<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<META HTTP-EQUIV="Content-Type" CONTENT="text/html; charset=us-ascii">
<meta name=Generator content="Microsoft Word 12 (filtered medium)">
<style>
<!--
/* Font Definitions */
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri","sans-serif";}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:purple;
text-decoration:underline;}
p.MsoListParagraph, li.MsoListParagraph, div.MsoListParagraph
{mso-style-priority:34;
margin-top:0in;
margin-right:0in;
margin-bottom:10.0pt;
margin-left:.5in;
line-height:115%;
font-size:11.0pt;
font-family:"Calibri","sans-serif";}
span.EmailStyle18
{mso-style-type:personal;
font-family:"Calibri","sans-serif";
color:windowtext;}
span.EmailStyle19
{mso-style-type:personal-reply;
font-family:"Arial","sans-serif";
color:blue;
font-weight:normal;
font-style:normal;
text-decoration:none none;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page Section1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.Section1
{page:Section1;}
/* List Definitions */
@list l0
{mso-list-id:992681730;
mso-list-type:hybrid;
mso-list-template-ids:-1970888214 1936490038 809764312 67698715 67698703 67698713 67698715 67698703 67698713 67698715;}
@list l0:level1
{mso-level-tab-stop:.5in;
mso-level-number-position:left;
text-indent:-.5in;
mso-bidi-font-family:"Times New Roman";}
@list l0:level2
{mso-level-number-format:bullet;
mso-level-text:\F0B7;
mso-level-tab-stop:1.0in;
mso-level-number-position:left;
text-indent:-.5in;
font-family:Symbol;}
@list l0:level3
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;
mso-bidi-font-family:"Times New Roman";}
@list l0:level4
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l0:level5
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l0:level6
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;
mso-bidi-font-family:"Times New Roman";}
@list l0:level7
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l0:level8
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l0:level9
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;
mso-bidi-font-family:"Times New Roman";}
@list l1
{mso-list-id:1660889520;
mso-list-type:hybrid;
mso-list-template-ids:2033458366 1936490038 67698713 67698715 67698703 67698713 67698715 67698703 67698713 67698715;}
@list l1:level1
{mso-level-tab-stop:.5in;
mso-level-number-position:left;
text-indent:-.5in;
mso-bidi-font-family:"Times New Roman";}
@list l1:level2
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l1:level3
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;
mso-bidi-font-family:"Times New Roman";}
@list l1:level4
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l1:level5
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l1:level6
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;
mso-bidi-font-family:"Times New Roman";}
@list l1:level7
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l1:level8
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
mso-bidi-font-family:"Times New Roman";}
@list l1:level9
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;
mso-bidi-font-family:"Times New Roman";}
ol
{margin-bottom:0in;}
ul
{margin-bottom:0in;}
-->
</style>
<!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang=EN-US link=blue vlink=purple>
<div class=Section1>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";
color:blue'>October 26, 2009<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";
color:blue'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif";
color:blue'>TO: PPS Users<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";
color:blue'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif";
color:blue'>----------------------------------------------------</span><span
style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Dear
Campus Community,<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>In
response to several factors, but most importantly to repeat University of
California (UC) A-133 federal compliance audit findings on untimely cost transfers,
UCR must inhibit delinquent cost transfers involving contract and grant funds.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>By
way of background, please note that UC Business & Finance Policy A-47 was
recently revised to reiterate the importance of accurately coding the Full
Accounting Unit (FAU) on all transactions and promptly processing corrections
when required. The system enhancements outlined in this memo are part of
continuing campus efforts to adhere to UC policies and reduce the need for cost
transfers as well as ensure errors are detected quickly to facilitate prompt
adjustments.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Given
the aforementioned audit findings, policy amendments, and federal compliance
mandates, the Financial Systems Steering Committee (FSSC) has requested that
Computing & Communications (C&C) modify both the Federal (Non-Payroll)
Cost Transfer (FCT) and Non-Payroll (Non-Federal) Cost Transfer (NCT)
applications. These modifications will prevent the transfer of
transactions 120 days and older involving contract and grant funds. The
FCT and NCT applications will also inhibit transfers of previously transferred
costs. The Payroll Personnel System (PPS) will similarly inhibit cost
transfer by preventing the transfer of payroll transaction 120 days and older
to contract and grant funds. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>These
system enhancements will be placed into production on December 1, 2009.
Therefore, it is vitally important that departments continue to initially code
transactions to the correct FAU, reconcile and certify departmental ledgers per
campus guidelines and timelines, and review financial activity recorded under
contract and grant funds promptly. Departments and organizational units
should ensure all required cost transfers are completed within the 120 day
eligibility period and utilize the campus pre-awards process when applicable to
eliminate the need for cost transfers. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Please
note that requests for exceptions must fully document the circumstances causing
the delay as well as the cause of the error. Exceptions must be approved
by the Principal Investigator, Department Chair/Head, Organizational CFAO, the
campus Controller and the Vice Chancellor of Finance & Business
Operations. Requests for exceptions will be granted infrequently given
the aforementioned University policy and compliance requirements. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Thank
you for your attention to this pressing issue. The changes to campus
systems outlined above represent UCR’s commitment to comply with federal
regulations and University policy. Please address questions or comments
to Steve Wilson, Director of Accounting Services (<a
href="mailto:steve.wilson@ucr.edu">steve.wilson@ucr.edu</a>). <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Bobbi
McCracken<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Associate
Vice Chancellor-Financial Services & Controller<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>**************<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Additional
notes relating to campus systems involving transfers of expenditures more than
120 days old involving contract and grant funds.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoListParagraph style='margin-bottom:0in;margin-bottom:.0001pt;
text-indent:-.5in;line-height:normal;mso-list:l1 level1 lfo2'><![if !supportLists]><span
style='font-size:12.0pt;font-family:"Times New Roman","serif"'><span
style='mso-list:Ignore'>1.<span style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>The
FCT and NCT application will prohibit a cost to be moved to ANY contract and
grant fund if the original transaction was posted more than 120 days ago.
Departments will be allowed to transfer costs off (from) a contract and grant
fund to an unrestricted fund sources. The PPS cost transfer application
will function in a similar fashion. The impacted funds fall under the
following UCRFS fund tree nodes in the Golden Trees:<o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:.25in;margin-bottom:.0001pt;line-height:normal'><span
style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-2080-3060-State
Agencies<o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-210-3101-Local
Government<o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-2110-3110-Federal
Appropriations<o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-2110-3120-Federal
Grants<o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-2110-3130/3140-Federal
Contracts <o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-2130-3170-Private
Grants<o:p></o:p></span></p>
<p class=MsoListParagraph style='mso-margin-top-alt:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.5in;
line-height:normal;mso-list:l0 level2 lfo4'><![if !supportLists]><span
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>120-2130-3180-Private
Contracts<o:p></o:p></span></p>
<p class=MsoListParagraph style='margin-bottom:0in;margin-bottom:.0001pt;
line-height:normal'><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'><o:p> </o:p></span></p>
<p class=MsoListParagraph style='margin-bottom:0in;margin-bottom:.0001pt;
text-indent:-.5in;line-height:normal;mso-list:l1 level1 lfo2'><![if !supportLists]><span
style='font-size:12.0pt;font-family:"Times New Roman","serif"'><span
style='mso-list:Ignore'>2.<span style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Times New Roman","serif"'>Additionally,
previously transferred costs may not be transferred a second time to any
fund. However, please note that partial transfers are allowed; it is
permissible to transfer $75 from a transaction of $100 and then perform a
subsequent transaction (later) against the remaining $25 (provided all
transfers are within 120 days of the original posting date). <o:p></o:p></span></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
<p class=MsoNormal><o:p> </o:p></p>
</div>
</body>
</html>