[Concurdelegates] Business & Financial Services Insider News

Tue Oct 28 12:33:18 PDT 2025

Dear Colleagues,

The Business & Financial Services (BFS) Insider News
<https://archive.benchmarkemail.com/UC-Riverside1/newsletter/BFS-Insider-News_October-2025>
 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/

*Phase II Is Here — Complete Your Certifications  *
Payroll Certification
<https://ucr.benchurl.com/c/l?u=1320E712&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
remains a compliance priority. As of October 20, there are *181 *certifications
from the Phase I cycle (July 2023–June 2024) pending certification.

If a PI has retired or separated, email emf at ucr.edu for reassignment to the
Department Chair.

The Phase II cycle (July 1, 2024 – June 30, 2025) is now available. This is
an opportunity to begin certifications early and stay ahead of deadlines.

*⚠️ * *If there are remaining certifications from Phase I that have not
been reviewed or certified, they will continue to appear with the Phase II
release.*

* Important:* Awards with certification periods extending beyond June 30,
2025 (e.g., ending August 2025) are *not included* in this release and will
be part of a future cycle.

*Reminder: Manual* *Non-Payroll Cost Transfers Tips*
To ensure successful submission of your Manual Non-Payroll Cost Transfer
(NCT) form, please follow these important tips:

* ✔*   Submit both a signed PDF and Excel copy of the manual NCT form.
*✔*   Ensure all signatures are completed by the appropriate individuals,
including the Preparer
      Principal Investigator (PI), and Chief Financial Administrative
Officer (CFAO), if applicable
      — *transfers over 120 days require CFAO approval!  *
*✔*   Don't forget to attach copies of the invoice(s) related to use tax
corrections.
*✔*   Review all COAs to ensure accuracy.
*✔*   Include a Looker query or FTDR to support the transaction (required).
*✔*   Make sure all attachments are clear and concise for efficient
processing.
*✔*   Consolidate requests by including up to 10 lines per NCT form (if
possible) rather than
      submitting separate forms and tickets for each request.
*✔*   Check the Universal Request/support ticket comments for any
follow-ups from Accounting
     —

*we may require additional details!   *
*Important**:* NCT requests under $5 for non-C&G funds and under $1 for C&G
funds will *not *be processed. Thank you for helping keep this process
efficient!
<https://ucr.benchurl.com/c/l?u=131FB24C&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>

*Required Reviews & Approvals*

Before initiating a purchase, check whether your goods or services require
special reviews, permits, or additional departmental approvals. Procurement
cannot issue a purchase order until required documentation
<https://ucr.benchurl.com/c/l?u=1320E713&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
is complete.

*Understanding the “Search for Combination” Screen in RSSP  *

The *Search for Combination* screen only displays COA combinations that
have already been used on a requisition. If a valid COA has not yet been
used, it won’t appear in the results, and users will see a *"No Matches
Found"* message. This does *not* mean the COA is invalid—it simply has not
been used before. When this happens, enter the COA directly instead of
relying on the search feature.

* Key points to remember:*

   -

   Use the search to quickly find *previously used* COA combinations.
   -

   If nothing appears, the combination may still be valid.
   -

   Confirm through your usual COA validation process if needed.

Training materials are being updated to reflect this clarification.

*New: Payment Card & Restricted Items Matrix  *

The Card Payment Matrix and Restricted Items List have been consolidated
into a single resource, *Payment Card & Restricted Items Matrix*, to make
it easier to determine what can be purchased on PCard and T&E and when
additional approvals or processes are required for a good or service,
regardless of the purchasing method. The new matrix provides a clear status
for each commodity *(Allowed, Restricted, or Not Allowed)*, along with
guidance on the applicable purchasing method and any required steps.

View the Payment Card & Restricted Items Matrix
<https://ucr.benchurl.com/c/l?u=1320E714&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>

This update simplifies navigation, reduces duplication, and supports
compliance with UC purchasing policies. Bookmark this page for quick
reference when making purchases!

*Seat Assignments Now Visible for Southwest!  *

We’re excited to share an important update that will make the UCR traveler
experience smoother. Post-ticketing seat assignments for flights on
Southwest Airlines are now visible to our travel management partner,
Anthony Travel.

To get ahead of the busy travel season, Anthony Travel has proactively
assigned seats for all travelers with departures after December 31 when
tickets on Southwest were purchased through Concur Travel or directly with
Anthony Travel. Seat assignments were made based on each traveler’s *profile
preferences*, ensuring a comfortable experience!

*Updated Meal Rates Effective September 1 *

Effective September 1, the maximum allowable meal rates for entertainment
and business meetings increased by approximately 10% in response to rising
food costs.

These updated rates apply to all meals incurred on or after the effective
date and are outlined in the revised Business and Finance Bulletin BUS-79.

Read the full announcement and details
<https://ucr.benchurl.com/c/l?u=131D407A&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>

*EU Entry Requirements Change October 12 *On October 12, the European Union
launched the Entry/Exit System (EES), a digital border control system for
non-EU nationals entering the Schengen Area for short stays. The EES will
replace manual passport stamping with automated biometric checks. On their
first entry, travelers will provide four fingerprints and a facial photo,
which will be securely linked to their passport for future trips.*The
system will also*

*track entry and exit dates to enforce the 90/180-day rule, which limits
stays to 90 days within any 180-day period across Schengen countries.*

This change applies to all non-EU travelers, including U.S. citizens,
faculty, staff, and students, while EU passport holders are exempt.
Travelers should expect longer wait times during initial registration and
plan accordingly, especially for time-sensitive travel. Remind travelers to
monitor their days in the Schengen Area to avoid overstays, which may
result in fines, deportation, or travel bans of up to three years.

* Join us for the BFS November User Group Thursday, November 20, 1–2 p.m.
*

This is our final user group of the year—don’t miss key updates and Q&A.

Join via Zoom: https://ucr.zoom.us/j/94569690823
<https://ucr.benchurl.com/c/l?u=1320E114&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>

*Web Recharge Training Guide Updates*

The Web Recharge – Service Provider Update Request Forms guide has been
updated, and a new Approver Guide is now available. For the full library of
guides, visit Training Resources
<https://ucr.benchurl.com/c/l?u=1319B867&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
and search “Web Recharge.”

*Key Reminder:*

BFS frequently receives tickets requesting changes 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 who have an authorized Web Recharge role assigned in EACS by the
department SAA.

Request Type
Guides & Resources

Requesting a New
Service Provider

   - Adding a Service Provider
   <https://ucr.benchurl.com/c/l?u=1319D027&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
   - New Service Provider Request Form
   <https://ucr.benchurl.com/c/l?u=1319D028&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
   (ServiceNow)

Service Provider
Update Request Forms

   - Modify Service Provider Request Form
   <https://ucr.benchurl.com/c/l?u=1319D029&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
   - Approval Process for Service Provider Request Forms
   <https://ucr.benchurl.com/c/l?u=131AF50B&e=1A86BD3&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>

*Enhancements to Come *

We’re excited to share that *system and process improvements* are underway.
Some enhancements will take time, but progress is happening!
*Supplier Registration*
DocuSign integrations for the “Other Non-PO” registration process has been
technically completed, and guidance and training are in development!
*Web Recharge*
Mass/Batch Billing is now ready for testing, and departments will be
engaged for User Acceptance Testing (UAT) soon.

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