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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">The Impact23 Insider News provides essential updates and activities related to the financial system replacement program. Please take a few minutes to read the
<a href="https://clt1411124.bmeurl.co/111E684F">Impact23 Insider News – June 2024</a> edition and share it with your departmental teams as appropriate.<o:p></o:p></p>
<p class="MsoNormal"><br>
Sincerely,<o:p></o:p></p>
<p class="MsoNormal"><b><i><span style="font-size:12.0pt"><br>
Asirra Suguitan</span></i></b><span style="font-size:12.0pt"><br>
Associate Vice Chancellor and Campus Controller<br>
Business & Financial Services<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;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="font-size:12.0pt;color:#383838"><o:p></o:p></span></u></b></p>
<p class="MsoNormal"><img border="0" width="157" height="49" style="width:1.6354in;height:.5104in" id="Picture_x0020_1" src="cid:image001.png@01DAB762.CA9B3BE0" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="line-height:0%"><span style="font-size:1.0pt">June 2024 | 17th Edition<o:p></o:p></span></p>
</div>
<p class="MsoNormal"><img border="0" width="1" height="1" style="width:.0104in;height:.0104in" id="_x0000_i1026" src="https://clt1411124.benchurl.com/c/o?e=181BB5C&c=158834&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&relid=AFA2133"><o:p></o:p></p>
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<p class="MsoNormal"><strong><span style="font-size:11.5pt;font-family:"Arial Black",sans-serif;color:black">June 2024</span></strong><strong><span style="font-size:11.5pt;font-family:"Arial",sans-serif;color:#383838">
</span></strong><span style="font-size:11.5pt;font-family:"Arial",sans-serif;color:#383838">| 17th Edition</span><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Greetings from the Impact23 Insider News! We hope this newsletter finds you well and thriving. As always, we are excited
to share the latest updates and insights to keep you informed. Thank you for being a part of our community.
<a href="https://clt1411124.benchurl.com/c/l?u=111E6796&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">
More Information link.</a><o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:13.5pt;font-family:"Arial Black",sans-serif;color:white">IMPORTANT REMINDERS</span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">FY2024 Campus Closing Deadlines</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The campus closing schedule has been finalized for FY2024. This is the first fiscal closing using the Oracle
systems, new Chart of Accounts, and other Impact23-related systems, and the schedule has been modified accordingly. The departmental tasks and deadlines are described in the
<u><a href="https://clt1411124.benchurl.com/c/l?u=111E6798&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none">FY 2024 Closing Letter</span></a></u>. Please review the guidance, share
it with your unit's fiscal closing personnel, and plan accordingly. Contact <a href="mailto:fyclose@ucr.edu">fyclose@ucr.edu</a> with questions or concerns.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Updated Office Hours Schedule</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">
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The Impact23 team has updated the office hours schedule and introduced a new cadence.
<u><a href="https://clt1411124.benchurl.com/c/l?u=111EC381&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none">Office Hours</span></a></u> will be held every other week through June
and will transition to once a month beginning in July. Please note that Kuali Sponsored Programs office hours remain unchanged and will continue every week.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">As the first fiscal closing<strong><span style="font-family:"Arial",sans-serif"> </span></strong>in the
new systems approaches, attend one of the two upcoming office hour sessions focused on navigating departmental tasks and deadlines.<o:p></o:p></span></p>
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<em><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">June 10 @ 9:30am Post Award for Contracts & Grants</span></em><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:black;line-height:125%;mso-list:l0 level1 lfo3">
<em><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">June 12 @ 3pm Financial Reporting & Boundary Systems</span></em><i><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><o:p></o:p></span></i></li></ul>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><strong><span style="font-size:13.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:white">TRAVEL & EXPENSE</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#0032A3"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
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<p class="MsoNormal"><img border="0" width="180" style="width:1.875in" id="_x0000_i1029" src="https://images.benchmarkemail.com/client1411124/image15724065.png"><o:p></o:p></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:#383838">New Automated Deactivation Process Implemented for Concur User Profiles </span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">
<br>
Previously, Concur user profiles did not automatically deactivate when users lost an EACS role or separated from UCR, causing issues for users and Accounting during expense report processing. To address this, an automated Concur profile deactivation process
was implemented on 4/17/2024, allowing Concur Delegates 25 calendar days to submit expense reports on a deactivated profile for reconciliation. <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Concur profiles are now deactivated if the user no longer has an EACS role, an active NetID (e.g., separation
from UCR), or if their Employee Supplier/Supplier record is inactive or missing (e.g., Contingent Workers). System warnings and flags will indicate deactivation, ensuring the proper final payment process can be followed. <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><strong><span style="font-size:13.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:white">PROCURE TO PAY</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#0032A3"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Finally Closed Guidance</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Recently it was brought to our attention that one of the updates to Oracle Financials made it possible
to reopen a finally closed PO. Please do not use this functionality and reopen a finally closed PO until further notice. We are researching to ensure this process flows appropriately to the ledger and does not cause unforeseen issues. <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">UCR Purchase Order Detail Report Enhancements</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The "
<em><span style="font-family:"Arial",sans-serif">UCR Purchase Order Detail Report"</span></em> has been enhanced with additional details and functionality! Notably, PCards can now be excluded from queries when running the report.<o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">To explore the new features and column headers, click the button below to watch Linda Casteel's demonstration
from the May User Group meeting.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:white"><a href="https://clt1411124.benchurl.com/c/l?u=11288477&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="color:white;text-decoration:none">WATCH
NOW!</span></a></span></b><b><span style="font-size:10.5pt;font-family:"Arial",sans-serif"><o:p></o:p></span></b></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Supplier Reports</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The "
<em><span style="font-family:"Arial",sans-serif">Prospective Supplier_Payee Status Summary Report (Department)"</span></em> in Oracle Financials allows you to check if a supplier is spend-authorized or to review their status in the setup process. Access it
under Tools > Reports & Analytics > Browse Catalog > Shared Folders > Custom > UCR > Reports > Supply Chain > Procurement > BI.
<br>
<br>
To run the report, select the Supplier/Payee name and/or number from the dropdown and click Apply. If you're unsure if a supplier is in the system or a request has been submitted: <o:p></o:p></span></p>
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<li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l4 level1 lfo6">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">Check if the supplier is spend-authorized in Oracle Financials (<a href="https://clt1411124.benchurl.com/c/l?u=111FFEF6&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">guidance</a>)
or verify their status using the " <em><span style="font-family:"Arial",sans-serif">Prospective Supplier Payee Status Summary Report</span></em>."<o:p></o:p></span></li><li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l4 level1 lfo6">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">For suppliers needing support to complete the process, additional resources are available on the
<u><a href="https://clt1411124.benchurl.com/c/l?u=111FFEF7&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none">Training</span></a></u> resources webpage. <o:p></o:p></span></li></ol>
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<p class="MsoNormal" style="line-height:125%"><strong><i><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Do not submit a new registration request if one has already been submitted.</span></i></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">
To check the status of a supplier/payee request or see if another department has requested the supplier/payee, run the "
<em><span style="font-family:"Arial",sans-serif">UCR Supplier Registration Status Summary Report"</span></em> in Oracle Financials. For further assistance, contact the
<u><a href="https://clt1411124.benchurl.com/c/l?u=111FFEF8&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none">concierge team</span></a></u>.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">EACS & Oracle Financials Provisioning Synchronization Fixed </span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">EACS roles for Oracle Financials provisioned early during deployment (June - August 2023) had synchronization
errors affecting access to certain accountability structures. Consequently, some users were not added to departmental workflows for requisition, PO, and invoice approvals. The root cause was identified and fixed in 2023, and data cleanup has ensured that EACS
and Oracle Financials are now fully synced. Users should now have full access to their respective EACS provisionings in Oracle Financials.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><strong><span style="font-size:13.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:white">CONTRACTS & GRANTS</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#0032A3"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:150%"><span style="font-size:10.5pt;line-height:150%;font-family:"Arial Black",sans-serif;color:#383838">Guidelines for Cost Sharing</span><span style="font-size:10.5pt;line-height:150%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Cost share projects established can be used to incur expenditures and are available to use for costs transfers.
The current design has only one cost-sharing project (099) with the following parameters: <o:p></o:p></span></p>
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<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">One project organization is allowed on a cost sharing project.<o:p></o:p></span></li><li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l5 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">A function code override can be implemented, but only one function code can be associated with a project.<o:p></o:p></span></li><li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l5 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">A cost sharing project can have several UCR internal funding sources. If there are more than one internal funding sources, please provide the remaining cost sharing commitment broken
down by fund source.<o:p></o:p></span></li><li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l5 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">The activity and function must be the same for all funding sources; it may be necessary to rebudget in Oracle Budget to properly align all cost sharing sources under the same activity
and function—this rebudgeting can be tracked using Flex1 and Flex2 with the default/zero project.<o:p></o:p></span></li></ol>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><em><b><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Cost Sharing on Converted Awards</span></b></em><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">As part of conversion this was defaulted to the internal funding source of 19900. Initially, many of the budgets were set at $1 because that is the amount that was
required to expend. Once the budget was set, then it was possible to start incurring expenses with the 99 record and the 19900 fund (default). This allowed for the recording of costs under that cost sharing project.
<o:p></o:p></span></p>
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<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The cost sharing budget on converted awards was only a dollar because a cost sharing report that went through 6/30/2023 was needed. EMF needs the cost share report
through 6/30/2023 to show the balance remaining on the cost share so the budget as of 7/1/2023 could be created in PPM.
<o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">For example, if your cost sharing commitment was $10,000, and in the old UCRFS environment you had already
met $5,000 of it, the balance as of 7/1/2023 will be $5,000 and that amount will be allocated to the cost share project in PPM.<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><strong><i><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Cost Sharing on New Awards</span></i></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">A link to a Kuali Build form is in the Campus Award Notice email. The department must complete it within two business
days to specify the cost-sharing fund source.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">If an award and the related project include
<strong><span style="font-family:"Arial",sans-serif">cost sharing</span></strong>, submit the cost sharing chart string segments (activity-fund-function-program) that should be used in PPM by submitting the "<strong><span style="font-family:"Arial",sans-serif">
</span></strong><em><b><span style="font-family:"Arial",sans-serif">Chart of Accounts – Sponsored Awards (for Cost Sharing and/or Default Override)"</span></b></em><strong><span style="font-family:"Arial",sans-serif">
</span></strong>Kuali Build form within two business days of the notification to avoid setup delays. The form is available <a href="https://clt1411124.benchurl.com/c/l?u=11200948&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="color:#0000EE">here</span></a>.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">The Budget Process</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">All units need to participate in the Budget Process this year. With the new Rollover process consolidating cash balances to BC75, the main focus is for units to budget
Rollover (carryforward) in other BCs if you anticipate the need to activate COAs for expenses starting July 1. This involves creating a deficit in BC75 and offsetting it in other BCs. Remember, BC35 and BC36 are not consolidated to BC75. Save all your work,
as anything done here will be part of your execution actions for FY25. <o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The budget process is now open for units to budget Rollover balances. Detail codes for student awards are
reviewed against budget in July and so any details codes that are planned to be used in FY25, need to have budget established in the COA in the budget process with a $1 InterOrg transfer to Grad Division or UG Financial Aid.
<em><b><span style="font-family:"Arial",sans-serif">See <a href="https://clt1411124.benchurl.com/c/l?u=112858BF&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">
our website</a> for a guide and video overview.</span></b></em><o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><em><b><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The Budget Process: Perm Budget</span></b></em><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The perm budget adjustment page is labeled as a December snapshot, but due to the late start, we've used
the May 1 Perm Budget Data as a base and starting point. This year, there's no expectation for you to take action in this tab. Feel free to explore and provide feedback. None of this data will flow to execution.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><em><b><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The Budget Process: Rollover Guidelines</span></b></em><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">When budgeting the rollover, if you don't see the COA you need to impact, similar to the control budget
adjustment section in execution, you can add an adjustment row here.<o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><br>
All values created from the budget process will offset against your actual Rollover in FY25 execution. Overestimating your rollover will create a deficit in BC75 when the true rollover value is offset against the deficit you created. This can be corrected with
a budget adjustment in execution in the new fiscal year.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Key Budget Deadlines</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">As we approach the new fiscal year, there are a number of deadlines which are important to keep in mind.<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Snapshot Date: May 31<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Final Day for Changes<strong><span style="font-family:"Arial",sans-serif">:</span></strong> June 14 (Oracle Budget & BDP)<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#003DA5">Start-up Reports</span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">May 31<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#003DA5">Commitment Requests</span></strong><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#FF671F"> </span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">May 31<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#003DA5">Budget Process</span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Open May 30 through June 21 <o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#003DA5">June Staffing</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Snapshot Date: June 15<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Final Day for Changes<strong><span style="font-family:"Arial",sans-serif">:</span></strong> June 14 (Oracle Budget & BDP)<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#003DA5">CBR Reconciliation</span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#003DA5">Templates </span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">June 17<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#003DA5">*<strong><span style="font-family:"Arial",sans-serif">
</span></strong><em><b><span style="font-family:"Arial",sans-serif">May Staffing</span></b></em></span><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black">:</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#003DA5">
</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black">Historically, FP&A takes a staffing snapshot on May 31.</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"> Apologies
for any missed communication. This snapshot is used as a preliminary for close, so if the May deadline was unknown, there is no issue. It will be used as a guide to reach out to units for the June 14 expectations. Ensure out-of-balance items are cleared by
June 14. <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Invalid COA Combinations in GradESS
</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:12.0pt;margin-left:0in;line-height:125%">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">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. These
entries bypassed the system rules and led to incorrect postings. When units tried to clear these deficits via intra-org adjustments, the system correctly disallowed these combinations. FP&A has corrected these entries.
<o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Moving forward, ensure that COAs entered into GradESS use only Financial Aid BCs with the Financial Aid
function.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">PERM Adjustments in Oracle Budget with Cents </span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Oracle Budget currently allows PERM adjustments (inter and intra) with cents, which should not be permitted.
We are updating the system rules to prevent this and will make necessary corrections on the backend before fiscal close.
<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><strong><span style="font-size:13.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:white">BOUNDARY SYSTEMS</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#0032A3"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;text-align:justify;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"> <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Non-Payroll Cost Transfer (NCT) Thresholds</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The form and instructions for completing a Manual Exceptional Non-Payroll Cost Transfer<strong><span style="font-family:"Arial",sans-serif">
</span></strong>request to reverse erroneous USE TAX charges are available <u><a href="https://clt1411124.benchurl.com/c/l?u=1122676B&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none">here</span></a></u>.
Please note that Accounting will only process journals for the reversal of use tax of $5 or more on non-C&G fund sources and $1 or more on C&G fund sources.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Web Recharge: Significant Progress and Upcoming Enhancements </span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">The Web Recharge Work Order System has significantly progressed, with 115 service providers created in
production. As of May 28, 67 service providers have billed over 17,000 charges. Efforts to improve the system continue. The team is troubleshooting a credit memo issue to ensure accurate transactions. Template billing is being developed to streamline the process,
and a new form for requesting additional service providers is being created. Stay tuned for updates! <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Payroll Certification System</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Development work on Payroll Certifications is underway, with central office testing expected to commence
soon.<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:13.5pt;font-family:"Arial Black",sans-serif;color:white">TRAINING & SUPPORT</span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="600" style="width:6.25in" id="_x0000_i1032" src="https://images.benchmarkemail.com/client1411124/image15926037.png"><o:p></o:p></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span class="0qqizx3ktfba"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Stay Informed with the Known Issues Tracker </span></span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"><o:p></o:p></span></p>
<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">Check the <u><a href="https://clt1411124.benchurl.com/c/l?u=111E679C&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none">Known
Issues Tracker</span></a></u> for the latest information and guidance on financial process and report issues. This resource is regularly updated to provide recommendations for improving your financial operations. <o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">Ticket Tip: Speed Up Your Response Time!</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">
<br>
For faster responses, when you submit a ticket, please make sure you include the complete Chart of Accounts (COA) being used or reconciled and specify the source of your data or transaction error. For example, this could consist of a copy of an FTDR Report
with the relevant expenses highlighted, an extract from Looker, or a screenshot of the Oracle Financials page where the transaction issue occurs.<o:p></o:p></span></p>
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<p style="margin:0in;margin-bottom:.0001pt;line-height:125%"><span style="font-size:10.5pt;line-height:125%;font-family:"Arial Black",sans-serif;color:black">User Group Meetings Moving to Quarterly Schedule</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">
<br>
User Group meetings will shift to a quarterly schedule in the new fiscal year. If you missed the May User Group, recordings and slide decks are available at <a href="https://clt1411124.benchurl.com/c/l?u=112011E6&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">Recorded
Events</a>. <o:p></o:p></span></p>
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Systems and Reporting. Delivering timely information that matters to you!</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:black"><o:p></o:p></span></p>
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<span style="font-size:8.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#0032A3"><a href="https://clt1411124.benchurl.com/c/l?u=111E67A2&e=181BB5C&c=158834&t=0&l=FDE70BBE&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><b><span style="color:#0032A3">Visit
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