General Reminder
Reimbursements
Department
Berkeley Regional Services Purchasing and Reimbursements (P&R)
Explanation
For faster processing, use Direct Enter for Travel and Entertainment expenses. BRS will continue to help process complex travel reimbursements that involve extensive foreign currency and multiple destinations. Please allow ten (10) business days for BRS to process these requests. This does not include processing time by Accounts Payable (AP).
How to Submit
Contact
BRS regional Purchasing and Reimbursements supervisor or team lead
May 10
Purchase Order (POs) requests for amounts over $10,000
Department
Berkeley Regional Services Purchasing and Reimbursements (P&R)
Explanation
Orders over $10,000 are due to BRS by May 10, 2024 in order to adhere to Supply Chain Management's due date of May 17, 2024. Low value catalog (under $5,000) and non-catalog (under $1,000) POs that are filled out correctly will auto approve the same day (unless they are funded with Federal or Contract and Grant funds).
Please refer to typical SCM Procurement processing times on their Service Levels page and take special note of exceptions that could prevent purchase orders and contracts from being completed by the campus' June 30 fiscal close timeframe.
How to Submit
Contact
BRS regional Purchasing and Reimbursements supervisor or team lead
Resources
For BRS-supported departments (excluding ERSO):
May 17
Purchase Order (POs) requests for amounts over $10,000
Department
Supply Chain Management (SCM)
Explanation
Any requests for purchases over $10,000 with non-contracted suppliers should be submitted to a buyer by May 17, 2024. Purchase Requisitions after that date will be processed according to Supply Chain's posted Service Levels. Catalog and Punchout orders may be submitted for processing without any deadlines.
How to Submit
Supply Chain Management Find Your Buyer
Contact
Supply Chain Management Find Your Buyer
Resources
May 31
Onboarding New/Rehired Berkeley Employees (Biweekly paid employees)
Department
Berkeley Regional Services HR/APS
Explanation
All new or rehired employees for June should complete Onboarding and Hiring activities by the applicable deadline date in order to receive on-time pay on June 18 for Biweekly paid employees reporting hours for May 26 to June 8.
Contact
Contact the respective regional Onboarding team (or HR Partner):
- ERSO Region: ersohrops@erso.berkeley.edu
- SHARE Region: share_hiring@berkeley.edu
- ProS Region: prosonboarding@berkeley.edu
- BEARS Region: bears_onboarding@berkeley.edu
- BEST Region: bestonboarding@berkeley.edu
Other Personnel Actions
Department
Berkeley Regional Services HR/APS
Explanation
Request for personnel actions (for example: FTE changes, pay rate changes, separations, etc.) for both bi-weekly non-exempt and monthly exempt employees are due to BRS by the deadline.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Payroll Corrections/Missing Payments
Department
Berkeley Regional Services HR/APS
Explanation
Deadline for requests for any late payroll corrections and/or missing payment requests for all employees.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For BRS-supported departments (excluding ERSO):
Personnel Actions for Employees Retiring as of July 1, 2024
Department
Berkeley Regional Services HR/APS
Explanation
Requests for employees to retire as of July 1 are due to BRS by the May 31, 2024 deadline. Submit an online BRS HR Service Hub request to initiate the separation. For departments supported by ERSO, contact the ERSO HR Team at: ersohrops@erso.berkeley.edu.
There have been some changes for UC Retirement Program (UCRP) payment options. Potential retirees should also review UCNet's RASC offers extended hours and more support options for prospective retirees for the latest details and helpful resources. Please note that employees must take additional actions with RASC to initiate the retirement process. For questions, contact your respective BRS Regional HR/APS Partner or Generalist.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For ERSO departments:
Position Funding entries (changing fund distributions for the current pay cycle)
Department
Berkeley Regional Services Research Administration (RA)
Explanation
Deadline for requests with effective dates before June 28, 2024 that are handled by BRS.
Please note: Departments and units who process their own position funding entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For ERSO departments:
Salary Cost Transfer entries
Department
Berkeley Regional Services Research Administration (RA)
Explanation
Deadline for requests for final entries with effective dates before June 28, 2024 that are handled by BRS. Departments and units who process their own direct retro entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting.
Please note: The May 31, 2024 deadline also relates to Work-Study Salary Cost Transfer entries. Other work study funding details will be communicated separately to campus by the Financial Aid and Scholarship Office.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For BRS-supported departments (excluding ERSO):
STAR Awards
Department
Berkeley Regional Services HR/APS
Explanation
Final deadline for SPOT Award payment requests to BRS. Requests for additional certificates and letters have earlier deadlines, please contact the respective BRS HR Business Partner for details.
How to Submit
For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu.
For RA assistance, departments should contact their respective BRS Research Administrator (RA).
Contact
The respective BRS regional HR/APS Team
Resources
For ERSO departments:
Submit Non C&G Deficit Clearing Waivers
Department
Financial Planning and Analysis
Explanation
In general, deficits that are not cleared by year-end will be subject to the deficit clearing process. Waivers can be issued that exempt a Fund-L4 combination from the automated deficit clearing process.
Please refer to the Deficit Resolution page for more information.
How to Submit
Contact
Resources
June 6
Onboarding New/Rehired Berkeley Employees (Monthly paid employees)
Department
Berkeley Regional Services HR/APS
Explanation
All new or rehired employees for June should complete Onboarding and Hiring activities by the applicable deadline date in order to receive on-time pay on July 1 for Monthly paid employees reporting hours in June.
Contact
Contact the respective regional Onboarding team (or HR Partner):
- ERSO Region: ersohrops@erso.berkeley.edu
- SHARE Region: share_hiring@berkeley.edu
- ProS Region: prosonboarding@berkeley.edu
- BEARS Region: bears_onboarding@berkeley.edu
- BEST Region: bestonboarding@berkeley.edu
June 7
Last day for bluCard or Event Planner card to be used with merchant
Department
Controller's Office
Explanation
The last day for a bluCard or Event Planner card to be used with a merchant, and for the charges to hit FY24, is June 7. Any card charge incurred after June 7 will most likely be expensed in the subsequent fiscal year.
Contact
June 12
Final day for reimbursements to be included in the FY24 ledger
Department
Controller's Office
Explanation
Please be sure to submit reimbursements in the reimbursement system as soon as possible. Certain reimbursements require an additional review by the Accounts Payable office, so be sure to monitor your approval queues and approve all reimbursements by no later than end of day, June 12 to have the best chance of it hitting the FY24 ledger. We will continue to perform our review throughout the month on a first in, first out basis, so anything approved by the department approver later than June 12 may not hit the FY24 ledger.
Contact
June 14
Enter Permanent Budget transfers involving revenue rebudgets
Department
Financial Planning and Analysis
Explanation
Final deadline for campus to submit Permanent Budget transfers within their L3 which also includes any rebudgets to their revenue.
How to Submit
Permanent Budget Journal Approval Request form
Contact
centralresourcemanagement@berkeley.edu
Resources
Onboarding New/Rehired Berkeley Employees (Biweekly paid employees)
Department
Berkeley Regional Services HR/APS
Explanation
All new or rehired employees for June should complete Onboarding and Hiring activities by the applicable deadline date in order to receive on-time pay on July 3 for Biweekly paid employees reporting hours for June 9 to 22.
Contact
Contact the respective regional Onboarding team (or HR Partner):
- ERSO Region: ersohrops@erso.berkeley.edu
- SHARE Region: share_hiring@berkeley.edu
- ProS Region: prosonboarding@berkeley.edu
- BEARS Region: bears_onboarding@berkeley.edu
- BEST Region: bestonboarding@berkeley.edu
June 17 to August 9
Permanent Budget journal unavailable (to campus users)
Department
Financial Planning and Analysis
Explanation
The Permannet Budget will be unavailable to campus in order to provide reports to UCOP, prepare for fiscal close, the new fiscal year, and the general allocation.
How to Submit
This is just an FYI.
Contact
centralresourcemanagement@berkeley.edu
Resources
June 19
Approve salary cost transfers for FY24
Department
Controller's Office
Explanation
The cut-off to approve salary cost transfers for posting in FY24 is June 19. Salary cost transfers processed and/or approved after that point will be posted in the general ledger to the month of July.
How to Submit
These are transacted in UCPath.
Contact
June 21
Rates posted to the recharge webpage
Department
Financial Planning and Analysis
Explanation
Approved recharge rates by unit posted to recharge page.
How to Submit
This is just an FYI.
Contact
recharge_certification@berkeley.edu
Resources
June 26
Last day for invoices/vouchers to be approved in BearBUY and get into the FY24 ledger
Department
Controller's Office
Explanation
The last day for invoices/vouchers to be approved in BearBuy and hit the FY24 ledger is end of day, June 26. Please be sure to monitor your approval queues up to June 26, 2024. We will continue to process invoices throughout the month, but unless they are approved by the deadline, we cannot guarantee that they will hit the FY24 ledger.
How to submit
Contact
June 30
Submit gifts and gift agreements to UDAR
Department
University Development and Alumni Relations (UDAR)
Explanation
Deliveries of checks, cash or credit cards must be received by Gift Services. Gift Agreements for pledges or outright gifts to establish new funds must be signed by the donor and dean/director, as coordinated by Fund Stewardship and Compliance to be recorded for FY23.
How to Submit
Submit to UDAR as outlined in the information posted to Eureka.
Contact
July 5
UC Berkeley deadline for receiving Intercampus Financial Journals
Department
Controller's Office
Explanation
Intercampus Financial Journals received by UC Berkeley after the deadline must be reversed from the June ledger and posted to July.
How to Submit
For other campuses' deadlines:
Preparation of an Online Initiating Intercampus Financial Journal
Contact
Resources
July 8
Recharge units process and approve Online Recharge Financial Journals
Department
Financial Planning and Analysis
Explanation
Recharge units should process and approve all June online recharge entries by the deadline. No recharge transaction for June should be posted after the deadline. If your department receives recharges posted after the deadline, contact the unit responsible for the posting to request reversal and posting in the next fiscal year.
How to Submit
These are transacted in BFS:
Intercampus Financial Transactions
Contact
recharge_certification@berkeley.edu
Resources
July 12
Submit chartstring for deficit clearing to Financial Planning and Analysis
Department
Financial Planning and Analysis
Explanation
Send the Financial Planning and Analysis team a chartstring because if there are deficits that cannot be cleared by the automated process, we will use the chartstring (DeptId and Fund) to manually clear any remaining deficits.
How to Submit
Submit via email to centralresourcemanagement@berkeley.edu.
Contact
centralresourcemanagement@berkeley.edu
Resources
August 30
Fiscal Close Certification Letter is due back
Department
Controller's Office
Explanation
Campus senior management (Vice Chancellors, Vice Provosts, and Deans) and their Division Finance Leaders are required to complete a Fiscal Close Certification Letter annually.
How to Submit
Soft copy with signature or DocuSign are due from deans and senior management to the Controller’s Office. Signed letters are to be uploaded into Division’s Box file folder by DFLs.
Contact
Resources
TBD
Approve Deficit Clearing Waiver for C&G awards due (by DFL)
Department
Controller's Office
Explanation
The deadline for Divisional Finance Leaders (DFLs) to approve waiver requests in BFS.
How to Submit
Navigate to the following page in BFS in order to approve waivers:
Enterprise Components > Forms > Approve/Review a Form
Enter “CGADFCWVR” in the Form field.
Contact
Review and post All Online Financial Journals and Temporary Budget Journals (Campus Units)
Department
Controller's Office
Explanation
This is the deadline for divisions to post all online financial journals and temporary budget journals in BFS.
How to Submit
These are transacted in BFS.
Contact
Submit final deficit clearing waivers in BFS, related to open C&G awards, for DFL approval
Department
Controller's Office
Explanation
The deadline to submit waivers for Divisional Finance Leaders' (DFL's) approval in BFS. Departments can begin submitting waiver forms in BFS for any open awards in deficit, with proper justification, starting June 1, 2023.
How to Submit
Navigate to the MyForms-DFC Waiver option on the RA Grants Workcenter. Select the waiver form to complete, refer to the action dots in the blue header row at the top of the screen for instructions.