[Msoadm] Business & Financial Services Insider News

Wed Apr 30 13:04:56 PDT 2025

Dear Colleagues,

The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/126F2DFB> delivers key updates and activities
related to *financial systems, reports, and business processes* that
support your work. Please take a few minutes to review the latest edition
and share it with your departmental teams as needed.

Sincerely,

*Asirra Suguitan*
Associate Vice Chancellor and Campus Controller
Business & Financial Services

*http://bfs.ucr.edu/* <http://bfs.ucr.edu/>

[image: image.png]

* Payroll Certification is Live!*

Department Coordinators with EACS access can log in via R'Space or
https://payrollcert.ucr.edu/
<https://ucr.benchurl.com/c/l?u=126F2E37&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
. For training and guidance, visit the Payroll Certification webpage
<https://ucr.benchurl.com/c/l?u=126F2E38&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>.Office
hours are held every Thursday from 3–3:30 PM through May 15.
*Join here*: https://ucr.zoom.us/j/91275240075
<https://ucr.benchurl.com/c/l?u=126F2E39&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>

*Legacy Purchase Order Update*
As part of the Fiscal Close preparation process, all legacy purchase orders
(converted from eBuy) under $10,000 will be * Finally Closed* to support
Oracle PO carryforward activities. This action will help release
encumbrance balances and ensure financial reports reflect accurate
information. Departments are encouraged to continue their own PO cleanup
efforts. For more information, see *slide 15* in the BFS User Group
presentation linked below.
*Planning an Event? Submit Performance Agreements Early *
If you are coordinating an upcoming event, please ensure you allow *at
least 30 days* to process the Performance Agreement
<https://ucr.benchurl.com/c/l?u=126F2E3A&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>.
These agreements often require coordination across multiple campus
departments and may involve additional reviews and approvals depending on
the event type.

*If the required 30-day lead time cannot be met, your event may need to be
rescheduled to allow sufficient time for processing.*

* What’s Required for a Performance Agreement?*

   - Fill out the Intake Questionnaire a month in advance of the event
(available
   here
   <https://ucr.benchurl.com/c/l?u=126F2E3B&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
   ).
   - If your supplier does not carry insurance, submit a waiver request
   through Risk Services
   <https://ucr.benchurl.com/c/l?u=126F2E3C&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
   .

* Hosting an Event on Campus?*.

   - Event Checklist (PDF)
   <https://ucr.benchurl.com/c/l?u=126F2E3D&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
   - Submit via https://citizenserve.com/ucr

Please ensure you allow enough time when submitting Performance Agreement
requests to Business Contracts so that your event can go ahead as planned,
and the University is protected against potential damage and liability.
*Avoid PO Rejections on Orders Over $10K*
To ensure compliance with procurement policies, all purchase orders *(POs)
over $10,000* must be routed to a procurement services buyer for approval.
The safeguard helps maintain policy adherence and supplier agreements.
However, some departments inadvertently bypass this process by manually
updating the buyer field to their name. When this happens, central
procurement must reject the PO, leading to delays and extra work. To
prevent rejections:

   - *Do not change the buyer field* on requisitions over $10K—the system
   will assign the correct procurement buyer automatically.
   - If a PO over $10K is rejected, check the buyer field and correct it
   before resubmitting.

*Purchasing Dell Products? *
Departments must use the correct Dell supplier record for non-catalog POs.
Dell Marketing LP is the designated supplier for purchasing Dell computers
and related equipment. However, some departments mistakenly use the Dell
Financial Services supplier record. Be sure to double-check!
*Purchasing Furniture Products?*
Please note that BKM, a dealer of the Steelcase Agreement, has officially
changed its name to Hyphn. The procurement furniture webpage
<https://ucr.benchurl.com/c/l?u=126F2E3E&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
is updated to reflect this change. Departments should look for "Hyphn"
instead of "BKM" when submitting requisitions.
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*Multiple Payments on a PO? Use the Right Request Form to Avoid Delays*

To ensure timely and accurate payment processing, departments should select
the appropriate request form for multiple payments, which will structure
the purchase order (PO) correctly.

* For Multiple Payments, Use the Lump Sum Form*

   -

   The Non-Catalog Requisition for Lump Sum Purchases form is the preferred
   option when multiple payments are needed.
   -

   Indicate the payment schedule in the item description (monthly,
   quarterly, etc.).

*Used the Under $10K Form? Adjust the Quantity & Unit Price*

   -

   Adjust the quantity and unit price accordingly if using the Non-Catalog
   Requisition <$10K for Goods and Services and multiple payments are required.
   -

   If the PO remains at "1 each," Oracle will mark the payment as complete
   after the first invoice, preventing additional payments.

* Example of "1 each": When a purchase order is set to "1 each," Oracle
assumes payments are complete after the first payment is issued. As a
result, additional payments cannot be made unless a change order is
submitted. *

*Automated Concur Notifications for PCards *To improve compliance and
reduce past-due transactions, *automated Concur notifications* have been
activated. Notifications were developed to remind cardholders (and
delegates) to reconcile transactions older than 7 days and approvers to
review pending reports. The notification schedule is outlined below. Read
the full notice here
<https://ucr.benchurl.com/c/l?u=126F2E3F&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
.

*Southwest Airlines Baggage Policy*

Starting *May 28*, Southwest Airlines will end its longstanding *"Two Bags
Fly Free"* policy for flights booked on or after this date. This change may
impact *travel plans and budgets.*

For more details, read the full article from Business Travel News: Southwest
to End Two-Bags-Fly-Free Policy
<https://ucr.benchurl.com/c/l?u=126F2E40&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
.

*Financial Transaction Details Reports (FTDR) Correction *Following logic
adjustments, FTDR inaccuracies from prior months have been corrected.
For certain POs, the corresponding COA was netting zero due to actuals and
encumbrances that occurred in the same period. As a result, these
transactions did not appear on the FTDR, causing discrepancies between the
FTDR, the General Ledger (GL), and Looker Finance data. Beginning with the
February report, these transactions are now accurately reflected and
available in Financials Web Reports
<https://ucr.benchurl.com/c/l?u=126F2E41&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
.

*Card Aging Report *A new version was released in iReport as of *March 14. *Key
Updates: The report type (Column F) has been expanded to encompass all
report types. The payment type (Column L) is now restricted to PCard,
Prepaid-Ghost Card (charges processed via Anthony Travel), and T&E Card
transactions only. For those who need to examine the aging of other
expenses, please consult the Concur Expense Allocation Details. All
departmental Concur reports can be found in iReport under General Operating
> Concur Departmental Reports.

*PPM Reports *EMF uses the following Project Portfolio Management (PPM)
reports for invoicing and financial reporting.

   - *UCR ITD Cumulative Report*: Includes filters for award number and
   accounting
   period "as of" date.
   - *PPM Expense Detail Report*: Shows detailed expenses incurred by
   award, organization, or PI.

Please be sure to use these reports together, along with departmental
reports, when reconciling. Any discrepancies should be reported by
submitting a ticket.

*ICYMI: April User Group Meeting Recap *

Watch the recording and view the presentation slides
<https://ucr.benchurl.com/c/l?u=126F2E42&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
to catch up on key updates, including fiscal year-end close, endowment
distribution, payroll certification, fixed price awards, and cost share
reporting. We also covered guidance on the Suggested Buyer field, legacy PO
cleanup, and introduced Redwood Self Service Procurement. Don’t miss out!
<https://ucr.benchurl.com/c/l?u=126F2E43&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>

*Known Issues Tracker  *Review the
<https://ucr.benchurl.com/c/l?u=126F2E44&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>Known
Issues Tracker
<https://ucr.benchurl.com/c/l?u=126F2E44&e=19C1DBE&c=158834&&t=0&l=124932004&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=2>
for the latest information on issues affecting financial processes and
reports.

*Insider News is brought to you by Business & Financial Services,
delivering timely updates on financial systems, reports, and business
processes to support your work. *

Visit Our Website
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