September 9, 2025 | Edition #237
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⏰ Watch out for these time-sensitive deadlines! ⏰
📌 9/11: Direct Retro posting deadline for September BW/MO High-Risk payroll.
📌 9/16: Direct Retro posting deadline for September BW/MO Non-High-Risk payroll.
📌 9/23: Deadline to approve or deny all pending Benefit Cost Transfer (BCT) transactions before the new tool launches.
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Final Direct Retro Deadlines Approaching
The Direct Retro tool will be retired on October 1, 2025. Please be aware of the final Direct Retro deadlines for UC San Diego:
- Thursday, September 11, 2025: BW/MO High-Risk for posting in September
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Wednesday, September 16, 2025: BW/MO for Non-High-Risk for posting in September
Do not submit or approve any Direct Retro transactions between September 17 and September 30. Transactions entered during this period will be deleted by UCPath Center during the deprecation process. Beginning October 2, 2025, users will only be able to view previously processed Direct Retros in UCPath.
Where can I go for support?
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💡163003 = Inventorial Equipment $5K+ — Code it Right!
When purchasing stand-alone Inventorial Equipment (non-FAB), charge to 163003 if the asset + required costs total $5,000 or more.
✅ Capitalizable (163003):
- Main asset + Essential accessories
- Shipping, Insurance, Customs Fees
- DMV & Environmental Waste Fees
- Permits, Licenses, Specialized Software
- Labor, Installation, Professional Fees
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Lease-to-own contracts (once the lease equipment contract ends and equipment has been purchased from supplier)
- 532230 – Lease Rental Expense Equipment Fixed Clearing
- When purchased, process AP Cost Transfer to 163003 – Inventorial Equipment
- Sales/Use tax, Transportation
❌ Not Capitalizable (use other expense codes):
- Maintenance/Service Agreements, Warranties, and Subscriptions
- Materials & Supplies
- Payroll/Benefits
- Lease-only Equipment
- Recurring services, IDC
- Equipment < $5,000 or < 1 year use
👉 Remember: Only expenses that make the equipment ready for use belong on 163003. Everything else should be coded separately.
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New Benefit Cost Transfer Tool Coming in October
The newly redesigned Benefit Cost Transfer (BCT) tool is launching on Thursday, October 2, 2025.
Features of the new BCT Tool:
- BCTs will use the familiar SCT interface
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The new tool improves functionality to allow adjustments on a per-transaction basis
- Filter transactions by chartfield elements, expense types, and deduction codes
- Optimized processing for faster transaction execution
Key Considerations:
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Paychecks prior to 10/31/2021 are not eligible for the new BCT Tool. You will need to follow local processes to correct these transactions.
- Please approve or deny all pending BCT transactions by Tuesday, September 23, 2025.
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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 may 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.
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Second Lab UC San Diego Partnership
We are thrilled to announce that UC San Diego has entered into an exciting new partnership with Second Lab - a streamlined software platform that will make it easier than ever for external companies and institutions to access our research services and equipment. This initiative will help foster new industry partnerships and generate significant revenue to further support our research and educational missions.
Second Lab is dedicated to connecting external organizations with underutilized research capacity at universities. By featuring UC San Diego’s research facilities on their technology platform, we can:
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Expand our reach beyond campus to attract new, reputable industry partners, boosting collaboration and revenue opportunities.
- Reduce your administrative burden through a centralized online booking, billing, and compliance system - saving time and energy for lab managers and directors.
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Generate additional funding for your lab and the university, while ensuring UC San Diego internal research always retains top priority.
- Boost your lab’s national reputation by showing off your state-of-the-art capabilities to companies across the country.
For more information: https://blink.ucsd.edu/research/conducting-research/secondlab/index.html
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Enhancement to the Project Management Dashboard
New version of the Project Management Dashboard has been released with the enhancements listed below:
- The tab title “Pending Cost Transfers” has been updated to “Pending Costs”.
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A new table for Pending P-Card expenses has been added under the Pending Costs tab.
Special thanks to Nancy Herbst for submitting an enhancement request.
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Annual Travel Supplier Spotlight Series
For the 5th year in a row the Central Travel Office is hosting the popular virtual Supplier Spotlight Series. Travel suppliers, including Southwest, United, Alaska, Delta, Amtrak, Club Quarters, Marriott, Uber and car rental companies Hertz, Enterprise and National, return to highlight the strength of our ongoing partnership and how to take advantage of the many benefits offered.
Giveaways are planned and some lucky participants could win anything from free tickets and status upgrades, to gift cards and hotel stays. Registration with a UC email address will enter you for the giveaway, but attendance is required to win.
Register now!
Sessions will begin on September 10th, with a general overview by the Central Travel Office on benefits available to travelers when the trip is booked through UC contract. The full schedule is now available on the Connexxus travel portal and registration links will continue to be updated as details are confirmed.
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| 📜 Weekly Digest Archive 📜
Be sure to check out our previously published articles to review essential information and announcements.
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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 new link and schedule!
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Starting September 11, office hours will be twice a month and have a new link.
- Come this week to learn about the new format!
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Have any announcements or content to share? Contact the organizers at fmoh@ucsd.edu.
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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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