[Concurdelegates] BFS Insider News

Thu Feb 5 09:42:12 PST 2026

Dear Colleagues,

The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/138807B1> 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=138807C3&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
Training
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Support
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Website
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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!
 *AT&T - iPhone 17 256GB Promotion (Ends March 31st)*
[image: AT&T Logo (vertical blue & black)]

Take advantage of $0.99 upgrades (including options for *Android users*)
and a new $30/month rate for UCR business accounts. Note that strict
eligibility applies: this is for departmental accounts only (no personal
lines), and requires FAO/FOM approval regarding financial responsibility.

For more detailed information, review this recent communication: (AT&T –
iPhone 17 256GB Promotion (Ends March 31) | Business & Financial Services)
<https://ucr.benchurl.com/c/l?u=138807C7&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
*Payroll Certifications **— Phase II Deadline & Tool Update*
*Action Required*

Phase II certifications (7/1/24–6/30/25) are now past due. If you did not
complete these before Winter Break, please finalize them *as soon as
possible* to avoid impacts on compliance and reporting.

*Tool Enhancements:* The Payroll Certification Tool has recently been
updated. While the *User Interface (UI)* has a new look, the workflow
remains the same.

   -

   *Co-PI Logic:* Co-PIs are now automatically included on awards with
   Sponsor Code 5400.
   -

   *New Email Reminders:* Automated notifications are now active for
   Coordinators and PIs regarding pending certifications.
   -

   *Admin Job Code Listing:* A new list is available to help identify job
   codes for Cost Notes review.

For more information, check out this communication from BFS: Training
Available: Payroll Certification Tool Updates and Phase II Reminder |
Business & Financial Services
<https://ucr.benchurl.com/c/l?u=138807C8&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>

*Reminder*

   - 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.

*Timely Market Alert*
*Computer Hardware Price Increases*

A global RAM shortage driven by AI demand is projecting price hikes of
15–30% across all computer hardware, leading suppliers to shorten quote
validity to just 15 days. *We strongly recommend purchasing necessary
computer hardware immediately* to lock in current pricing before these
significant cost increases take effect.
*Additional Resources: *

   - KB0012414
   <https://ucr.benchurl.com/c/l?u=138807C9&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
   - Global Shortage and Soaring Demand for Memory and Storage Chips

   - KB0011975
   <https://ucr.benchurl.com/c/l?u=138807CA&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
   - ITS Device Standards

   - KB0012056
   <https://ucr.benchurl.com/c/l?u=138807CB&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
   - How to Order ITS Lenovo Device Standards Through Oracle Financials
   Punchout Catalog

[image: (Dell logo in blue)]

*IT/Software Quotes*
* Many Shortened to 14 days or less*

Please be aware that Dell and many other IT/software suppliers have
shortened their quote validity periods to 14 days or less. With the
shortened quote validity windows, we are seeing an increase in rejected
Purchase Orders. To help prevent pricing expiration during the approval
process, we urge departments to submit these requisitions immediately upon
receipt of a quote.

*Oracle Procurement **– **Supplier Contact Form*

* Unsure how to update the Supplier Contact information on a requisition?*

Prior to the Redwood design update for requisitions (RSSP), departments
were able to "Attach File as Text." This functionality in the classic
Purchase Requisitions module was often used to communicate the supplier
contact information to the Central Procurement buyer responsible for the PO.

To supplement, the "Supplier Contact Form" has been deployed. Departments
can use this form to share critical supplier & department contact
information for the purchase order. *Please access this form directly in
the module*,* fill it out*, and* attach it to the requisition* so that the
professional buyer responsible for creating the PO will have the
appropriate contact information.
[image: (Screen capture of attachments section of requisition in Oracle
Financials with red arrow pointing towards the Supplier Contact Form)]

*Updated PCard Policy Available on Policy King*

*Employee Separation Protocols*

Updated PCard Policy Available on Policy King Revisions to *Policy 750-70*
are now live (link
<https://ucr.benchurl.com/c/l?u=138807CC&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
).

The Procurement Card (PCard) Policy has been updated as of January 5, 2026.
This revision introduces *Section III(G): Employee Separation*, outlining
critical steps for cardholders leaving the University.

   -

   *Departing Cardholders:* Must reconcile all transactions, submit a
   Concur request to close their account, and return the destroyed physical
   card to their Department Head or FAO *prior* to separation.
   -

   *Departments:* Must verify card destruction and ensure all outstanding
   transactions are reconciled. In cases of immediate separation, departments
   have *75 days* from the UCPath termination date to reconcile on behalf
   of the former employee.
   -

   *General Reminders:* The policy also reflects recent alignments with
   Concur/Oracle workflows, updated spending limits, and strict "separation of
   duties" requirements for Financial Approvers.

[image: (Dell logo in blue)]

*Procurement Resources*
* Watch & Bookmark*

*Past Session Materials & Buying Resources* Did you miss a recent session?
Visit the Procurement Process Improvement Series webpage
<https://ucr.benchurl.com/c/l?u=138807CD&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
to access recordings, slide decks, and resources from past events. Future
sessions will be scheduled quarterly throughout the year.

We also recommend bookmarking the Buying Specific Goods & Services page
<https://ucr.benchurl.com/c/l?u=138807CE&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>.
This resource is being continuously updated with new purchasing methods,
supplier details, and compliance guidance to support your department's
needs.
*Procurement Feedback Survey *

Please complete our short Procurement Feedback Survey (~10 minutes) *by
February 20*. Your input is vital to shaping future improvements for
procurement processes across campus.
TAKE THE SURVEY ➜
<https://ucr.benchurl.com/c/l?u=138807CF&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>
[image: (Screen capture of supplier promotions page with southwest airplane
and text "UC Travelers get a boost towards tier status. Book & fly by April
15 to earn up to 7,500 Rapid Rewards points. Register Today!")]
*Timely Market Alert*
*New Year, New Travel benefits for UC Travelers!*

   -

   *Southwest:* Earn up to 7,500 points & a Companion Pass with qualifying
   travel Jan 15–Apr 15.
   -

   *American:* Get instant AAdvantage Gold status through March 31.
   -

   *Alaska:* 50% bonus status points on Seattle routes + new member flight
   credits.
   -

   *Marriott:* UC travelers get complimentary Silver Elite Status.
   -

   *Hertz:* 3x Points on rentals through Jan 31.

*Reminders: Check your ConnexUC profile to ensure your name matches your
ID, and consider sustainable non-travel alternatives where possible.*

For more details, review this UC Systemwide Travel Communication.
<https://ucr.benchurl.com/c/l?u=138807D0&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>

*Help Improve the Concur Experience *

Take our short Concur Travel and Expense survey (~10 minutes) *by February
20* and help shape future improvements to travel and expense processes
across campus.
TAKE THE SURVEY ➜
<https://ucr.benchurl.com/c/l?u=138807D1&e=1AFB348&c=158834&&t=0&l=146A52C45&email=OvLldNM%2F4PzxAaSPLVE6Rw%3D%3D&seq=1>

*Training Resources & Updates *

*Stay Current with New Training* We are continuously refreshing our
training content to keep you up to speed. Visit the *BFS Training Resources
page* today—you'll find the latest updates highlighted at the top, plus a
searchable repository below for finding specific videos and guides.
View this email in your browser
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