December 2, 2025 | Edition #249
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Recharge Plus Commitments Coming Soon: Department users will soon be able to create and manage commitments in Recharge Plus, with a new KBA and demo video available.
PIPER Research Finance Tool: PIPER introduces standardized projections and real-time portfolio insights for research administrators, with campus-wide access expected Spring 2026.
IPPS Year-End Deadlines Posted: Updated Procurement, Disbursements, Travel, Cards, and Logistics deadlines are now available on the 2025–2026 Holiday Closures page.
Supplier Payment Method Updates: Suppliers will shift to electronic payments, with ACH moving to Net-30 and paper-check recipients moving to Net-60; updates managed through PaymentWorks.
Travel & Entertainment Expense Deadline Reminder: Travel & Entertainment expenses must be submitted within UC’s 45-day policy window (or IRS’s 60-day limit) to avoid tax consequences.
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⏰ Watch out for these time-sensitive deadlines! ⏰
📌 12/10: Travel Supplier Spotlight—Enterprise/National session.
📌 12/15: Complete effort certifications for Jan–Jun 2025.
📌 12/17: Travel Supplier Spotlight—JetBlue session.
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Recharge Plus Application: Department Manual Commitments coming soon!
The ability for department users to set their own commitments is soon available through the Recharge Plus Application! This is a long awaited functionality and we're excited to launch it. Stay tuned for updates in next weeks digest!
A new KBA has been published here including a video demonstration.
If you have any questions or issues, please submit a ticket under Recharge Plus Inquiries.
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Introducing PIPER: A New Financial Tool for Research Administration
PIPER (Portfolio Insights, Projections, and Expense Reconciliation) is UC San Diego's new Anaplan-based suite for financial reporting and forecasting, designed to reduce manual processes and standardize portfolio management. The tool enables research administrators to create projections, add notes, and provide PIs real-time portfolio insights including balances, burn rates, and runway projections—while reducing Excel dependency. PIPER is currently in an invite-only cohort training phase, with campus-wide access expected in Spring 2026.
Missed the first PIPER Newsletter? Read it here to learn more about key benefits, the PI perspective, and what's coming next. For more information, contact piperteam@ucsd.edu.
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IPPS Year-End Deadlines Now Available
Integrated Procure-to-Pay Solutions (IPPS) has posted this year’s deadlines for submitting requests to the Procurement, Disbursements, Travel, and Cards teams to ensure review before the end of the calendar year. We’ve also included updated availability dates for our Logistics teams. Please review the deadlines in the 2025- 2026 Holiday Closures page to plan ahead and avoid processing delays.
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Supplier‑Payment Update
We are shifting toward more sustainable, secure payment methods that reduce paper waste, lower fraud risk, and streamline payments to suppliers.
What’s changing:
- Suppliers who receive ACH payments will be placed on Net-30 terms.
- Suppliers who do not update to an electronic payment method and continue receiving paper checks will be placed on Net-60 terms.
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Suppliers will now have the option to choose a payment type that allows them to receive payment as soon as an invoice is approved. If selected, the supplier will receive a discounted amount in exchange for earlier payment.
What suppliers will see:
An invitation to register or update their banking, tax, and contact details in PaymentWorks, UC San Diego’s secure onboarding platform.
What you should know:
Your vendors may contact you with questions about the Net-30/Net-60 changes or the new electronic payment options. Direct any inquiries to supplier-outreach@ucsd.edu, and a Services & Support case will be created automatically.
Your support helps ensure a smooth transition to faster, safer, and more sustainable payments for the university community.
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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 calendar 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.
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NEW Commonly Used Reports for Clinical Trials Management
Search Commonly Used Reports for Clinical Trials Management now in bah.ucsd.edu under Budget & Finance to find a cluster of reports that are used in clinical trials management.
We also added a new Clinical Trials Revenue and IDC Reconciliation Report that is based on the Award Contract and Project Summary from the Contract Management Dashboard. This report incorporates additional GL amounts for revenue and IDC that are useful for Sponsor Initiated Clinical trial awards. Look over the blink page for more information.
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📢 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.
In preparation for this change, departments are encouraged to:
- Claim any outstanding payments
- Credit or adjust invoices created in error
- Collect on any outstanding invoices
- Review aging reports to ensure balances are accurate
- Request offsets as needed
Please reference KBA KB0033612 on How to Check Outstanding Invoices
Please reference KBA KB0032208 on How to Claim Unidentified Payments (wires, ACHs & checks) for further instructions on Searching for Unapplied Receipts in Oracle and Searching for Unapplied Receipts in Incoming Payments (Receipts) Report.
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CIPERB: New Functionality Features
- Improved Search functions: performance & filtering enhanced for better search results
- Default View: List View vs. Folder View
- Ability to search for a customer by REMS code (for Sponsored Projects customer accounts)
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Tax ID can now accommodate 20 characters (enhanced for Foreign Entities)
- Ability to create “Clinical Trials” accounts (Account Details > Account Description) are now functional (for SPF only)
- Ability to email multiple bill-to contacts at the same time in the Contact space by using a comma (multiple email addresses are now easier to add within this new functionality)
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Site Profile > Profile Class (ability to override the Account Profile Class for multiple site purposes if needed)
- Billing Events: Event Types now include more event types for Mass Event uploads
- Clinical Trials Event
- Award Milestone
- Award Auto Payment
- Award Scheduled Invoice
**Clinical Trials (CTs) are both PI and Sponsor Initiated; fund managers will be able to edit customer accounts for CT accounts only. Sponsored Projects accounts are only created by SPF.**
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Receipts and Incoming Payments report
When reviewing customer receipts and the Incoming Payments report, please make note of the comments section.
Any comments that include "see attached" denote an attachment regarding important customer remittance information.
It is important to review and assess any attachments included in customer receipts to ensure payments are claimed accordingly.
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The Travel Supplier Spotlight Series Continues!
The Annual Travel Supplier Spotlight is wrapping up, and it’s been a great series so far! University of California’s Central Travel Office has hosted several engaging sessions, with over 2000 participants and remarkable satisfaction ratings of 95%. More than 70% of attendees were active UC travelers and we appreciate your continued participation and feedback.
Attendees have enjoyed exciting giveaways, including airline vouchers, train tickets, hotel stays, and elite status upgrades, always a crowd favorite!
This year, we also asked whether we should include international carriers in future events, and the response was clear, you said yes, so we will explore the option further for next year.
With only three sessions remaining, there’s still time to join us and perhaps get lucky with one of the giveaways, so we hope to see you there!
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December 3 – United Airlines & Lufthansa Group: Learn about exclusive UC contract travel benefits and upcoming updates.
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December 10 – Enterprise/National: Best practices plus what’s included in UC business rental rates and why renting may beat mileage reimbursement.
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December 17 – JetBlue: Perks for UC travelers booking within contract plus insight into their collaboration with United Airlines.
Register now!
View the full schedule and past session recordings on the ConnexUC Travel portal.
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| 📜 Weekly Digest Archive 📜
Be sure to check out our previously published articles to review essential information and announcements.
📢 Fund Management Office Hours
No FMOH this week. The next FMOH is 12/11/25 and will be our inaugural Research Admin Forum. There will be updates & info for the RA community.
📢 Costing Policy & Analysis Recharge Office Hours
Please join us for Costing Policy & Analysis Recharge Office Hours with any questions you have regarding recharge operation management and proposals. This is a ‘drop-in’ session every other Thursday from 10am - 11am on Zoom:
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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!
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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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