[Msoadm] February 2024 Period Close and Reports
Bobbi McCracken
bobbi.mccracken at ucr.edu
Mon Mar 18 17:18:18 PDT 2024
Dear Colleagues,
The February 2024 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) and Prime PI Summary reports for 2024-02 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the February ledgers:
* The Ledger Reconciliation and Storage Systems is ready to deploy.
* Department SAAs are asked to review their current LRSS matrix in the Enterprise Access Control system to ensure:
? Designated LRSS Reconcilers and Certifiers are correctly identified by Friday, 3/22.
? Note: Matrixes can only be defined by activity structure (i.e., no longer be defined by fund or function)
* Based on the defined LRSS Matrix, Accounting Periods July through February will be populated after Friday.
? Units were previously asked to continue to reconcile monthly ledgers in anticipation of the deployment of LRSS. Periods July through January are asked to be reconciled by 3/31/2024 and certified by 4/15/2024
? The February period should be reconciled by 4/7/2024 and certified by 4/21/2024
? The reconciliation schedule for FY24 is attached
* If updates to reconciler and/or certifier are necessary after LRSS is populated for close periods, Department SAA should follow the instructions for editing historical matrixes<https://o365ucr.sharepoint.com/sites/BFS/Support/LRSS/Pages/saa.aspx>; see "Making Changes to the Ledger Reconciliation Matrix"
* PCard Use Tax. Corrections to PCard related Use Tax are reflected in February ledgers.
* Reversals and correction journals were made to correct tax related PCard entries through 1/30/2024.
* Corrections will be processed in March for PCards posted to ledger after 1/30/2024 through 3/15/2024 (when the change was made to correct the process).
* Non-C&G corrections were posted with "Other" source type.
* C&G corrections will appear in Looker and Financial Transaction Detail report with source code of "Projects."
* Project Portfolio Management (PPM )"Unprocessed Costs"
* PPM strictly enforces business rules to ensure costs are within project start and end dates. When a cost is passed to PPM that is outside of the project start and end dates, it results in an "unprocessed cost" error and the transaction cannot post to the contract or grant.
* Although all applications feeding financial information to contracts and grants in PPM should be prevent expenditures outside of project start and end dates, due to the number of new processes associated with Impact23, business rules continue to be refined to enforce project dates. Occasionally, contract and grant start and end dates are modified retroactively impacting the application's ability to enforce project dates.
* When errors are encountered in payroll, the cost should be redirected to Suspense fund 69993. Since July and due to the complexity of UCPath, a small number of payroll costs are bypassing the start and end date rules each month resulting in discrepancies between PPM expenditures and the GL, Looker-Finance, and Looker-Payroll Details.
* Starting with the February ledgers, these unprocessed salary and benefit cost transaction dates will be modified to allow the transaction to post in PPM. Then a manual journal will be processed to move the cost from the PPM project to the Suspense fund 69993 referencing the actual earnings end date.
* Departments should:
? Initiate Salary Cost Transfer (SCT) requests to correct the original cost to the correct funding source. Once the SCT is processed, the monthly manual journal will clear 69993.
? Regularly review and update Position Funding on expiring contracts and grants
? In situations where an amendment is pending, promptly request a pre-award through RED-SPA (Research and Economic Development-Sponsored Program Administration)
? No-cost Extensions should be initiated in advance of expiration as appropriate.
* Non-Payroll Cost Transfer
* Certain Sales and Service and Auxiliary Revenue accounts are now available in the application.
As issues are identified, please consult the Known Issues<https://impact23.ucr.edu/known-issues-tracker> webpage, and report any new concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
Thanks for your continued patience and support.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Bobbi McCracken
Sent: Tuesday, February 20, 2024 9:09 AM
To: 'lrss_users at lists.ucr.edu' <lrss_users at lists.ucr.edu>; 'msoadm at scotmail.ucr.edu' <msoadm at scotmail.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu>; Stephanie L Flores <stephanie.flores at ucr.edu>; Asirra Suguitan <asirra.suguitan at ucr.edu>; jerry.monahan at ucr.edu
Subject: January 2024 Period Close and Reports
Dear Colleagues,
The January 2024 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) and Prime PI Summary reports for 2024-01 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the January ledgers:
* The deployment of the Ledger Reconciliation and Storage Systems for FY2024 is pending. Please continue to ensure monthly ledgers are reconciled in preparation for the availability of the system.
* Non-zero Projects(i.e., contracts and grants, capital projects)
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. In these circumstances, the budget in PPM may be overstated. Situations will be addressed on a case by case basis as some situations require the manual adjustment and other require a new Kuali award number when additional funding is awarded.
* Non-Payroll Cost Transfers. The new cost transfer application was deployed on 1/12/2024 (see announcement<https://drive.google.com/file/d/1urzyFMdNUTo9CTmVMdgtUzBHiBsC6AS0/view?usp=sharing>).
* Journal entries for non-payroll cost transfer began with the January ledgers
i. The initial journal entries contained the incorrect signs and corrections were immediately initiated. Depending upon the appropriate sign of the transaction, users will see the original erroneous transaction followed by reversal and the correcting journals (e.g., one credit and two debits or one debit and two credits) referencing the same NCT ID.
* For "transfers to" the General Ledger (GL), entries will be summarized by COA, journal line description, journal line reference for each unique NCT ID.
* The transactor can now search for transactions by Source Code.
* NCT ID is now included in Transactor's "Requested NCT" tab
* Note: Several corrections are pending on the use tax accruals associated with PCard entries. If cost transfers are processed on PCard transactions, please be aware that subsequent transfers may be required.
* PCard Use Tax. Corrections to PCard related Use Tax is planned for the February ledgers.
Please proceed with unit ledger reconciliations. As issues are identified, please consult the Known Issues<https://impact23.ucr.edu/known-issues-tracker> webpage, and report any new concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
Thanks for your continued patience and support.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Bobbi McCracken
Sent: Thursday, January 25, 2024 1:00 PM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; 'msoadm at scotmail.ucr.edu' <msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Jerry Monahan <jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>>
Subject: December 2023 Period Close and Reports
Dear Colleagues,
The December 2023 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) and Prime PI Summary reports for 2023-12 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the December ledgers:
* The deployment of the Ledger Reconciliation and Storage Systems for FY2024 is pending. Please continue to ensure monthly ledgers are reconciled in preparation for the availability of the system.
* Non-zero Projects(i.e., contracts and grants, capital projects)
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. In these circumstances, the budget in PPM may be overstated. Situations will be addressed on a case by case basis as some situations require the manual adjustment and other require a new Kuali award number when additional funding is awarded.
* Payroll
* July Payroll and Suspense Funding. Per 9/11/2023 notice to MSOADM, due to the conversion from the old Chart of Account structure (aka FAU) to the new Chart of Accounts, payroll transactions associated with the dates prior to July 1st were redirected to the Suspense fund 69993. Phase 2 of the manual corrections are reflected on the December month end ledgers except when data provided was incomplete and/or charges were split among multiple COAs.
* Remember the manual journals are only reflected in the GL, PPM, Looker-Financials and will NOT be available in Looker-Payroll Distributions
* Org CFAOs have access to detail reports
* The journal line description references the employee id
* General and Employee Liability costs no longer appear in PPM
* Non-Payroll Cost Transfers. The new cost transfer application was deployed on 1/12/2024 (see announcement<https://drive.google.com/file/d/1urzyFMdNUTo9CTmVMdgtUzBHiBsC6AS0/view?usp=sharing>).
* Note: Several corrections are pending on the use tax accruals associated with PCard entries. If cost transfers are processed on PCard transactions, please be aware that subsequent transfers may be required.
* Journal entries for non-payroll cost transfer will begin with the January ledgers
Please proceed with unit ledger reconciliations. As issues are identified, please consult the Known Issues<https://impact23.ucr.edu/known-issues-tracker> webpage, and report any new concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
Thanks for your continued patience and support.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
Sent: Saturday, December 23, 2023 3:40 PM
To: 'lrss_users at lists.ucr.edu' <lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>>; 'msoadm at scotmail.ucr.edu' <msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Jerry Monahan <jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>>
Subject: November 2023 Period Close and Reports
Dear Colleagues,
The November 2023 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) and Prime PI Summary reports for 2023-11 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the November ledgers:
* The deployment of the Ledger Reconciliation and Storage Systems for FY2024 is pending. Please continue to ensure monthly ledgers are reconciled in preparation for the availability of the system.
* Non-zero Projects(i.e., contracts and grants, capital projects)
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. In these circumstances, the budget in PPM may be overstated. A permanent resolution is pending implementation for the December month end ledgers
* Budget data associated with BC75, BC76 and BC77 is now available in Looker Financials
* Payroll
* July Payroll and Suspense Funding. Per 9/11/2023 notice to MSOADM, due to the conversion from the old Chart of Account structure (aka FAU) to the new Chart of Accounts, payroll transactions associated with the dates prior to July 1st were redirected to the Suspense fund 69993. Phase 1 of the manual corrections are reflected on the November month end ledgers except when data provided was incomplete and/or charges were split among multiple COAs. Phase 2 correction are planned for the December month end ledgers.
* General and Employee Liability costs were temporarily posted PPM in November and have been removed. The costs were not in the GL.
Please proceed with unit ledger reconciliations and report any concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
Thanks for your continued patience and support.
Happy Holidays,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Bobbi McCracken
Sent: Monday, December 4, 2023 8:10 PM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>
Subject: October 2023 Period Close and Reports
Dear Colleagues,
The October 2023 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) for 2023-10 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the October ledgers:
* The deployment of the Ledger Reconciliation and Storage Systems for FY2024 is pending
* Prime PI Summary pre-run reports are available as a separate tab under the Financial Web Reports<https://finwebreports.ucr.edu/> AND organized by Prime PI by FY/Month.
* Note: previously closed periods were re-run and organized by Prime PI
* Non-zero Projects(i.e., contracts and grants, capital projects)
* Corrections to the FY23 carryforward budgets on non-zero projects are now appropriately reflected on the FTDR. Balances should agree with the October Prime PI Summary reports
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. In these circumstances, the budget in PPM may be overstated. A permanent resolution is pending implementation for the December month end ledgers
* Regular posting of the PO Encumbrance Report now appear on the Financial Web Reports page
* Note the data is as of a report run date
* The report can be run ad hoc in Oracle for most current balances
* PPM salary commitments are only intended for PPM and the PI Summary reports. These salary commitments will not be reflected on the FTDR
* Budget data associated with BC75, BC76 and BC77 in Looker Financials is currently being tested and has not yet deployed
* Payroll
* July Payroll and Suspense Funding. Per 9/11/2023 notice to MSOADM, due to the conversion from the old Chart of Account structure (aka FAU) to the new Chart of Accounts, payroll transactions associated with the dates prior to July 1st were redirected to the Suspense fund 69993. Phase 1 of the proposed manual corrections should be reflected on the November month end ledgers and Phase 2 on the December month end ledgers
* General and Employee Liability costs were temporarily posted PPM in October and have been removed. The costs were not in the GL
Please proceed with unit ledger reconciliations and report any concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
Thanks for your continued patience and support.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Bobbi McCracken
Sent: Friday, October 27, 2023 12:14 PM
To: 'lrss_users at lists.ucr.edu' <lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>>; 'msoadm at scotmail.ucr.edu' <msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>
Subject: RE: September 2023 Period Close and Reports--Non-Zero Project FTDR Budget Advisory
Dear Colleagues,
Please note due to a data issue between Oracle Budget and Oracle Financials at the end of September, the September Financial Transactions Detail Reports DO NOT reflect the correct budgetary amounts on all non-zero projects (i.e., contracts and grants, capital projects). The correct budget amounts on non-zero projects are reflected in PPM, September Inception to Date reports, September Prime PI Summary reports (with the exception of the item noted in the original communication). This situation is a transition issue related to the refinement of numerous integrations between systems.
I apologize for the inconvenience. The prompt review by campus departments identifying and communicating discrepancies is greatly appreciated.
Sincerely,
Bobbi
From: Bobbi McCracken
Sent: Thursday, October 26, 2023 5:34 PM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>
Subject: September 2023 Period Close and Reports
Dear Colleagues,
The September 2023 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) for 2023-09 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the September ledgers:
* The deployment of the Ledger Reconciliation and Storage Systems for FY2024 is pending.
* Prime PI Summary pre-run reports are available as a separate tab under the Financial Web Reports<https://finwebreports.ucr.edu/>. These reports are organized by Organization and Department values; please note the reports are not organized by Prime PI. The reports can be run ad hoc in Oracle by Prime PI, while the program team is working on this change for future reports.
* Regular posting of the PO Encumbrance Report on the Financial Web Reports page is still pending. The report can be run ad hoc in Oracle.
* Non-zero projects
* Corrections to the carryforward on non-zero projects were processed in September. The September FTDR reports should now agree with the September Inception to Date Budgets and the September Prime PI Summary reports
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. In these circumstances, the budget in PPM may be overstated. A permanent resolution is pending.
* Budget data associated with BC75, BC76 and BC77 in Looker Financials and the Golden Tree Viewer is still pending.
* July Payroll and Suspense Funding.
* Per 9/11/2023 notice to MSOADM, due to the conversion from the old Chart of Account structure (aka FAU) to the new Chart of Accounts, payroll transactions associated with the dates prior to July 1st were redirected to the Suspense fund 69993. Phase 1 of the proposed manual corrections were distributed to ORG CFAOs on 10/13.
Please proceed with unit ledger reconciliations and report any concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
Thanks for your continued patience and support.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Bobbi McCracken
Sent: Monday, October 9, 2023 5:16 PM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; Jerry Monahan <jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>>
Subject: August 2023 Period Close and Reports
Dear Colleagues,
The August 2023 month end ledgers are now officially closed. The related Financial Transaction Detail Reports (FTDR) for 2023-08 have been published and are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>".
Some notes and reminders about the August ledgers:
* The deployment of the Ledger Reconciliation and Storage Systems for FY2024 is pending.
* Prime PI Summary pre-run reports are available as a separate tab under the Financial Web Reports<https://finwebreports.ucr.edu/>. These reports are organized by Organization and Department values; please note the reports are not organized by Prime PI. The reports can be run ad hoc in Oracle by Prime PI, while the program team is working on this change for future reports.
* Regular posting of the PO Encumbrance Report on the Financial Web Reports page is still pending. The report can be run ad hoc in Oracle.
* When reconciling non-zero projects for July and August, please focus on the Actuals for non-zero projects.
* Corrections to the carryforward on non-zero projects were processed in September; therefore, the true non-zero project carryforward will not be reflected on the FTDR until the September reports.
* Non-zero project Inception to Date Budgets and the Prime PI Summary reports in the Report & Analytics Tool menu accurately reflect the data entered in PPM.
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. In these circumstances, the budget in PPM may be overstated. A permanent resolution is pending.
* Budget data associated with BC75, BC76 and BC77 in Looker Financials is still pending.
* July Payroll and Suspense Funding.
* Per 9/11/2023 notice to MSOADM, due to the conversion from the old Chart of Account structure (aka FAU) to the new Chart of Accounts, payroll transactions associated with the dates prior to July 1st were redirected to the Suspense fund 69993. Proposed manual corrections will be distributed to ORG CFAOs this week.
* July and August benefits costs are accurately reflected in the GL, FTDR, Looker Financials and Looker Payroll. In PPM only, the vast majority of benefits costs have been corrected as of the August ledgers.
* Corrections of purchase order and accounts payable related transactions originally recorded to the GL chart string equivalent of the POETAF instead of POETAF were corrected.
Tips for reconciliation using Journal Source:
* On the FTDR, the Journal Source, Journal Line Description, Journal Reference and/or Acct Seq # columns provide key data to trace the transaction back to the source system and transaction. For example,
* Source equals Payables, if the Journal Line Description references a PO, use the Journal Reference to look up the supplier's invoice and see a copy of the invoice in Oracle.
* Source equals Payables, if Journal Line Description does not reference a PO and the Journal References is 8 characters and starts with a P or M, use ePay to look up the transaction source.
* Source equals Payables, if Journal Line Description does not reference a PO and the Journal Reference is 7 characters long, use Concur to look up the transaction source.
* Source equals Purchasing, use the Journal Reference to look up the purchase order details in Oracle.
* Source equals Payroll Labor Distribution or Salary Cost Transfer, use Looker to access payroll distribution details. Remember that payroll should be reconciled to source documents such as timesheets, offer letters, position funding, etc.
* Source equals Banner/SIS, use iReport to access General Operating-SIS Monthly Activity pre-run reports. The Looker Banner data cube deployment is pending.
* Source equals Spreadsheet or Manual, use General Ledger inquiry, add the Acct Seq # to the search criteria fields, enter the Acct Seq # to look up the journal and related attachments.
Please proceed with unit ledger reconciliations and report any concerns by submitting a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
September payroll will be posting soon, and the September ledgers will be closing over the next week. Thanks for your continued patience and support.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller (retiring)
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Bobbi McCracken
Sent: Wednesday, September 20, 2023 10:29 AM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; Jerry Monahan <jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>>
Subject: July 2023 Period Close Reports Re-published
Dear Colleagues,
Thanks again for your continued patience as the Impact23 team works through challenges with the initial implementation of the financial systems and integrations. The July 2023 Financial Transaction Detail Reports (FTDR) have been re-published are available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>". In addition to the notes and reminders from the initial announcement (highlighted below), there are a few known issues:
* Carryforward on non-zero Projects for July 2023 and August 2023 FTDR:
* The Financial Transaction Detail Report is a fiscal year based report
* Carryforward balances are generated from Oracle Budget. Oracle Budget is an annual budget. When Budget data is synchronized with the General Ledger, it is a complete replacement.
* Corrections to the carryforward on non-zero projects were processed in September; therefore, the true non-zero project carryforward will not be reflected on the FTDR until the September reports
* When reconciling non-zero projects for July and August, please focus on the Actuals
* Non-zero project Inception to Date Budgets in PPM are accurate
* Note there are a few situations on converted awards where there were multiple UCRFS funds, one or more funds were closed so that portion of the award did not convert, AND a new increment of funding was received after conversion. The budget in PPM may be overstated.
* Budgets associated with BC75, BC76 and BC77 have been corrected on the FTDR. However, the resolution of the issue in Looker Financials is still pending.
* July Payroll and Suspense Funding.
* Per 9/11/2023 notice to MSOADM, due to the conversion from the old Chart of Account structure (aka FAU) to the new Chart of Accounts, payroll transactions associated with the dates prior to July 1st were redirected to the Suspense fund 69993. Manual corrections are in process.
* July salary and benefits are accurately reflected in the GL, FTDR, Looker Financials and Looker Payroll. In PPM only, a small number of projects do not reflect the full benefit amounts for July; corrections are pending.
Please proceed with unit ledger reconciliations and report any concerns per guidelines below.
Sincerely,
Bobbi
Associate Vice Chancellor and Controller
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
From: Msoadm <msoadm-bounces at scotmail.ucr.edu<mailto:msoadm-bounces at scotmail.ucr.edu>> On Behalf Of Bobbi McCracken
Sent: Wednesday, September 6, 2023 12:46 PM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Cc: Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>; Stephanie L Flores <stephanie.flores at ucr.edu<mailto:stephanie.flores at ucr.edu>>; Jerry Monahan <jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>>
Subject: [Msoadm] Retracted July 2023 Period Close Reports
Dear Colleagues,
Thanks for your thorough and prompt review of the July 2023 Financial Transaction Detail Reports (FTDR). Several issues were identified requiring the reports to be revised and regenerated (e.g., BC75/76/77, C&G Project carryforward budgets, etc.). As the FTDR are the official campus ledgers, the July reports generated on 9/5/2023 must be retracted. An additional communication will be distributed once the new July reports are available. I apologize for the inconvenience.
Bobbi
From: Bobbi McCracken
Sent: Tuesday, September 5, 2023 3:22 PM
To: lrss_users at lists.ucr.edu<mailto:lrss_users at lists.ucr.edu>; msoadm at scotmail.ucr.edu<mailto:msoadm at scotmail.ucr.edu>
Cc: Asirra Suguitan <asirra.suguitan at ucr.edu<mailto:asirra.suguitan at ucr.edu>>; jerry.monahan at ucr.edu<mailto:jerry.monahan at ucr.edu>; Impact23 <impact23 at ucr.edu<mailto:impact23 at ucr.edu>>
Subject: July 2023 Period is Closed in Oracle Financials
Dear Colleagues,
The first Accounting Period, July 2023, under the new Oracle Financial system has been closed. Financial Transaction Detail Reports are now available in RSpace under the Tools section "Financial Web Reports<https://finwebreports.ucr.edu/>". A few notes and reminders:
1. Regardless of the process used to reconcile your monthly ledgers, the Financial Transaction Detail Report (FTDR) should be used as the basis to ensure completeness of the data being reconciled
* The FTDR is a fiscal year-based report. At this time reconcilers are asked to reconcile PPM project costs against the FTDR.
* Reconcilers must be provisioned inquiry access to the related systems for the transactions they are responsible for reconciling.
i. Reconcilers should be provisioned the Oracle Financials UCR Inquiry role at a minimum.
ii. Individual reconciling payroll transactions will need to complete the Gender Recognition and Live Name training in LMS, sign the Non-Disclosure agreement, and be provisioned access to Looker-Finance-Payroll Distribution role.
* Reconciliations should be to source documents (such as purchase orders, invoices, etc.) When reconciling payroll transactions, the user should be validating against source documents (e.g., signed offer letters, promotion letters, leave notices, etc.) and the Time & Attendance Reporting System (TARS). A reconciliation of the FTDR to the Payroll Distribution Database is insufficient.
* If errors in the data are identified, the departments must have established procedures to ensure corrections are tracked and confirmed.
* Please review UCR Policies and Procedure-Ledger Reconciliation & Review Guidelines 200-97<https://fboapps.ucr.edu/policies/index.php?path=viewPolicies.php&policy=200-97>. Although updates are required to address the new systems, the objectives are the same.
* If a system error is identified, please submit a ticket using the Impact23 support site: https://ucrsupport.service-now.com/finadmin_portal
1. The updated Ledger Reconciliation and Storage System (LRSS) under the new COA is not yet available. Ledgers should continue to be reviewed and reconciled. Once the updated LRSS is deployed, users will be asked to mark the July ledgers as reconcile and certify in LRSS
Note: Department SAA will need to recreate the LRSS matrixes once the replacement system is deployed. Additional guidance will be provided upon deployments, so please begin evaluating if changes in roles are necessary.
1. Please work with your department financial manager to evaluate your reconciliation procedures under the new financial systems and Chart of Accounts. As you are aware, most transactions are processed using workflow approval (versus the Post Audit Notification (PAN)).
2. At this time, the Financial Web Reports<https://finwebreports.ucr.edu/> only contain the FTDR. In the near future, the monthly PI Summary Reports by PI and the Encumbrance Reports will be housed at this site.
3. Payroll journals for July:
* Please note you will see the posting and reversal of several journals. This situation will not re-occur after the August ledgers
* July payroll journals are mislabeled "August"; this situation has been corrected going forward.
Thank you for your patience during the system transitions.
Sincerely,
Bobbi McCracken
Associate Vice Chancellor and Controller
Business & Financial Services
http://bfs.ucr.edu/
[signature_2034439392]
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