March 10, 2026 | Edition #260

• Effort Certification Compliance Reminder: FY25 Jan–Jun and Jul–Dec effort report certifications are overdue, and FY26 Jul–Dec reports are now available in ECERT; PIs and delegates must review and certify salary charges to maintain federal compliance.
• Project COA Lookup Enhancement: The Project COA Lookup report now includes additional columns—Principal Investigator, Award MSO/DBA/CAO, Award Fiscal Manager, and Award Fund Manager—to improve project visibility.
• Clinical Trials Variances Report Now Available: A new report in the Business Analytics Hub shows billed versus unbilled clinical trial events to help departments ensure awards are fully billed.
• UCSDPLAN Compensation Inflation Details Report: A new BAH report provides transparency into compensation inflation calculations, including financial unit inflation rates and position-level bargaining unit adjustments.

⏰ Watch out for these time-sensitive deadlines! ⏰

📌 Through 3/10: Recurring notice for new supplier contract and graduate student payee updates.

📌 Through 3/12: Recurring notice regarding Legacy QueryLink AR report retirement and access process.

📌 4/10: Preliminary FY27 budget submission deadline for general users.

📌 4/30: Deadline to certify FY26 Jul–Dec effort reports in ECERT.

📌 7/2026: Late fee assessments policy takes effect

Effort Certification Reminders

Effort report certifications for the FY25 Jan–Jun and Jul - Dec periods are now overdue. Immediate action is required to ensure compliance, the University is currently at:

• FY25 Jan–Jun: 73% completion
• FY25 Jul–Dec: 83% completion

Additionally, the FY26 Jul–Dec effort reports are now available in the ECERT system and must be reviewed and certified by April 30, 2026.

In ECERT, UCSD PIs or their delegates must confirm that salary charges to federally funded projects are reasonable in relation to the work performed, in accordance with Uniform Guidance (2 CFR §200.430).

Failure to certify effort reports places the University out of compliance with federal regulations, which could jeopardize current and future sponsor funding.

Action Required

• Complete all outstanding payroll certifications by April 30, 2026.

Certification Reminders

PI Responsibility

• Even if a PI does not certify their own effort, they are responsible for ensuring certification of their staff’s effort.
• Certification is required for all federal and federal flow-through awards.

PI Delegation

• PIs may delegate certification to individuals with firsthand knowledge of the work performed.
• Employees or supervisors may certify their own effort; however, the PI remains ultimately responsible.
• Non-academic staff may not certify effort for academic staff.

For ECERT system-related questions, or effort reporting questions that cannot be answered by a department’s ECERT Coordinator, contact the Business & Finance Services & Support portal and select: 

• About: Awards & Sponsored Projects 
• Related to: Oracle Award & Sponsored Project General Support 
• More Specifically: ECERT Effort Reporting 

We appreciate your prompt attention and partnership in ensuring timely certification and continued compliance with federal requirements.

New Enhancement to the Project COA Lookup

A new version of the Project COA Lookup has been released with more columns. These include:

• Principal Investigator
• Award MSO/DBA/CAO
• Award Fiscal Manager 
• Award Fund Manager  

Special thanks to Chey Mendoza for the enhancement request!

NEW Clinical Trials Variances Report

The Clinical Trials Variances Report is now live! This report shows the total amount of events on clinical trial awards that have been billed versus not billed. Use this report to ensure an award has been fully billed.

You can access the Clinical Trials Variances Report in the Commonly Used Reports for Clinical Trials Management from the Business Analytics Hub (bah.ucsd.edu) under the Commonly Used Reports tab.

Now Available: UCSDPLAN Compensation Inflation Details Report

A new report is now live in the Business Analytics Hub (BAH) to help budget preparers better understand how compensation inflation is calculated and applied during the annual UCSDPLAN budget cycle.

What's included:

• Inflation rates broken out by Financial Unit
• Position-level detail showing the bargaining unit rate applied to each recurring position
• Versioned monthly snapshots published throughout the budget cycle

How to access: Navigate to the Compensation Planning Dashboard in BAH. For step-by-step guidance, visit the: UCSDPLAN Compensation Inflation Details Report Blink page.

Graduate Students Loaded as Payees!

Integrated Procure-to-Pay Solutions (IPPS) has updated the registration process for graduate students to streamline onboarding. Graduate students are automatically loaded into Oracle as payees based on their TritonLink information.

What You Need to Know:

• Streamlined Onboarding: There is no longer a need to invite graduate students to register in PaymentWorks for guest travel or non-PO payments.
• System Visibility: Graduate students can now be found directly within the Payment Request form and Concur.
• Undergraduate Requirement: Undergraduate students must still be invited via PaymentWorks unless they are active UC San Diego employees.
• Information Updates: Students should ensure their contact and banking information is current in TritonLink. Those with active academic employment must also update their details in UC Path.

For more details, please review our PaymentWorks FAQ and communication sent to Graduate students by FSTP.

Legacy Querylink AR Reports Retired

QueryLink reports for ISIS student/entity AR detail transactions and AR aging were recently retired and remediated in SAH. Departments can access the new reports in the Business Analytics Hub. Access to the new reports is not automatic. 

There are two steps to getting access:

1. Complete Required Trainings

Employees must complete three training sessions prior to submitting their access request form.  These trainings are:

• FERPA - Confidentiality of Student Records and Privacy Rights
• Privacy at UCSD (Privacy 101 will also meet this requirement)
• UC San Diego Business Analytics Hub Fundamentals

Training completion will be verified by the access form and may require an overnight update for the data to sync.

2. Submit the Access Request Form

• Visit Business Analytics Hub and select the Student section.
• Access is granted by report category - review the options to determine what you need
  For access to the Accounts Receivable Aging or Accounts Receivable Transactions reports, make sure to check the box for the report category: “SIS Financial Management”.
• Click the Request Access button at the top right of the page
• The form will automatically route for required approvals, which may include:
  • Supervisor approval
  • Data steward approval

Approval routing may be expedited based on your job function and/or existing TritionLink access.

NGN, MCN, HSIT Recharge Corrections – February 2026 Ledger

Due to a change in campus payroll data formatting beginning September 2025, calculation errors occurred in the NGN, MCN, and HSIT recharge processes for September and October 2025. While the logic was corrected for ongoing processing in November 2025, prior months require full correction.

In the February 2026 accounting period, we will reverse all NGN, MCN, and HSIT transactions for September, October, and December 2025 and re-run those months using the corrected logic.

As a result, departments will see reversal entries and corrected repostings in the February ledger. Expenditure item dates in PPM will continue to reflect the appropriate service month.

Thank you for your patience as we complete these corrections.

Utilizing Blink and the Concur Company Notes to Locate Important Information

Finding the right resources for your tasks is easier when you know where to look. Most Integrated Procure-to-Pay Solutions (IPPS) content is centrally located on Blink. Within the Budget & Finance menu, you can find the majority of our guidance under the Travel & Entertainment and Buy & Pay sections. Additionally, when searching for content in Blink, the search feature now utilizes TritonGPT to provide an AI-generated overview of your topic before displaying the top related pages. This enhancement helps you locate policy guidance and resources more quickly. 

Tips & Tricks:  

• Search Over Bookmarking: We recommend using the search function in Blink to find pages rather than relying on saved bookmarks. This ensures you are always accessing the most current information and helps avoid broken URLs. 
• Concur Company Notes: Review the "Company Notes" section on the Concur home page for important announcements and reminders. This area also provides direct links to Blink pages, Mediaspace, Knowledge Base Articles (KBAs), airline updates, and UCOP information. To be able to view all the content in the Company Notes section, make sure to select Read More.

Upcoming Travel & Events Virtual Instructor Led Trainings

Are you new to UC San Diego or just getting started with Concur? Or maybe you could use a quick refresher on travel and expense processing? Join the Travel & Expense team for our live, virtual instructor-led training (VILT) sessions in March:  

• March 12th 9:00-11:00AM  
  • UC San Diego Travel: Before You Go 
    • Learn the ins and outs of UC San Diego's travel policy, the pre-authorization request process, and how to book business travel using Concur. 
• March 12th 1:00-3:00PM 
  • UC San Diego Travel: Reporting Expenses 
    • Get step-by-step instructions on submitting expense reports, reconciling card transactions, and managing pre-paid travel in Concur. 
• March 19th 9:00-10:30AM 
  • Concur: Event and Expense Reimbursements 
    • Discover advanced Concur features for event-related expense reports, Travel & Entertainment Card reconciliation, and processing non-event employee reimbursements. 

Whether you're a travel preparer, fund manager, or UC San Diego employee who supports travel or event reimbursements, these sessions are designed to make your work easier and ensure compliance.

New Supplier Contract

The IPPS Procurement team is pleased to announce a newly secured supplier contract with Proteintech Group, a global leader in antibodies, recombinant proteins, and multiomic tools.

Contract benefits include:

• 5% discount across the entire catalog
• Free shipping on all orders
• Easy access through Advanced Search

We encourage you to explore their new catalog on Advanced Search and take advantage of these new savings. Please see the flyer attached or visit Blink for more information. 

July 2026 Launch: Implementation of Late Fee Assessments

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:

• Claim any outstanding payments: KB0032208 - How to Claim Unidentified Payments (wires, ACHs & checks)
• Credit or adjust invoices created in error
• Collect on outstanding invoices
• Review aging reports for accuracy
• Review the Customer Master File for customer payment terms
  • BAH > Accounts Receivable Panorama > Customer Master File: Customer Account Profile Payment Terms e.g. IMMEDIATE, Net 30, Net 60, Net 90, etc.
• Review contracts for payment terms
• Request offsets as needed
• Note: Late fee revenue will not post to departmental COAs
• To absorb a late fee on behalf of a customer, submit an S&S ticket
  • AR will process a billing adjustment and charge the department’s COA.

If you have questions, please contact Accounts Receivable.

📜 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 sessions this week! Join us for BFS-led topics such as Fund Management, ECERT Effort Reporting, and Clinical Trials Billing, along with additional sessions hosted by our IPPS and CBO partners. All office hour links are listed below. We’re here to support you!

📢 FY27 Budget Process Office Hours

Join the Campus Budget Office team for weekly office hours Thursdays on Zoom from 11am to noon. These sessions will be a chance for you to bring any budget development questions to us. Link to office hours: https://ucsd.zoom.us/j/92563206566 

📢 Fund Management Office Hours

FMOH 3/12. Thursday’s fund management office hours will be the open Q&A, so bring your questions and problems!

• Link to FMOH meeting: https://ucsd.zoom.us/j/94888965729
• Link to recorded FMOH: https://mediaspace.ucsd.edu/channel/Fund+Management+Office+Hours/326611312

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.

 Visit Our Website | Subscribe to our YouTube | Contact Us

Manage your preferences | Opt Out using TrueRemove™
Got this as a forward? Sign up to receive our future emails.
View this email online.

9500 Gilman Dr, | La Jolla, CA 92093 US

This email was sent to .
To continue receiving our emails, add us to your address book.