[Concurdelegates] Business & Financial Services Insider News

Thu Sep 25 11:15:50 PDT 2025

Dear Colleagues,

The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/130221D5> 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/

*Contracts & Grants *Payroll Certification
<https://ucr.benchurl.com/c/l?u=130247EA&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
remains a compliance priority. As of September 15, there are 147
certifications from the July 2023–June 2024 cycle pending Department
Coordinator review. Coordinators are urged to submit these promptly to PIs.
If a PI has retired or separated, email EMF at ucr.edu for reassignment to the
Department Chair.

*Phase II of Payroll Certification, covering July 2024–June 2025, is
underway — stay tuned for more details!*

BFS has introduced a new process for *Fixed Price Award Balance transfers*.
A request form is now available and requires signatures from both the
Financial Operations Manager or FAO and the PI before submission through
Finance and Administration Support.

👉  Click here for guidance
<https://ucr.benchurl.com/c/l?u=13022267&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
.

*Fiscal Close & Financial Reporting  *

Period 13 of FY25, along with July and August of FY26, are officially
closed. Paid Family Care Bonding (PFCB) credits for FY24 and FY25 have also
been successfully posted into August 2025.

Oracle Budget remains the most reliable source for non-project budget data.
Recent issues in Looker Finance — including duplicate entries and
inconsistent dates — have been largely resolved, with only budget
adjustment dates appearing off.

For financial reporting, users may occasionally see project-related costs
posted to the General Ledger that are temporarily missing from PPM. These
discrepancies are typically corrected during month-end processing. Best
practice is to wait until the accounting period closes; if the item is
still missing, submit a ticket with the GL transaction details, and the
Accounting Office will confirm once the entry has been corrected.

*Staff are advised not to process salary or non-salary cost transfers until
the expense is visible in PPM. *Finally, as announced on September 22
<https://ucr.benchurl.com/c/l?u=13022268&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>,
all missing monthly payroll charges for August are now reflected in PPM. With
these charges posted, PPM-based reports should show alignment with the
General Ledger but not by August or September accounting periods. We
anticipate alignment between PPM and General Ledger by accounting periods
to be restored in October.

*Procure to Pay *

We’ve received reports of requisitions being auto-rejected. When assigning
project funding to a requisition, always enter the *Project* directly into
the *Project Number field*. This ensures the correct costing values
populate. Entering only the COA combination with a project number will
cause the requisition to auto-reject.

Please refer to this training guide
<https://ucr.benchurl.com/c/l?u=13022269&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
on assigning Projects to a requisition in RSSP.
<https://ucr.benchurl.com/c/l?u=13022269&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=2>

To search for Requisitions in Redwood Self Service Procurement, follow the
steps below:
*Step 1: Open My Requisitions*
Navigate to the *My Requisitions* tab at the bottom of the Self Service
Procurement page.
*Step 2: Search & Filter*
Use the *search bar *and filters to locate your requisition. You can search
by requisition number or apply filters from the dropdown options.

*Step 3: View Approvers*
For items in *Pending Approval*, open the requisition and either:

   -

   Click three dots → * View Approvers*, or
   -

   Expand * More Information *→
   Current Approver.

*Travel & Entertainment*

Delta Air Lines has announced major updates to its fare structure,
effective *October 1, 2025*. These changes are already reflected in
available bookings.The Main Cabin has been rebranded as *Delta Main* and
now offers three options:

   - *Delta Main Basic* – formerly Basic Economy. Includes assigned seating
   but no early boarding or Sky Club access. Best for budget-conscious
   travelers.

   - *Delta Main Classic* – includes seat selection, faster boarding,
   eCredits for cancellations, and same-day standby.

   - *Delta Main Extra* – offers quick boarding, same-day standby, and a
   full refund to the original payment method for cancellations.

Travelers are encouraged to review fare details carefully before booking to
choose the option that best meets their needs.

The updated *900-05 Travel & Entertainment (T&E) Corporate Charge **Card
<https://ucr.benchurl.com/c/l?u=1302226A&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>*
policy
is now available in Policy King and is also cross-linked on the BFS website!
CLICK TO READ THE POLICY ➔
<https://ucr.benchurl.com/c/l?u=1302226A&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=2>

The guide on *Giving Gifts to Employees/Non-Employees *has been updated
with the latest policy clarifications and limits. Whether you are
recognizing a staff member or retirement, thanking a volunteer, or planning
a giveaway, this guide helps ensure compliance with UC policies and funding
rules.

👉  Click here for guidance
<https://ucr.benchurl.com/c/l?u=1302226B&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
.

*Upcoming Training: Covered Services (Contracting Out)  *

Do you help plan campus events, host lectures, or order catering for
department meetings? If so, you’ll want to attend UCR Human Resources’ *Covered
Services (Contracting Out) Training* on *Wednesday, October 22, 2025, from
9:30–11:30 AM*. The session will cover concept approval, the HRMS
contract-out process, and emergency procedures, giving you the tools to
ensure compliance with campus requirements.

👉 Register here
<https://ucr.benchurl.com/c/l?u=130222FF&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
to secure your spot. A Zoom link will be sent after registration.

*We're here to support you! *Stay updated with the Known Issues Tracker
<https://ucr.benchurl.com/c/l?u=1302226C&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>,
and submit tickets anytime through Finance and Administration Support
<https://ucr.benchurl.com/c/l?u=1302226D&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
.

*Missed the September User Group? *Catch up on the latest BFS and financial
system updates by watching the [recording
<https://ucr.benchurl.com/c/l?u=1302226E&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>]
and reviewing the [presentation deck
<https://ucr.benchurl.com/c/l?u=1302226F&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
].

*Training Resources *BFS continues to expand training offerings. Recently
updated guides include Non-Payroll Cost Transfers, Invoice Approvals, AP
Holds, Supplier Setup, and Requisition Attestations. A refreshed Chart of
Accounts overview is also now available. See Training Resources
<https://ucr.benchurl.com/c/l?u=13022271&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
.

Web-based trainings are being updated to meet UC’s new Digital
Accessibility Guidelines. Revisit the finance training program
<https://ucr.benchurl.com/c/l?u=13022272&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
regularly for the latest resources.

* Click the image below to enlarge. *A red star indicates a course that has
been updated but is still in progress, while a black star indicates the
course is fully updated.
<https://ucr.benchurl.com/c/l?u=13022273&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>

*Insider News is brought to you by Business & Financial Services,
delivering timely updates on financial systems, reports, and business
processes to support your work. *

Visit Our Website
<https://ucr.benchurl.com/c/l?u=13022274&e=1A6B994&c=158834&&t=0&l=139C65C44&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
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