[Concurdelegates] BFS Insider News

[Asirra Suguitan]

Dear Colleagues,

The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/13C33B43> 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/

[image: image]

Announcements
<https://ucr.benchurl.com/c/l?u=13C33C8C&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
Training
<https://ucr.benchurl.com/c/l?u=13C33C8D&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
Support
<https://ucr.benchurl.com/c/l?u=13C33C8E&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
Website
<https://ucr.benchurl.com/c/l?u=13C33C8F&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
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!
[image: decorative image of a yellow lightbulb]

*Upcoming BFS User Group Meeting!*

Don’t miss the next *Business & Financial Services User Group Meeting
*on *April
30, 2026, from 10:00 AM to 11:30 AM*, featuring essential updates on
Financial Services, Contracts & Grants, and Procure to Pay. You can join
the session directly via Zoom
<https://ucr.benchurl.com/c/l?u=13C33DB5&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
(Webinar ID: 975 0562 2691) or participate by phone at +1 669 219 2599.
[image: Two bar graphs in blue and gold showing 90% and 81%]

*Payroll Certifications*

   - Phase I (7/1/23–6/30/24): *90% complete*
   - Phase II (7/1/24–6/30/25): *81**% complete*
   - Phase III (7/1/25-12/31/25): *0% Complete*


*Phase I & II certifications are past due and must be submitted
immediately.  *Email emf at ucr.edu for support.

For Phase I, 835 of 927 certifications have been completed (90%), and 804
of 988 Phase II certifications have been completed (81%), representing an
overall certification rate of *86%*, with the remainder still pending
department or PI review.

*Phase III Payroll Certifications due dates: *

   - Coordinators review due by May 15, 2026
   - PI Certification due by June 1, 2026

*Award Closeout Overview Updates *
The Awards Closeout Website (link
<https://ucr.benchurl.com/c/l?u=13C33DB6&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>),
Forms & Resources (link
<https://ucr.benchurl.com/c/l?u=13C33DB7&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>),
training materials (link
<https://ucr.benchurl.com/c/l?u=13C33DB8&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>),
and the Award Closeout Certification Form (link
<https://ucr.benchurl.com/c/l?u=13C33DB9&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>)
have all been updated ahead of the Phase III Certification period which
became live on 04/15/2026.
[image: decorative image of desk with computer and calendar]

*Upcoming Fiscal Close Office Hours!*

Don’t miss the *Fiscal Close Office Hours (FY26)* on *Wednesday, May 13,
2026*, from *10:30 AM to 11:30 AM*.



This session is designed to assist with navigation and answer questions
regarding the FY26 year-end close, including key deadlines, department
action items, and essential reference materials. You can join the session
directly via Zoom
<https://ucr.benchurl.com/c/l?u=13C5326F&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
(Webinar ID: 950 91586 921) or participate by phone at +1 669 219 2599.
*Web Recharge Updates*
*Billing Descriptions Resolved *
The issue regarding inaccurate billing descriptions transferring from Web
Recharge to the General Ledger has been successfully resolved. Standardized
and accurate descriptions will now appear correctly across all financial
reports to ensure better transparency.

*Credit Memos for Mass Billing*
The technical issue preventing the processing of credit memos against web
recharge orders entered via mass billing has been successfully resolved.
Users can now apply credits to these specific orders without encountering
previous system errors. This fix ensures that all mass-billed transactions
now can be adjusted appropriately.
[image: Decorative graphic with calendar and calculator with shadow infront
of orange circle.]

*Short-term Investment Pool (STIP) interest*
*Contract & Grant Awards*
Budgeting for *FY24 and FY25 STIP interest has been completed for projects
ending in "098"* in PPM within the March 2026 (2026-03) accounting period.

Looking ahead, *FY26 interest *for the first and second quarters (Q1 & Q2)
will be budgeted in the *April Accounting Period* (2026-04), followed by
the third quarter (Q3) in the *May Accounting Period* (2026-05).

Moving forward, all STIP interest will be budgeted quarterly during the
month immediately following the end of each quarter.
*Updated Manual NCT Forms*
*Non-Payroll Cost Transfer*
Updated Manual NCT forms have been uploaded to the BFS website
<https://ucr.benchurl.com/c/l?u=13C53270&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
and are now available for use. These new forms incorporate helpful total
fields for both "transfer from" and "transfer to" amounts to streamline the
documentation process. To ensure accurate and efficient processing, please
verify that debits and credits net to zero for each line of the cost
transfer form.
[image: Decorative graphic with calendar and calculator with shadow infront
of orange circle.]

*Manual Payroll Cost Transfers (MPCT)*
*Updated Guidance & Materials*

The guidance and related artifacts for manual cost transfers have been
updated.



Please note that the Manual Salary Cost Transfer (MSCT) has been
renamed to *Manual
Payroll Cost Transfer (MPCT)*. This updated naming convention more
accurately reflects the scope of these transactions, which include all
payroll‑related expenses, not salaries only.
The following updates have been completed:

   - The guidance document
   <https://ucr.benchurl.com/c/l?u=13C802D7&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
   has been revised to reflect the new MPCT terminology and includes
   additional content to clarify previously communicated requirements.
   - The request form
   <https://ucr.benchurl.com/c/l?u=13C802D8&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
   has been updated to incorporate additional guidance, including input from
   Extramural Funds Management (EMF).
   - The Pre‑Journal Template
   <https://ucr.benchurl.com/c/l?u=13C802D9&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
   has been revised to align with new and clarified requirements for MPCT
   submission.

For further questions, please review the MPCT webpage
<https://ucr.benchurl.com/c/l?u=13C802DA&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
or reach out to UCRPayroll at ucr.edu.
[image: Decorative image with the text "Oracle" showing a redwood style
background.]

*Oracle Updates*
* Redwood Style*
Oracle Purchasing, Receiving, and Supplier Registration modules are
scheduled to be migrated to the new Redwood Style interface to improve the
user experience.

Please join us for the upcoming User Group Meeting
<https://ucr.benchurl.com/c/l?u=13C546D7&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
on April 30th, where we will share specific implementation timelines for
this transition. This session will provide essential details on what to
expect as we modernize our procurement tools across the system.
*Purchase Order*
*Receiver Field*
The Receiver field is now a required entry on all Purchase Orders to ensure
workflow accuracy. This update corrects a previous setting where the field
was optional, which triggered erroneous "Receipt Required" notifications to
the assigned buyer. By designating a specific receiver, you ensure that
automated system alerts are routed to the correct individual for timely
processing.
[image: Screen capture of empty Receiver Field showing an error]
[image: Screen capture of PO with Budget Date circled in red.]

*PO Change Orders*
*Budget Date within Project Start/End Dates*
When issuing a change order with updated funding distributions, you
must *ensure
the budget date on the PO line remains within the active project’s start
and end dates*.

*For instance, if a project begins on April 1, 2026, any earlier budget
date must be updated to fall after that start date to avoid system
conflicts. *

Failure to align these dates will prevent encumbrance entries from posting,
leading to significant errors and payment delays during invoice processing.


*Lenovo Outlines Steps to Mitigate IT Market Volatility *

To help mitigate IT market volatility through 2026, Lenovo and UC
Procurement have released a strategic briefing focused on reducing cost
exposure and managing supply risks through standardized configurations and
proactive forecasting.
You can now access the session recording
<https://ucr.benchurl.com/c/l?u=13C33CA1&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
and presentation slide deck
<https://ucr.benchurl.com/c/l?u=13C33CA2&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
to learn how to navigate these multi-year hardware cycles effectively.
*Classic Purchase Requisition Module*
*Permanent Retirement Date*
The Classic Purchase Requisitions module is scheduled for permanent
retirement on *May 16, 2026*.

Following this date, the Redwood Self Service Procurement module will
become the default interface for all purchase requisitions. We encourage
users who haven't yet, to begin using the Redwood module now to ensure a
smooth transition before the classic version is no longer available.

Training resources are available on the BFS Training Resources Page (link
<https://ucr.benchurl.com/c/l?u=13C33C8D&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=2>)
by searching RSSP or by retaking any of the applicable web based training
courses (link
<https://ucr.benchurl.com/c/l?u=13C54458&e=1B3C8ED&c=158834&&t=0&l=14B7E750B&email=2t7Xr6x2XFpp%2BUIDrRoSh0GdDiZrsknn&seq=1>
).
[image: Screen capture of the classic requisitions page within Oracle
Financials, as well as a screen capture of the "Purchase Requisitions
(Retiring)" tile circled in red. In the center "Retiring on May 16, 2026"
is displayed in white text on a red box.]
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