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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. Please take a few minutes to read the
<a href="https://ucr.bmeurl.co/11B49610">Impact23 Insider News – November 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@01DB34FF.7B003E80" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal" style="line-height:0%"><span style="font-size:1.0pt">November 2024 | 21st 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://ucr.benchurl.com/c/o?e=18EB580&c=158834&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&relid=AFA213B"><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">November 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">| 21st
</span><span style="font-size:11.5pt;font-family:"Arial",sans-serif;color:black">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 Black",sans-serif;color:black">Transition to Weekly PCard Expense Reports</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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<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 transition to weekly PCard statements is currently in progress. Between November 11 and 15, no new
PCard transactions will appear in Concur as data feeds have been paused. By<strong><span style="font-family:"Arial",sans-serif">
</span></strong>November 18, users will be moved to weekly statements, and transactions will begin posting no later than
<strong><span style="font-family:"Arial",sans-serif">November 19</span></strong>. At that time, PCard transactions from
<strong><span style="font-family:"Arial",sans-serif">October 26 to November 15</span></strong> will also be processed and posted to the new weekly statements. For more details, please <a href="https://ucr.benchurl.com/c/l?u=11BAB229&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">read
this article</a>.<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">UCR Department Report for AP Invoices & Automated Notifications</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838">
<br>
Significant enhancements to the 'UCR Department Report for AP Invoices' have been announced. These changes allow departments to receive automated email notifications for specific Invoice Holds, providing a clear list of invoices that require attention to issue
supplier payments. Key features include automated notifications sent on Mondays, Wednesdays, and Fridays and detailed Excel attachments outlining the necessary actions based on the role and type of hold. Additionally, each email includes a link to the
<a href="https://ucr.benchurl.com/c/l?u=11B9C53C&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">
Invoice Holds and Resolutions</a> guide to assist users in resolving holds. For more details, please see the
<a href="https://ucr.benchurl.com/c/l?u=11BAB80A&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">
full notice here</a>. <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">Supplier Invoice Submission</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">Suppliers must send invoices directly to Accounts Payable following the instructions on the purchase order
(PO). Adhering to this process ensures timely review and payment of invoices. More information is available on the
</span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#0000EE"><a href="https://ucr.benchurl.com/c/l?u=11C6D707&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="color:#0000EE">Invoice
Processing</span></a></span><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif;color:#383838"> webpage. <o:p></o:p></span></p>
<ul type="disc">
<li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l3 level1 lfo3">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">One invoice per PDF, multiple PDF invoices per email is allowable.<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:l3 level1 lfo3">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">The
<a href="mailto:apinvoice@ucr.edu">apinvoice@ucr.edu</a> email address is for invoice submission only.<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:l3 level1 lfo3">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">If communicating with a supplier or campus user, please remove the
<br>
<a href="mailto:apinvoice@ucr.edu">apinvoice@ucr.edu</a> email address from the thread.<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:l3 level1 lfo3">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">A PO number referenced on the invoice is required for payment.<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:l3 level1 lfo3">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">Communication with AP operators should be sent directly to their email addresses.
<br>
For questions and support, refer to the <a href="https://ucr.benchurl.com/c/l?u=11B4BAC6&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">
<span style="color:#0000EE">Contact Tree</span></a>.<o:p></o:p></span></li></ul>
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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">Requesting New Projects</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">When submitting the request form for new projects (project codes), keep the following in mind:
<o:p></o:p></span></p>
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<strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">Budget Adjustments</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">: Ensure the budget funding for the new project(s) is appropriately
reduced. Do <u>not</u> allocate these funds to BC75. <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:l2 level1 lfo6">
<strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">Form Approvals</span></strong><span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif">: The form
<u>must</u> be signed by (<strong><span style="font-family:"Arial",sans-serif">both</span></strong>) your Financial & Administrative Officer (FAO) before being forwarded to the Organization’s CFAO for final approval.<o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://ucr.benchurl.com/c/l?u=11B49650&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="text-decoration:none"><img border="0" width="600" style="width:6.25in" id="_x0000_i1029" src="https://images.benchmarkemail.com/client1411124/image16698210.png"></span></a><o:p></o:p></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">Training Resources Available</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
<a href="https://ucr.benchurl.com/c/l?u=11B49650&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=2" target="_blank">
Training Resources</a> webpage is your central hub for all BFS-related training guides. It is regularly updated with new and revised materials, including videos. As we transition into the new calendar year, guides from Oracle Guided Learning will be moved here
for easier access. Check the tiles on the page frequently for the latest updates and additions! <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">Explore the Latest Guides in Training Resources
</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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<li class="MsoNormal" style="color:#383838;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;line-height:125%;mso-list:l0 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><a href="https://ucr.benchurl.com/c/l?u=11BAB80B&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">Employee Reimbursements</a>: Details
the process for employee reimbursements during and after employment, such as handling inactive employees in UCPath, steps if the employee will return, and steps for non-returning employees.<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:l0 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><a href="https://ucr.benchurl.com/c/l?u=11BAB80C&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">Travel Allowance—Expenses and Usage</a>:
Reviews using a travel allowance for foreign/long-term travel and includes an ex. of a meal cap/per diem reduction scenario.<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:l0 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><a href="https://ucr.benchurl.com/c/l?u=11BAB80D&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">PCard vs. T&E Card</a>: A chart to help
you know when to use a T&E Card or PCard.<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:l0 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><a href="https://ucr.benchurl.com/c/l?u=11BAB80E&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">Change Requests in Oracle Procurement</a>:
New updates on creating PO change orders and reviewing their status. <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:l0 level1 lfo9">
<span style="font-size:10.5pt;line-height:125%;font-family:"Arial",sans-serif"><a href="https://ucr.benchurl.com/c/l?u=11BAB80F&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank"><span style="color:#0000EE">Understanding
Encumbrances in Oracle Procure to Pay</span></a>: Covers how Requisitions create "Commitment Encumbrance" and how encumbrances are canceled.<o:p></o:p></span></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 Black",sans-serif;color:black">Notice of Email Retirement
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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">Are You Using the Right Portal for Finance Inquiries? </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">Users seeking help with access, transactions, financial system reports, or data are encouraged to submit
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See <a href="https://ucr.benchurl.com/c/l?u=11B49651&e=18EB580&c=158834&t=0&l=1164FD663&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" target="_blank">
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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">Website Transition In Progress</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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