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<p class="MsoNormal">Dear Colleagues,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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 “<a href="https://finwebreports.ucr.edu/">Financial Web Reports</a>”. In addition to the notes and reminders from the initial announcement (highlighted below), there are a few known issues:<u><o:p></o:p></u></p>
<p class="MsoNormal"><u><o:p><span style="text-decoration:none"> </span></o:p></u></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level1 lfo6">
Carryforward on non-zero Projects for July 2023 and August 2023 FTDR: <o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
The Financial Transaction Detail Report is a fiscal year based report<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
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.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
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<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
When reconciling non-zero projects for July and August, please focus on the Actuals<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
Non-zero project Inception to Date Budgets in PPM are accurate <o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level3 lfo6">
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.<o:p></o:p></li></ul>
</ul>
<li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level1 lfo6">
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.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level1 lfo6">
July Payroll and Suspense Funding. <o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
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 1<sup>st</sup> were redirected to the Suspense fund 69993. Manual
corrections are in process.<o:p></o:p></li><li class="MsoListParagraphCxSpLast" style="margin-left:4.75pt;mso-add-space:auto;mso-list:l2 level2 lfo6">
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.
<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal" style="margin-left:58.75pt"><o:p> </o:p></p>
<p class="MsoNormal">Please proceed with unit ledger reconciliations and report any concerns per guidelines below.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Sincerely,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Bobbi<o:p></o:p></p>
<p class="MsoNormal"><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_2" src="cid:image001.png@01D9EB9E.43721390" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:40.75pt;mso-add-space:auto"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Msoadm <msoadm-bounces@scotmail.ucr.edu> <b>On Behalf Of
</b>Bobbi McCracken<br>
<b>Sent:</b> Wednesday, September 6, 2023 12:46 PM<br>
<b>To:</b> lrss_users@lists.ucr.edu; msoadm@scotmail.ucr.edu<br>
<b>Cc:</b> Impact23 <impact23@ucr.edu>; Stephanie L Flores <stephanie.flores@ucr.edu>; Jerry Monahan <jerry.monahan@ucr.edu><br>
<b>Subject:</b> [Msoadm] Retracted July 2023 Period Close Reports<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Dear Colleagues,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Bobbi<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Bobbi McCracken <br>
<b>Sent:</b> Tuesday, September 5, 2023 3:22 PM<br>
<b>To:</b> <a href="mailto:lrss_users@lists.ucr.edu">lrss_users@lists.ucr.edu</a>;
<a href="mailto:msoadm@scotmail.ucr.edu">msoadm@scotmail.ucr.edu</a><br>
<b>Cc:</b> Asirra Suguitan <<a href="mailto:asirra.suguitan@ucr.edu">asirra.suguitan@ucr.edu</a>>;
<a href="mailto:jerry.monahan@ucr.edu">jerry.monahan@ucr.edu</a>; Impact23 <<a href="mailto:impact23@ucr.edu">impact23@ucr.edu</a>><br>
<b>Subject:</b> July 2023 Period is Closed in Oracle Financials<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Dear Colleagues,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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 “<a href="https://finwebreports.ucr.edu/">Financial
Web Reports</a><span style="background:yellow;mso-highlight:yellow">”. A few notes and reminders:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level1 lfo3">
<span style="background:yellow;mso-highlight:yellow">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<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">The FTDR is a fiscal year-based report. At this time reconcilers are asked to reconcile PPM project costs against the FTDR.<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">Reconcilers must be provisioned inquiry access to the related systems for the transactions they are responsible for reconciling.
<o:p></o:p></span></li></ol>
</ol>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.5in;mso-add-space:auto;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l4 level3 lfo3">
<![if !supportLists]><span style="background:yellow;mso-highlight:yellow"><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 style="background:yellow;mso-highlight:yellow">Reconcilers should be provisioned the Oracle Financials UCR Inquiry role at a minimum.
<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.5in;mso-add-space:auto;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l4 level3 lfo3">
<![if !supportLists]><span style="background:yellow;mso-highlight:yellow"><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 style="background:yellow;mso-highlight:yellow">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.<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<ol style="margin-top:0in" start="3" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">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.<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">If errors in the data are identified, the departments must have established procedures to ensure corrections are tracked and confirmed.<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">Please review UCR Policies and Procedure-<a href="https://fboapps.ucr.edu/policies/index.php?path=viewPolicies.php&policy=200-97">Ledger Reconciliation & Review Guidelines 200-97</a>. Although updates are
required to address the new systems, the objectives are the same. <o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">If a system error is identified, please submit a ticket using the Impact23 support site:
<a href="https://ucrsupport.service-now.com/finadmin_portal">https://ucrsupport.service-now.com/finadmin_portal</a>
<o:p></o:p></span></li></ol>
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level1 lfo3">
<span style="background:yellow;mso-highlight:yellow">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<o:p></o:p></span></li></ol>
<p class="MsoListParagraphCxSpMiddle"><span style="background:yellow;mso-highlight:yellow">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. <o:p></o:p></span></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level1 lfo3">
<span style="background:yellow;mso-highlight:yellow">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)). <o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level1 lfo3">
<span style="background:yellow;mso-highlight:yellow">At this time, the <a href="https://finwebreports.ucr.edu/">
Financial Web Reports</a> 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.<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level1 lfo3">
<span style="background:yellow;mso-highlight:yellow">Payroll journals for July:<o:p></o:p></span></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">Please note you will see the posting and reversal of several journals. This situation will not re-occur after the August ledgers<o:p></o:p></span></li><li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l4 level2 lfo3">
<span style="background:yellow;mso-highlight:yellow">July payroll journals are mislabeled “August”; this situation has been corrected going forward.<o:p></o:p></span></li></ol>
</ol>
<p class="MsoNormal">Thank you for your patience during the system transitions. <o:p>
</o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Sincerely,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></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@01D9EB9E.43721390" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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