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<p class="paragraph" style="margin:0in;vertical-align:baseline"><span class="normaltextrun">Dear Colleagues,</span><span class="eop"> <o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p> </o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">As a part of the transition to new financial systems under the
</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://impact23.ucr.edu/" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Impact23 Program</span></span></a></span><span class="normaltextrun">
and in preparation for data conversion/fiscal closing, several procedural changes related to Business Meetings and Entertainment reimbursements and payments are being implemented. The guidance is outlined below.<o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline"><span class="normaltextrun"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo3;vertical-align:baseline">
<span class="normaltextrun">Effectively immediately, the “ePay PO Back-Up” process will be eliminated. This change will allow the university to pay all outstanding purchase orders involving meals, light refreshments, and related services connected to business
meeting and entertainment expenses prior to the data conversion and implementation of Oracle Financials.
<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level2 lfo3;vertical-align:baseline">
<span class="normaltextrun">Departments will still be required to approve invoices over $10K prior to payment<o:p></o:p></span></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level2 lfo3;vertical-align:baseline">
<span class="normaltextrun">Departments are responsible for ensuring expenditures comply with the requirements of UC Policy BUS-79 and obtaining/retaining the appropriate approvals for these expenses for audit purposes. The Accounting Office suggests retaining
this documentation with the unit’s monthly ledger reconciliation support. <o:p>
</o:p></span></li></ol>
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo3;vertical-align:baseline">
<span class="normaltextrun">Now through 6/16/2023: Department should continue to use ePay to document
<u>reimbursements</u> for Business Meetings and Enter</span><span class="eop">tainment. June 16<sup>th</sup> is the last day ALL approved ePay transactions must be in the Accounting Office’s queue in order to be processed and recorded in the FY2023 ledgers.
<o:p></o:p></span></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo3;vertical-align:baseline">
<span class="eop">ePay transition/blackout dates are 6/17/2023 through 7/6/2023.
<o:p></o:p></span></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo3;vertical-align:baseline">
<span class="eop">On 7/7, ePay will be available using the new Chart of Account with a reduced scope.<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level2 lfo3;vertical-align:baseline">
<span class="eop">ePay transactions will focus primarily on the following categories of non-payroll payments many of which have tax withholding requirements:<o:p></o:p></span></li></ol>
</ol>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Honoraria to non-UC employees and non-UCR students<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Human Subject Payments<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>iii.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Performance Agreements<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>iv.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Stipends to non-students<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>v.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Casual labor<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>vi.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Game Officials<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>vii.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Homestay<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>viii.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="eop">Refunds<o:p></o:p></span></p>
<ol style="margin-top:0in" start="5" type="1">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo3;vertical-align:baseline">
<span class="eop">On 7/5, upon the deployment of Oracle Financials, any Business Meeting and Entertainment transactions procured via a Purchase Order will require the following:<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level2 lfo3;vertical-align:baseline">
<span class="eop">PO transactor to designate the requisition accordingly<o:p></o:p></span></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level2 lfo3;vertical-align:baseline">
<span class="eop">Department Procurement Financial Approver to:<o:p></o:p></span></li></ol>
</ol>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]><span class="eop">Certify compliance with UC
</span><span class="normaltextrun">policy </span><a href="https://policy.ucop.edu/doc/3420364/BFB-BUS-79" target="_blank"><span class="normaltextrun">BUS 79: Expenditures for Business Meetings, Entertainment, and Other Occasions</span></a><span class="normaltextrun">;</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="normaltextrun"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]>Confirm
<span class="normaltextrun">the necessary approval have/will been obtained upon completion of the event<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo3;vertical-align:baseline">
<![if !supportLists]><span class="eop"><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>iii.<span style="font:7.0pt "Times New Roman""> </span></span></span><![endif]><span class="normaltextrun">Ensure<span style="color:#0E101A"> all supporting documentation is available for audit purposes (ideally attached to the PO)</span></span><span class="eop"><span style="color:#0E101A"> </span><o:p></o:p></span></p>
<ol style="margin-top:0in" start="6" type="1">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo3;vertical-align:baseline">
<span class="eop"><span style="color:#0E101A">On 7/5, Concur Phase 2 will be deployed. One of the many new features in Concur will include the ability to process reimbursement requests related to Business Meetings and Entertainment.</span><o:p></o:p></span></li></ol>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.75in;vertical-align:baseline">
<o:p> </o:p></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">The above changes were discussed at the May </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://ucr.zoom.us/rec/share/8ZnHUjFTbG_o3n5xKDSMwdTnWjj3ojVJlXDRZ3XylOCDqXDTFw_d4gl_b8l3TnVA.ARkaOghVtLycYqem" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Impact23
User Group</span></span></a></span><span class="normaltextrun">, please review the link to the recording to hear additional information on the topic. Please direct questions about these changes to </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="mailto:epayfeedback@ucr.edu" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">epayfeedback@ucr.edu</span></span></a></span><span class="normaltextrun"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p> </o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">Sincerely,</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal">Bobbi McCracken<o:p></o:p></p>
<p class="MsoNormal">Associate Vice Chancellor and Controller<o:p></o:p></p>
<p class="MsoNormal">Business & Financial Services<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="http://bfs.ucr.edu/"><b><span lang="EN">http://bfs.ucr.edu/</span></b></a></span><b><u><span lang="EN" style="color:#383838"><o:p></o:p></span></u></b></p>
<p class="MsoNormal"><img border="0" width="157" height="48" style="width:1.6333in;height:.5in" id="Picture_x0020_1" src="cid:image001.png@01D98585.F6DEC740" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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