[Msoadm] Fw: Important Updates and Deadlines from the Budget Team

[Kristina Hartley]

From: Kristina Hartley
Sent: Thursday, May 30, 2024 11:52 AM
To: OracleBudget-Users at ucr.edu <OracleBudget-Users at ucr.edu>
Cc: Stephanie L Flores <stephanie.flores at ucr.edu>; Susana Salazar <susana.salazar at ucr.edu>
Subject: Important Updates and Deadlines from the Budget Team

Good morning Oracle Budget & COA Users,
We need to share updates and upcoming deadlines regarding the Oracle Budget and GradESS systems:
1.   Key Deadlines:
o  May Staffing:
§  Snapshot Date: May 31st – Historically we have always taken a Staffing snapshot on May 31st.  Our apologies if we missed a formal communication.  We typically use this snapshot as a prelim for close so if you were not aware of the May deadline, it should not be an issue from our end, we just ask that you please ensure to clear any out of balances prior to our June 14th deadline.
§  Please note that as of this morning, the BDP feed into Oracle Budget failed, we are working to fix; however, no data is flowing to staffing reports so you may not be able to see anything until tomorrow morning.
§  If you were actively fixing staffing for May, we will delay the snapshot until COB May 31st to make changes (in Oracle Budget and BDP), this snapshot will simply be used as a guide to reach out to units for the June 14th expectations.
o  Budget Process Due: Open May 30th through June 21st
o  Start-up Reports Due: May 31st
o  Commitment Requests in Oracle Budget Due: May 31st – communicated via Accounting closing letter
o  CBR Recon Templates Due: June 17th
o  June Staffing:
§  Snapshot Date: June 15th
§  Last Day for Changes: June 14th (Oracle Budget and BDP)
2.   Invalid COA Combinations in GradESS:
o  Units were entering invalid Chart of Accounts (COA) combinations in GradESS, such as pairing a financial aid BC with a non-financial aid function, or vice versa.
o  These entries bypassed our rules and led to incorrect postings. When units tried to clear these deficits via intra-org adjustments, the system correctly disallowed these combinations.
o  FP&A has corrected these entries.
o  Moving forward, ensure that COAs entered into GradESS use only Financial Aid BCs with the Financial Aid function.
2.   PERM Adjustments in Oracle Budget with Cents:
o  Oracle Budget is currently allowing PERM adjustments (both inter and intra) with cents, which should not be allowed.
o  We are updating the system rules to prevent this and will make necessary corrections on the backend before fiscal close.
Please adhere to these guidelines and deadlines to avoid any issues. If you have any questions, feel free to reach out.
Thank you for your hard work as we learn the new financial systems together.
Best,
The FP&A Team
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