[Concurdelegates] Business & Financial Services Insider News

[Asirra Suguitan]

Dear Colleagues,


The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/13452E89> delivers key updates and activities
related to financial systems, reports, and business processes that support
your work. Please take a few minutes to review the latest edition and share
it with your departmental teams as needed.

Sincerely,

*Asirra Suguitan*
Associate Vice Chancellor and Campus Controller
Business & Financial Services
http://bfs.ucr.edu/





Spotlight: A Message from Our New CPO
Announcements
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Welcome to the latest edition of *BFS Insider News*, where we share key
updates from Contracts & Grants, Financial Services, Procure to Pay, Travel
& Entertainment, and more!
 *Spotlight: A Message from Our New CPO*
Hello UCR Community! I’m Jeremy Meadows, UC Riverside’s new *Chief
Procurement Officer (CPO)*. I’m honored to join UCR and excited to
collaborate with you to enhance and optimize our campus procurement
operations.

My background spans consulting, healthcare, and higher education
procurement, with a focus on building efficient, transparent, and
service‑oriented organizations. Over the past three years, I’ve managed
UC’s Systemwide Strategic Sourcing Centers of Excellence—covering IT, Life
Sciences, Facilities, Revenue Generation, and Professional Services.
*My Vision for Procurement at UCR*
At UCR, my vision for Procurement centers on three core principles:
*Partnership* – *We are here to support you. My goal is to streamline
purchasing processes to make it easier for faculty, staff, and researchers
to access the goods and services they need to succeed.*
*Stewardship* – *As a public university, we have a responsibility to be
excellent stewards of our resources. We’ll focus on strategic sourcing to
ensure we achieve the best value for every dollar spent—maximizing our
impact across academics, research, and campus life.*
*Innovation* –
*We will leverage technology and best practices to increase efficiency,
improve compliance, and sustainability while promoting diverse spending
initiatives.  *

*Getting Started and Sharing Feedback *In my first few months, I plan to
listen and learn—to better understand the unique challenges and
opportunities across our schools and departments. Your feedback is vital to
shaping where we go next. Please take a few minutes to complete this brief
survey by *Friday, December 12.*
YOUR FEEDBACK MATTERS
<https://ucr.benchurl.com/c/l?u=13452EB5&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>

UCR’s commitment to academic excellence and community impact is truly
inspiring. I look forward to helping build a best-in-class procurement
function that supports the entire Highlander community.

Have ideas, questions, or feedback? My door is always open, and I encourage
you to share your ideas and feedback on how Procurement Services can better
support your needs.

*Go Highlanders!*

*Jeremy Meadows *
*You're Invited: *

*Meet Our New CPO *
Enjoy a donut, sip some coffee,
and stop by to say hello!

*TUESDAY, DECEMBER 2*

*9:00–10:00 AM **Hinderaker Hall * *(front walkway)*
[image: Click to watch!]
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*Thank you for joining us!*

We recently hosted the November User Group and covered important updates
across BFS functions. If you missed it —
or want a deeper dive — you can:


Watch the User Group recording
<https://ucr.benchurl.com/c/l?u=13452EB6&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=2>

View the full presentation deck
<https://ucr.benchurl.com/c/l?u=13452EB7&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>

The deck includes detailed screen shots, status charts, and step-by-step
guidance.
*Payroll Certifications **— Status & Upcoming Enhancements*

   - Phase I (7/1/23–6/30/24): *83% complete*
   - Phase II (7/1/24–6/30/25): *7% complete*

All Phase II certifications should be completed *before Winter Break*.
Additionally, tool enhancements are on the way:

   - Auto-inclusion of Co-PIs (Sponsor Code 5400)
   - Email reminders to Coordinators & PIs
   - Admin job code listing for Cost Notes review

A campus communication will be sent once these enhancements go live.
*Reminders*

   - Beginning in FY25, all cost sharing must be recorded to the *–099 cost
   share project*. Exceptions include third-party contributions, in-kind
   cost share, unrecovered IDC, and GAANN fellowships. For the exceptions
   above, use the Cost Sharing Contribution Form
   <https://ucr.benchurl.com/c/l?u=13452EB8&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>.
   Departments should have already submitted cost share through FY24 to
   ensure accurate FY25 beginning balances.

   - Departments must reconcile GL and PPM regularly, as PPM drives
   invoicing and financial reporting. If discrepancies arise, submit a ticket
   and use the* Inception-to-Date (ITD) *and/or the* PPM Expense
Detail* reports
   to support reconciliation.

   - Use the *Award Projects Aging Report* to track awards 60–90 days
   before expiration. When you receive a notification, it’s time to begin
   closeout: submit any pending expenses not yet in PPM to EMF, and provide a
   clear spreadsheet of outstanding costs with supporting documentation.

*Key Compliance Notes for High-Risk Cost Transfers*
High-risk cost transfers have returned to standard processing requirements.
All transfers must be submitted within 120 days, and any transfer beyond
that timeframe must include thorough justification and obtain all required
approvals, including the ORG/College CFAO. Manual SCT/NCT requests for
pre-FY25 fiscal years will only be approved under limited, qualifying
conditions *(page 12 of the User Group deck)*.

Your justification must clearly address:

   1. What caused the error
   2. Why the receiving fund is appropriate
   3. Why the correction is late *(Note: Inadequate staffing or the
   Impact23 transition are not considered acceptable justifications.) *
   4. Preventive measures

*Web Recharge Key Reminder*

BFS frequently receives tickets requesting changes that are already covered
in the guides below. *BFS does not process these updates.* All Web Recharge
updates and maintenance must be completed by department administrators or
service providers. Please review the resources linked below to ensure
updates are routed and processed correctly — and don’t forget, you can also
watch a demo in the User Group recording! For the full library of guides,
visit Training Resources
<https://ucr.benchurl.com/c/l?u=13452EB2&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=2>
and search “Web Recharge.”


Request Type
Guides & Resources

Requesting a New
Service Provider

   - Adding a Service Provider
   <https://ucr.benchurl.com/c/l?u=13453431&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
   - New Service Provider Request Form
   <https://ucr.benchurl.com/c/l?u=13453432&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
    (ServiceNow)


Service Provider
Update Request Forms

   - Modify Service Provider Request Form
   <https://ucr.benchurl.com/c/l?u=13453433&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
   - Approval Process for Service Provider Request Forms
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*FY25 UC Procurement Annual Report *

* Procurement’s work is behind the scenes — but its impact is felt
everywhere.*

The FY25 UC Procurement Annual Report offers a quick look at how
procurement supports UC’s mission through strategic partnerships,
sustainable initiatives, and essential research support. Discover the key
accomplishments and innovative

approaches that continue to drive value across every UC campus. FY25 UC
Procurement Annual Report
<https://ucr.benchurl.com/c/l?u=13452EB9&e=1AB51E2&c=158834&&t=0&l=140710788&email=huTSExHnx%2Bl0Xu1EkKXg8aBanR218rId&seq=1>
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*↗︎*
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*Oracle Procurement **– **Quick Tip*

For recently accessed POs, click on *Purchase Order*s, then click on
the *Recent
Documents* button on the right side of the screen. This will display the
last 10 POs you accessed. *This feature also works in the Suppliers module*
— use the *Suppliers *button to quickly access the last 10 suppliers you
viewed.

*Enhancements Now Live!*

As of November 22, enhancements to Oracle Procurement's Redwood
Self-Service Procurement (RSSP) module are now available.
*Requisition Line Labels*

In the *My Requisitions* search tab, users now see requisition lines
clearly labeled.
*New Requisition Status*

When a purchase order is in the process of being generated from requisition
lines, the status of the requisition will update to *Order Processing.*
*Bug Fix*

The ability to update the *Suggested Buyer* field using the Edit Multiple
Lines page is resolved.


*Concur Card Aging Report *

The *Concur Card Aging Report* remains a key focus as Internal Audit
reviews campus card processes. As shown on *page 26 of the User Group deck*,
many Ghost Card and T&E Card transactions are still uncleared, with some
dating back to 2022. Departments should review the *Aging Report* in
iReport regularly and reconcile both assigned and unassigned charges. Card
expenses do not appear on departmental ledgers until an expense report is
submitted, approved, and validated in Oracle.

If you identify charges tied to *legacy suppliers* or *separated employees*,
please submit a ticket through the Finance & Administration Support Portal
under *Travel & Expense*. For separated employees, include the appropriate
delegate, pre-approver (optional), and financial approver who will take
action in Concur on the expense report(s), along with a screenshot of the
related charges to support cleanup.


*Improved Visibility in the Finance and Administration Portal *

Users can now view their own requests, the requests where they have been
added as a watcher, and requests submitted by others within their
department. For example, under *Department Universal Requests*, Josh can
see the pending Universal Requests (tickets) submitted by Asirra, Kimberly,
etc., as well as his own.
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