the right)
• Links: Blue text links with a compass icon for step-by-step guidance

Learn more and see examples in our new KBA: How to Use Guided Journeys in the Requisitions Module

💡 Tip: Look for the compass icon—it marks all Guided Journeys!

📜 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 link and schedule!

• Reminder: no Office Hours this week. Office hours are now twice a month with an updated format. 
  • Link: https://ucsd.zoom.us/j/94888965729
• Have any announcements or content to share? Contact the organizers at fmoh@ucsd.edu.

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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