<div dir="ltr"><div class="gmail_quote gmail_quote_container"><div dir="ltr"><div dir="ltr"><div><p class="MsoNormal"><font face="arial, sans-serif">Dear Colleagues,<u></u><u></u></font></p><p class="MsoNormal"><font face="arial, sans-serif"><u></u> <u></u></font></p><p class="MsoNormal"><font face="arial, sans-serif">The <a href="https://ucr.bmeurl.co/12358954" target="_blank">Business & Financial Services (BFS) Insider News</a> </font>delivers key updates and acti<font face="arial, sans-serif">vities related to <strong>financial systems, reports, and business processes</strong> that support your work</font>. Ple<font face="arial, sans-serif">ase take a few minutes to review the latest edition and share it with your departmental teams as needed.</font></p><p class="MsoNormal"><font face="arial, sans-serif"><br>Sincerely,<u></u><u></u></font></p><p class="MsoNormal"><font face="arial, sans-serif"><br><b>Asirra Suguitan</b><br>Associate Vice Chancellor and Campus Controller<br>Business & Financial Services<u></u><u></u></font></p><p class="MsoNormal"><font face="arial, sans-serif"><span style="color:rgb(31,73,125)"><a href="http://bfs.ucr.edu/" target="_blank"><b>http://bfs.ucr.edu/</b></a><br><br></span></font></p><img src="cid:ii_m7wlayhr0" alt="image.png" style="margin-right:0px" width="177" height="54"><p class="MsoNormal"><br></p></div><div><div dir="ltr" class="gmail_signature"><div dir="ltr"><p class="MsoNormal" style="margin-bottom:3pt;color:rgb(34,34,34)"><br></p></div></div></div><div class="gmail_quote"><br><br><div>
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<div style="margin:0px;padding:0px;min-width:100%;height:100%;width:100%"><img src="https://ucr.benchurl.com/c/o?e=197F296&c=158834&relid=&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D" alt="" border="0" style="display:none" height="1" width="1">
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="color:rgb(0,61,165);line-height:150%"><strong><span style="line-height:150%;font-size:15px"><span style="line-height:150%"><span style="line-height:150%"><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;line-height:150%"><strong>Fixed-Price Award Balance Transfers</strong></span></span>
<br></span></span></strong></span><span style="line-height:150%">The Extramural Funds (EMF) team is actively working on transferring fixed-price award balances to Sales & Service (S&S) accounts. These transfers ensure compliance with university policies by moving unspent balances (less applicable IDC) to an established Organization Sales & Service Fixed Price Surplus Fund.
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<br><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%">The EMF team is developing a new request form and implementing a streamlined process for fixed-price balance transfers. These improvements will provide clear guidelines and enhance processing efficiency. To ensure a smooth transition, <strong>we kindly ask departments to refrain from emailing EMF directly at this time</strong>. <span style="color:rgb(56,56,56);line-height:150%">Stay tuned for further updates!</span></span>
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<div style="line-height:150%"><strong><span style="color:rgb(198,146,20)">Friendly reminder</span></strong>: Departments are responsible for ensuring compliance with policy requirements and maintaining records for relocation and gift-related purchases from suppliers such as Burgess, Pods, and Barnes & Noble. For applicable purchases, all supporting documents should be attached to the purchase order (PO).
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<br><span style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%;color:rgb(56,56,56)">Department responsibilities include:</span></div></td></tr></tbody>
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<li style="font-family:Arial,Helvetica,sans-serif;line-height:150%;font-size:14px"><span style="font-size:14px;font-weight:400;font-family:Arial,Helvetica,sans-serif;line-height:150%">Obtaining the required levels of approval before making purchases.</span></li>
<li style="font-family:Arial,Helvetica,sans-serif;line-height:150%;font-size:14px"><span style="font-size:14px;font-weight:400;font-family:Arial,Helvetica,sans-serif;line-height:150%">Maintaining proper <a href="https://ucr.benchurl.com/c/l?u=12358A53&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">cash handling procedures</span></a>Â for bulk gift card purchases.</span></li>
<li style="font-family:Arial,Helvetica,sans-serif;line-height:150%;font-size:14px" role="presentation"><span style="font-size:14px;color:rgb(0,0,0);font-weight:400;font-family:Arial,Helvetica,sans-serif;line-height:150%">Retaining all supporting documentation for audit purposes.</span></li>
<li style="font-family:Arial,Helvetica,sans-serif;line-height:150%;font-size:14px" role="presentation"><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%;font-size:14px"><span style="color:rgb(0,0,0);font-weight:400;line-height:150%">Ensuring compliance with applicable </span><span style="color:rgb(0,0,238)"><a href="https://ucr.benchurl.com/c/l?u=12358A54&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none;color:rgb(0,0,238)" target="_blank"><span style="font-weight:400;text-decoration:underline;line-height:150%">policies</span></a></span><span style="color:rgb(0,0,0);font-weight:400;line-height:150%">:</span></span></li>
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<li style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%"><span style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%"><strong><span style="line-height:150%">BFB-G-13:</span></strong><span style="font-weight:400;line-height:150%"> Policy and Regulations Governing Moving and Relocation</span></span></li>
<li style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%"><span style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%"><strong><span style="line-height:150%">BFB-G-41:</span></strong><span style="font-weight:400;line-height:150%"> Employee Non-Cash Awards</span></span></li>
<li style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%"><span style="font-family:Arial,Helvetica,sans-serif;font-size:14px;line-height:150%"><strong><span style="line-height:150%">BFB-G-42:</span></strong><span style="font-weight:400;line-height:150%"> Gifts Presented to Non-Employees on Behalf of the University</span></span></li>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="color:rgb(0,61,165);line-height:150%"><strong><span style="line-height:150%;font-size:15px"><span style="line-height:150%"><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;line-height:150%">Web Recharge Enhancements</span>
<br></span></span></strong></span><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%">We are excited to introduce new enhancements to Web Recharge, improving service request submissions, billing accuracy, and audit controls for over 120 Service Providers on campus.</span>
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<br><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%"><strong><span style="font-size:14px;line-height:150%;color:rgb(56,56,56)">What’s New & What’s Coming Soon?</span></strong></span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px"> ✅<span style="color:rgb(56,56,56);line-height:150%"> Request a New Service Provider – Live, with new training resources <a href="https://ucr.benchurl.com/c/l?u=12358A55&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238);line-height:150%">here</span></a>!</span>
<br><span style="color:rgb(56,56,56);line-height:150%"> ✅ Template Billing – Live, with training resources on the way.</span>
<br><span style="color:rgb(56,56,56);line-height:150%"> 🔄 Service Provider Update Request Form – In testing, deployment coming soon!</span>
<br><span style="color:rgb(56,56,56);line-height:150%"> 🔄 Mass/Batch Billing</span><span style="color:rgb(21,89,206);line-height:150%"> </span>– Design will kick off soon to address this highly requested feature!Â
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<br><span style="color:rgb(56,56,56)"><strong>Training Resources are Available! </strong></span>Our training guides and videos will help you learn how to submit requests, manage billing, and conduct audits. Just search "Web Recharge" in <a href="https://ucr.benchurl.com/c/l?u=12358A56&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238);line-height:150%">Training Resources</span></a>.Â
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<br><a href="https://ucr.benchurl.com/c/l?u=12358A57&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Read the full notice here</span></a>.</p>
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<table cellspacing="0" cellpadding="0" border="0" width="600" name="tblText" style="float:left;background-color:rgb(0,156,222)" align="left"><tbody><tr><td valign="top" align="left" name="tblCell" style="padding:15px 5px;font-family:Arial,Helvetica,sans-serif;font-size:14px;font-weight:400;color:rgb(56,56,56);text-align:left;word-break:break-word"><div style="line-height:150%;text-align:center"><span style="font-size:16px;color:rgb(255,255,255)"><strong><span style="line-height:150%"><span style="line-height:150%;font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif">New Process for Manual Salary Cost Transfers (MSCTs)</span></span></strong></span></div></td></tr></tbody>
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<p style="margin-top:0px;margin-bottom:0px">Effective immediately, new forms and an updated submission process for <strong>Manual Salary Cost Transfer Exception Requests</strong> are in place to improve tracking and streamline processing.Â
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<p style="margin-top:0px;margin-bottom:0px">Each request must include the MSCT Exception Request Form, Pre-Journal File Template, and applicable supporting documentation (e.g., Looker Payroll Distribution Report, Notice of Award Letter, Approval Email Thread). Once complete, submit a Universal Request (UR) ticket to Finance and Administration Support under Payroll Coordination and Analysis.</p>
<p style="margin-top:0px;margin-bottom:0px">Â </p>
<p style="margin-top:0px;margin-bottom:0px">To access the required forms and submission details, visit the <a href="https://ucr.benchurl.com/c/l?u=12358A58&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Manual SCT Exception Requests webpage</span></a> under Forms & Resources or the PCA/ORG Teams collaboration channels. <strong>Note: </strong>It is essential to follow the submission procedures and naming conventions. </p>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%"><span style="font-size:15px;line-height:150%;font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;color:rgb(0,61,165)"><strong>UCPath SCT Process</strong></span>
<br>The UCPath SCT process encountered </span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%">some defects when SCT transactions were processed through the GL processes:Â </span></p>
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<ol>
<li style="line-height:150%">Vacation Leave Assessment (VLA) was applied to restatements of transactions that had originally zero VLA amount.</li>
<li style="line-height:150%">Grad Tuition Remissions were erroneously applied to a few transactions.</li>
<li style="line-height:150%">Payroll Coordination & Analysis (PCA) Team is also looking into another finding related to Work study.</li>
</ol>
<div style="line-height:150%">
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">UCPath is collaborating with each location on corrections. For UCR, Payroll Coordination & Analysis (PCA) is leading this effort. Corrections will occur in phases: the first by February 28 and the second sometime in mid-March. Updates will be shared as available.
<br>
<br></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">UCPath identified that the phased GL rewrite processes in July and Nov. 2024 caused these errors. As a result, the SCT GL confirm process has been paused since February 3 and will resume after testing a fix on March 3. Thank you for your patience as we resolve these issues.</p>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%"><span><strong><span style="color:rgb(0,61,165);font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;font-size:15px;line-height:150%">SCT & Payroll Certifications</span>
<br></strong></span>The Payroll Coordination & Analysis (PCA) team is prioritizing FY24 manual Salary Cost Transfers (SCTs), collaborating with ORGs to reconcile and process all requests.
<br>
<br><span style="color:rgb(198,146,20);line-height:150%"><strong>Backlog Status</strong> </span>(as of Feb 25, 2025):</span></p>
<ul>
<li style="line-height:150%"><span style="line-height:150%">~220 manual SCTs remain in the queue (subject to change as reconciliation continues).</span></li>
<li style="line-height:150%"><span style="line-height:150%">Target completion:<strong> <span style="color:rgb(56,56,56);line-height:150%">End of March</span></strong> (dependent on ORG collaboration and assistance).</span></li>
</ul>
<div style="line-height:150%"><span style="line-height:150%">The new <strong>Payroll Certifications</strong> system will roll out after FY24 SCTs are processed. A new SCT form is also in development—stay tuned for updates! </span></div>
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<div style="line-height:150%">
<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%"><span style="font-size:15px;color:rgb(0,61,165);line-height:150%;font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif"><strong>Manual</strong> <strong>Non-Payroll Cost Transfers Tips</strong></span>
<br></span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">To ensure successful submission of your Manual Non-Payroll Cost Transfer (NCT) form, please follow these important tips:</p>
<div style="line-height:150%">
<ul>
<li style="line-height:150%">Submit both a signed PDF and Excel copy of the manual NCT form.</li>
<li style="line-height:150%">Ensure all signatures are completed by the appropriate individuals, including the Preparer, Principal Investigator (PI), and Chief Financial Administrative Officer (CFAO<span style="font-size:inherit;font-weight:inherit;line-height:150%">), if applicable.</span></li>
<li style="line-height:150%">Don't forget to attach copies of the invoice(s<span style="font-size:inherit;font-weight:inherit;line-height:150%">) related to use tax corrections. </span></li>
<li style="line-height:150%">Make sure all attachments are clear and concise for efficient processing.</li>
<li style="line-height:150%">Consolidate requests by including up to 10 lines per NCT<span style="font-size:inherit;font-weight:inherit;line-height:150%"> form (if possible) rather than submitting separate forms and tickets for each request. </span></li>
<li style="line-height:150%">Check the Universal Request/support ticket comments for any follow-ups from Accounting— <span style="color:rgb(0,0,0);line-height:150%">
<em><strong style="font-size:inherit"><span style="color:rgb(56,56,56);line-height:150%">we may require additional details!</span> </strong><span style="font-size:inherit;font-weight:inherit;line-height:150%">Â </span></em></span></li>
</ul>
</div>
</div>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Lastly, please remember that NCT requests under <span style="color:rgb(33,144,34);line-height:150%"><strong><span style="font-size:15px;line-height:150%">$5</span></strong></span> for non-C&G fund sources and under <span style="color:rgb(33,144,34);line-height:150%"><span style="font-size:15px;line-height:150%"><strong>$1</strong></span> </span>for C&G fund sources will not be processed. Let's work together to make this process efficient!</p>
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<table name="tblText" style="float:left;background-color:rgb(255,255,255)" width="600" cellspacing="0" cellpadding="0" border="0" align="left"><tbody><tr><td name="tblCell" style="padding:10px 5px;font-family:Arial,Helvetica,sans-serif;font-size:14px;font-weight:400;color:rgb(56,56,56);text-align:left;word-break:break-word;border:none" valign="top" align="left"><div style="line-height:150%">
<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%"><span style="color:rgb(0,61,165);font-size:15px;line-height:150%"><strong><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%"><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;line-height:150%">Save on Sales Tax for Research Equipment</span>
<br></span></strong></span></span>Visit the <a href="https://ucr.benchurl.com/c/l?u=12358A59&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238);line-height:150%">Research Equipment Partial Sales Tax Exemption</span></a> webpage to learn how to take advantage of the reduced sales/use tax rate on qualifying purchases. The webpage includes eligibility definitions, a list of commonly used purchasing categories, and instructions on requesting the exemption when submitting a purchase requisition! </p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Â </p>
<div style="line-height:150%">
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">To be eligible, <span style="text-decoration:underline;line-height:150%">all three (3) conditions must be met</span>:
<br><strong>✔</strong> Qualified Property – The item must meet state-defined criteria.
<br><strong>✔</strong> Qualified Person – The purchaser must be engaged in certain types of business.
<br><strong>✔</strong> Qualified Activity – The property must be used for research-related activities.</p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Â </p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%"><span style="color:rgb(208,2,27);line-height:150%"><strong>Important Reminder</strong></span>: The reduced tax rate only applies to qualifying inventorial equipment valued at $5,000 or more.</span></p>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="line-height:150%"><span style="color:rgb(0,61,165);font-size:15px;line-height:150%;font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif"><strong><span style="line-height:150%">Thinking About Buying Furniture? </span></strong></span>
<br></span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Before making any furniture purchases, please take a moment to look over the <a href="https://ucr.benchurl.com/c/l?u=12358A5A&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238);line-height:150%">Furniture Products</span></a> guidance to ensure a smooth and compliant process. This guide walks you through essential steps, from obtaining quotes to understanding building permit requirements. </p>
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<table name="tblText" style="float:left;background-color:rgb(255,255,255)" width="600" cellspacing="0" cellpadding="0" border="0" align="left"><tbody><tr><td name="tblCell" style="padding:10px 5px;font-family:Arial,Helvetica,sans-serif;font-size:14px;font-weight:400;color:rgb(56,56,56);text-align:left;word-break:break-word;border:none" valign="top" align="left"><div style="line-height:150%">
<p style="margin-top:0px;margin-bottom:0px;line-height:150%"><span style="color:rgb(0,61,165);line-height:150%"><span style="line-height:150%;color:rgb(198,146,20)"><strong>Special orders? No problem!</strong></span> </span>Get guidance on patio furniture, lab stools, and event seating. Once your furniture arrives, "receive in" the lines on the PO so the supplier’s invoice can be processed for payment. <strong>Failure to do this delays payments!</strong></p>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="color:rgb(0,61,165);line-height:150%;font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif"><span style="font-size:15px;line-height:150%"><strong>Finance & Administration Support Portal </strong></span></span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">We are enhancing the Universal Request form to increase clarity and improve routing efficiency. Choosing the appropriate Service/Business Area will lead to quicker processing. Here are the main updates:</p>
<ul>
<li style="line-height:150%">"COA Guidance & Cost Transfer Support" <span style="color:rgb(56,56,56)"><span style="font-size:16px;line-height:150%">→</span> "</span>COA Guidance"</li>
<li style="line-height:150%">"General Accounting & Web Recharge" <span style="font-size:16px;line-height:150%">→ </span>"General Acct, Web Recharge, & Cost Transfers" (applies to non-payroll cost transfers (NCTs)</li>
</ul>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">"Cost Transfers" will soon be replaced with “NCTs.†Salary Cost Transfers will continue to be categorized under "Payroll Coordination & Analysis." Please visit the <a href="https://ucr.benchurl.com/c/l?u=12358A5B&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238);line-height:150%">Request Help - Submit a Ticket</span></a> webpage for further information.</p>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="color:rgb(0,61,165);line-height:150%;font-size:15px;font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif"><strong><span style="line-height:150%"><span style="line-height:150%">Known Issues Tracker</span>Â </span></strong></span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Review the <a href="https://ucr.benchurl.com/c/l?u=12358A5C&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=1" style="text-decoration:none" target="_blank"></a><span style="color:rgb(0,0,238);line-height:150%"><a href="https://ucr.benchurl.com/c/l?u=12358A5C&e=197F296&c=158834&&t=0&l=12493212E&email=hpBO7BFH3nrxAaSPLVE6Rw%3D%3D&seq=2" style="text-decoration:none;color:rgb(0,0,238)" target="_blank"><span style="text-decoration:underline;line-height:150%"><span style="line-height:150%">Known Issues Tracker</span></span></a></span> for the latest information on issues affecting financial processes and reports. </p>
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