<div dir="ltr"><div class="gmail_quote gmail_quote_container"><div dir="ltr" class="gmail_attr"><span style="font-family:arial,sans-serif">Dear Colleagues,</span></div><div dir="ltr"><div dir="ltr"><div class="gmail_quote"><div dir="ltr" class="gmail_attr"><div><font face="arial, sans-serif"><br>Please note the revised newsletter. The article on Performance Agreements has been updated, and it now includes a revised link to the <b>Outdoor Special Event Checklist (PDF)</b>.<br><br>If you have any questions about your on-campus event, please contact Permit Program Manager, Mary Ramirez.</font></div><div><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><p class="MsoNormal" style="margin-bottom:3pt"><br></p></div></div><br><br><div>
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<p style="line-height:150%;margin-top:0px;margin-bottom:0px"><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;color:rgb(0,61,165);font-size:15px;line-height:150%"><strong>
<br>Payroll Certification is Live!</strong></span></p>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Department Coordinators with EACS access can log in via R'Space or <span style="color:rgb(0,0,238)"><a href="https://ucr.benchurl.com/c/l?u=126F4463&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none;color:rgb(0,0,238)" target="_blank"><span style="text-decoration:underline">https://payrollcert.ucr.edu/</span></a>.</span> For training and guidance, see the <span style="color:rgb(56,56,56)">Payroll Certification </span><a href="https://ucr.benchurl.com/c/l?u=126F4464&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">webpage</span></a>. Office hours are held every Thursday from 3–3:30 PM through May 15.
<br><strong>Join here</strong>: <span style="color:rgb(0,0,238);line-height:150%"><a rel="noopener" href="https://ucr.benchurl.com/c/l?u=126F4465&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="color:rgb(0,0,238)" target="_blank">https://ucr.zoom.us/j/91275240075</a></span> </p>
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<div style="line-height:150%"><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%"><span style="color:rgb(0,61,165);font-size:15px;line-height:150%"><strong><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;line-height:150%">Legacy Purchase Order Update</span></strong></span>
<br><span>As part of the Fiscal Close preparation process, all legacy purchase orders (converted from eBuy) under $10,000 will be <strong>
<em>Finally Closed</em></strong> to support Oracle PO carryforward activities. This action will help release encumbrance balances and ensure financial reports reflect accurate information. Departments are encouraged to continue their own PO cleanup efforts. For more information, see <strong>slide 15</strong> in the BFS User Group presentation linked below. </span></span></div>
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<div style="line-height:150%"><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%"><span style="color:rgb(0,61,165);font-size:15px;line-height:150%"><strong><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;line-height:150%">Planning an Event? Submit Performance Agreements Early </span></strong></span>
<br>If you are coordinating an upcoming event, <span>please ensure you allow <strong>at least 30 days</strong> to process the </span><a href="https://ucr.benchurl.com/c/l?u=126F4466&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Performance Agreement</span></a>. <span>These agreements often require coordination across multiple campus departments and may involve additional reviews and approvals depending on the event type. </span>
<br>
<br><span><span style="color:rgb(56,56,56)"><strong>If the required 30-day lead time cannot be met, your event may need to be rescheduled to allow sufficient time for processing.</strong></span> </span>
<br>
<br><span style="color:rgb(198,146,20)"><strong>
<em>What’s Required for a Performance Agreement?</em></strong></span>
<br></span></div>
<div style="line-height:150%">
<ul>
<li style="box-sizing:inherit;margin:0px;padding:0px;font-size:inherit">Fill out the Intake Questionnaire a <span style="box-sizing:inherit;line-height:inherit">month</span><span style="box-sizing:inherit;line-height:inherit"> </span>in advance of the event (<a href="https://ucr.benchurl.com/c/l?u=126F4467&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">available here</span></a>).</li>
<li style="box-sizing:inherit;margin:0px;padding:0px;font-size:inherit">If your supplier does not carry insurance, submit a waiver request through <a href="https://ucr.benchurl.com/c/l?u=126F4468&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Risk Services</span></a><span style="color:rgb(0,0,238)"><span style="color:rgb(0,0,0)">.</span></span></li>
</ul>
<div><span style="color:rgb(198,146,20)"><span><strong>
<em>Hosting an Event on Campus?</em></strong></span></span></div>
<div>
<ul>
<li><a href="https://pdc.ucr.edu/sites/default/files/2025-02/2025-revised-outdoor-event-checklist_updated-02-21-2025.pdf" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Outdoor Special Event Checklist (PDF)</span></a></li>
<li>Submit via <span style="color:rgb(56,56,56)"><a href="https://citizenserve.com/ucr" target="_blank">https://citizenserve.com/ucr</a></span></li>
</ul>
<div><span style="color:rgb(56,56,56)"><span>Please ensure you allow enough time when submitting Performance Agreement requests to Business Contracts so that your event can go ahead as planned, and the University is protected against potential damage and liability.</span></span></div>
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<div style="line-height:150%"><span style="font-family:Arial,Helvetica,sans-serif;line-height:150%"><span style="color:rgb(0,61,165);font-size:15px;line-height:150%"><strong><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;line-height:150%">Avoid PO Rejections on Orders Over $10K</span></strong></span>
<br>To ensure compliance with procurement policies, all purchase orders <strong>(POs) over $10,000</strong> must be routed to a procurement services buyer for approval. The safeguard helps maintain policy adherence and supplier agreements. However, some departments inadvertently bypass this process by manually updating the buyer field to their name. When this happens, central procurement must reject the PO, leading to delays and extra work. To prevent rejections:</span></div>
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<li style="line-height:150%"><strong>Do not change the buyer field</strong> on requisitions over $10K—the system will assign the correct procurement buyer automatically.</li>
<li style="line-height:150%">If a PO over $10K is rejected, check the buyer field and correct it before resubmitting.</li>
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<table cellspacing="0" cellpadding="0" border="0" width="295" name="tblText" style="float:left;background-color:rgba(0,0,0,0)" align="left"><tbody><tr><td valign="top" align="left" name="tblCell" style="padding:10px;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%"><span style="line-height:150%"><strong><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;color:rgb(0,118,206);font-size:15px;line-height:150%">Purchasing Dell Products?</span>
<br></strong></span></div>
<div style="line-height:150%">Departments must use the correct Dell supplier record for non-catalog POs. Dell Marketing LP is the designated supplier for purchasing Dell computers and related equipment. However, some departments mistakenly use the Dell Financial Services supplier record. Be sure to double-check!</div></td></tr></tbody>
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<table cellspacing="0" cellpadding="0" border="0" name="tblText" style="float:right;background-color:rgba(0,0,0,0)" align="right" width="295"><tbody><tr><td name="tblCell" valign="top" style="padding:10px;font-family:Arial,Helvetica,sans-serif;font-size:14px;font-weight:400;color:rgb(56,56,56);text-align:left;word-break:break-word" align="left"><div style="line-height:150%;font-size:14px"><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;font-size:15px;line-height:150%;color:rgb(0,118,206)"><strong>Purchasing Furniture Products?</strong></span></div>
<div style="line-height:150%;font-size:14px">Please note that BKM, a dealer of the Steelcase Agreement, has officially changed its name to Hyphn. The procurement <a rel="noopener" href="https://ucr.benchurl.com/c/l?u=126F446A&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" target="_blank">furniture webpage</a> is updated to reflect this change. Departments should look for "Hyphn" instead of "BKM" when submitting requisitions. </div></td></tr></tbody>
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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"><strong><span style="line-height:150%;font-size:15px"><span style="line-height:150%">Multiple Payments on a PO? </span></span><span style="line-height:150%;font-size:15px"><span style="line-height:150%">Use the Right Request Form to Avoid Delays</span></span></strong><span style="line-height:150%;font-size:15px"><span style="line-height:150%"> </span></span></span></p>
<p style="margin-top:0px;margin-bottom:0px">To ensure timely and accurate payment processing, departments should select the appropriate request form for multiple payments, which will structure the purchase order (PO) correctly.
<br>
<br><strong><span style="color:rgb(198,146,20)">
<em><span style="font-size:14px;line-height:150%">For Multiple Payments, Use the Lump Sum Form</span></em></span></strong></p>
<ul>
<li>
<p style="margin-top:0px;margin-bottom:0px">The Non-Catalog Requisition for Lump Sum Purchases form is the preferred option when multiple payments are needed.</p>
</li>
<li>
<p style="margin-top:0px;margin-bottom:0px">Indicate the payment schedule in the item description (monthly, quarterly, etc.).</p>
</li>
</ul>
<h4>
<em><span style="font-size:14px;line-height:150%;color:rgb(198,146,20)"><strong>Used the Under $10K Form? Adjust the Quantity & Unit Price</strong></span></em></h4>
<ul>
<li>
<p style="margin-top:0px;margin-bottom:0px">Adjust the quantity and unit price accordingly if using the Non-Catalog Requisition <$10K for Goods and Services and multiple payments are required.</p>
</li>
<li>
<p style="margin-top:0px;margin-bottom:0px">If the PO remains at "1 each," Oracle will mark the payment as complete after the first invoice, preventing additional payments.</p>
</li>
</ul>
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<em><span style="font-size:13px;line-height:125%"><span style="color:rgb(0,0,0);line-height:125%"><strong>
<br>Example of "1 each": </strong>When a purchase order is set to "1 each," Oracle assumes payments are complete after the first payment is issued. As a result, additional payments cannot be made unless a change order is submitted. </span></span></em></span></div></td></tr></tbody>
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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><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif">Automated Concur Notifications for PCards</span>
<br></span></span></span></strong></span><span style="line-height:150%">To improve compliance and reduce <span>past-due transactions, </span><strong>automated Concur notifications</strong> have been activated. Notifications were developed to remind cardholders (and delegates) to reconcile transactions older than 7 days and approvers to review pending reports. The notification schedule is outlined below. <a href="https://ucr.benchurl.com/c/l?u=126F446B&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&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>.</span></p>
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<p style="margin-top:0px;margin-bottom:0px"><strong><span style="font-family:"Lucida Grande","Lucida Sans Unicode","Lucida Sans",Geneva,Verdana,sans-serif;font-size:15px;line-height:150%;color:rgb(0,61,165)">Southwest Airlines Baggage Policy</span></strong></p>
<p style="margin-top:0px;margin-bottom:0px">Starting <strong>May 28</strong>, Southwest Airlines will end its longstanding <strong>"Two Bags Fly Free"</strong> policy for flights booked on or after this date. This change may impact <strong>travel plans and budgets.</strong>
<br>
<br>For more details, read the full article from Business Travel News: <a href="https://ucr.benchurl.com/c/l?u=126F446C&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Southwest to End Two-Bags-Fly-Free Policy</span></a>.</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%"><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%">Financial Transaction Details Reports (FTDR) Correction</span>
<br></span></strong></span></span><span>Following logic adjustments, FTDR inaccuracies from prior months have been corrected. For certain POs, the corresponding COA was netting zero due to actuals and encumbrances that occurred in the same period. As a result, these transactions did not appear on the FTDR, causing discrepancies between the FTDR, the General Ledger (GL), and Looker Finance data. Beginning with the February report, these transactions are now accurately reflected and available in <a href="https://ucr.benchurl.com/c/l?u=126F446D&e=19C1F4F&c=158834&&t=0&l=12493211A&email=sR%2FupWKM69VP10JMpPVzEqvmNFE8Mxol&seq=1" style="text-decoration:none" target="_blank"><span style="text-decoration:underline;color:rgb(0,0,238)">Financials Web Reports</span></a>.</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%"><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">Card Aging Report</span>
<br></span></strong></span></span>A new version was released in iReport as of <strong>March 14. </strong>Key Updates: The report type (Column F) has been expanded to encompass all report types. The payment type (Column L) is now restricted to PCard, Prepaid-Ghost Card (charges processed via Anthony Travel), and T&E Card transactions only. For those who need to examine the aging of other expenses, please consult the Concur Expense Allocation Details. All departmental Concur reports can be found in iReport under General Operating > Concur Departmental Reports. </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%"><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">PPM Reports</span>
<br></span></strong></span></span>EMF uses the following Project Portfolio Management (PPM) reports for invoicing and financial reporting.</p>
<ul>
<li style="line-height:150%"><strong>UCR ITD Cumulative Report</strong>: Includes filters for award number and accounting
<br>period "as of" date. </li>
<li style="line-height:150%"><strong>PPM Expense Detail Report</strong>: Shows detailed expenses incurred by award, organization, or PI. </li>
</ul>
<p style="line-height:150%;margin-top:0px;margin-bottom:0px">Please be sure to use these reports together, along with departmental reports, when reconciling. Any discrepancies should be reported by submitting a ticket.</p>
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