[Concurdelegates] BFS Insider News

Thu Feb 26 17:01:16 PST 2026

Dear Colleagues,

The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/1397B084> 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]

Key updates for February 2026 on Financials Service, Procurement, and more!
Announcements
<https://ucr.benchurl.com/c/l?u=1397D47B&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
Training
<https://ucr.benchurl.com/c/l?u=1397D47C&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
Support
<https://ucr.benchurl.com/c/l?u=1397D47E&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
Website
<https://ucr.benchurl.com/c/l?u=1397D480&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&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!
*Endowment Distributions*
*Update*

The annual Endowment distribution financial journals were posted into the
FY26 December ledgers for FY25 distributions using the endowment fund and
department activity and function codes.

New this year, departments are required to budget these endowments using
the applicable form(s) provided by the Central Budget Office.
*STAR, PFCB, and PCC*
*Updated Guidance*

Effective FY26, STAR, PFCB (Paid Family Care and Bonding), and PCC (Postdoc
Child Care) credits will be posted quarterly. Additionally, Departments
should change the COA to 19900 / default project for any STAR, PFCB, or PCC
costs that would have otherwise been charged to a grant.

This change reflects the following considerations:

   -

   *STAR* costs are not allowable on Contracts and Grants.
   -

   *PCC* costs are only allowable on some awards under limited
   circumstances.
   -

   *PFCB *costs should not be charged to a grant when an individual is not
   working (e.g., on leave). In most cases, another employee is backfilling
   that effort to move the grant forward, so these costs are not appropriate
   to charge to Contracts and Grants.

As a result, these expenses should not be charged to C&G.

*What to do going forward:*
If you know these expenses are coming and the individual’s regular salary
is charged to a grant, please charge the applicable STAR, PFCB, or PCC
expenses to COA 19900 / default project. These costs will be reimbursed
back to that COA.
*Mass Billing Available*
*Web Recharge*

We are excited to introduce a new *Mass Billing* feature in Web Recharge.
This update allows departments to submit multiple billing items at once,
significantly streamlining the data entry process for high-volume
transactions.

*What does this mean?* Users can now upload a CSV file containing multiple
orders rather than entering them individually. This feature is designed to
support efficiency when processing numerous charges for a single service
provider.

For complete step-by-step instructions and to access the CSV template,
please refer to the Web Recharge - Mass Billing Guide
<https://ucr.benchurl.com/c/l?u=1398F8C3&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>.This
is now also available on the Training Resources page of the BFS website (
link
<https://ucr.benchurl.com/c/l?u=1397D47C&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=2>
).
*Concur Employee Profile Inactivation*
* 90 Day Inactivation Rule Explained!*

Have questions about the Concur 90 Day Inactivation Rule? And what Concur
and Oracle Financials look like during this timeframe?

   - *What is it?* If an Oracle Employee Supplier record has an inactive
   date up to 90-days in the future, they will display as *inactive* in
   Concur through the automated Concur Profile inactivation process.
   - *Are they inactive in Oracle Financials during this time?* No, in
   Oracle Financials, the employee supplier will show as Active during these
   last 90 days.
   - *What is the reason for this? *The timeframe between the two systems
   allows Concur Delegate users to take action on behalf of the "inactive
   employee" and *process any open expense entries within 75 days* (this
   allows for a 15-day window between Concur and Oracle).

Warning messages will appear in Concur for user profiles impacted by this
rule. For more details, review the Quick Reference Guide - Concur Employee
Profile Inactivation
<https://ucr.benchurl.com/c/l?u=1397E3A3&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
.
[image: Screen capture of visualization from Concur Profile Inactivation
guide showing the different statuses in Oracle Financials and Concur]
*2026 Hotel Rates for UCR*
*Procurement Website Update*

The 2026 hotel rates for UCR have been confirmed and the list is now
updated for campus users. Please visit the procurement website to access
the newly published rates for your upcoming travel (link
<https://ucr.benchurl.com/c/l?u=1397D484&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
).
[image: Screen capture of Procurement Webpage showing the Buysing Specific
Goods & Services page with a portion of the Hotels (local) section open.]
[image: Decorative image of Mission Inn]

*The Mission Inn Electronic Pre-Arrival Check-In*
* UCR will not use the new system - do not share links*

The Mission Inn has implemented a new electronic pre-arrival check-in
process. This link is sent via an email to the Department making the
reservation and also sent via text if a phone number has been provided.
Unfortunately, this process will not work for UCR. The new system allows
the guest to add charges to their stay that are not authorized on the POs
(i.e., upgrading the room type, paying the resort fee, adding late
check-out and other charges).

The Mission Inn has been notified that UCR will not be using this new
system and will proceed with the standard check-in process as always.

For now, please do not forward the pre-arrival check-in links to your
guests.  If you have any further questions, please contact Ana Cotton
<analopez at ucr.edu>.
[image: Screen capture of the first page of the updated Request Supplier
Guide.]

*Requesting a Supplier*
* Quick Reference Guide Updated*
The Requesting a Supplier guide (link
<https://ucr.benchurl.com/c/l?u=1397DC56&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>)
has been updated to clearly outline the process for Supplier Requests for
PO Suppliers, DocuSign-Eligible Supplier types, and Performance Agreements
(the only Non-PO Supplier type which is not docusign eligible).

The guide gives a step-by-step process for the requests (including video
demonstrations), shares what happens once the request is submitted, and
outlines which suppliers are considered Other Non-PO suppliers.
[image: Screen capture of the first page of the EACS Accountability Report
guide]

*Need to know what roles a user has? *
* EACS Accountability Report*
If you are unsure if someone has access to a specific software that is
provisioned through EACS - check out the EACS Accountability Report.
Everyone has access to this through R’Space.

The Accountability Report guide (link
<https://ucr.benchurl.com/c/l?u=1397DC56&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=2>)
walks through the process, shares details on what the search fields are,
and also links to the Financial Systems Directory (link
<https://ucr.benchurl.com/c/l?u=1397DDF6&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>)
where information on each role can be found.
[image: (Dell logo in blue)]

*Procurement Resources*
* Updates to the Procurement Process Improvement Slide Decks*

Thank you to everyone who participated in the Procurement Process
Improvement Series. Recordings, slide decks, and resources are available on
the Procurement Process Improvement Series webpage.
<https://ucr.benchurl.com/c/l?u=1397D48C&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>

For clarification, the Slide Deck for session three
<https://ucr.benchurl.com/c/l?u=1397E39E&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
was updated to include:

   - For questions about permits, please reach out to Mary Ramirez
   <mary.ramirez at ucr.edu>, the Permit Program Manager. She is also
   available by phone at 951-323-3864.

The Slide deck for Session four
<https://ucr.benchurl.com/c/l?u=1397E39F&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
was updated to include:

   - Reminder, any requests over 100K or 10K using federal funds will need
   an SSPR form attached.
      - SSPR FAQs
      <https://ucr.benchurl.com/c/l?u=1397E3A0&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
      - SSPR Instructions
      <https://ucr.benchurl.com/c/l?u=1397E3A1&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>
      - SSPR Form
      <https://ucr.benchurl.com/c/l?u=1397E3A2&e=1B0BFD1&c=158834&&t=0&l=1490D22D9&email=2Q%2BTBbF4NqDGZWTQXxFT45B9gYFv4ITk&seq=1>

*Oracle Financials - 26A Quarterly Update*
*Completed February 21, 2026 *

The following are new features now available within Oracle Financials. Many
have come through with the quarterly update that completed this last
weekend.

*Updates & Features: *

   - *Suggest Purchase Category: *The "Suggest" button is available on the
   non-catalog request forms. Click it for Oracle to give a recommendation of
   the best-fit purchasing category based on the item's description.

[image: Screen capture of Create Request page for Requisitions with new
Suggest button circled in red]
[image: Screen capture of the Requisition Summary section with red arrow
pointing towards expanded "More information" section]

   - *"More information" section expanded by default: *Previously, the
   "More information" section on requisitions was always collapsed and had to
   be expanded for users to review. Now it will default to being open.

   - *See Buyer Names at line level: *On the  *My Requisitions page*, the
   buyer name will now display when viewing by line. This is much quicker than
   having to drill-into the requisition to see the assigned buyer.

[image: Screen capture of My Requisitions page with the page tab circled in
red, the Lines view toggle circled in red, and a red arrow pointing towards
the assigned buyer.]

   - *Training Tip on Saving Requisition: *Requisitions can be saved for
   later, which allows for the transactor to start fresh with an empty
   shopping cart. To highlight this, a training tip has been added to the cart
   to help ensure users are aware of this feature.

[image: Screen capture of the Requisition cart with red arrow pointing
towards training tip. Menu is also open with curser over "Save for Later"
option.]

   - *Hover to see COA: *Users can now see charge accounts segments,
   values, and descriptions by hovering over the COA Combination Details in
   the "More information" section of the requisition.

[image: Screen capture of My Requisitions page with the mouse hovering over
the Charge To field in the "More information" section so that the
combination details pop-up displays.]

   - *Shopping List Column Sort:* When viewing your shopping list, it is
   now possible to click the column header to sort the items in the list by
   that category.

[image: Screen capture of Shopping List page in table view with circle
arround table view toggle, and red arrow pointing towards the sort icons in
the column headers.]

   - *View Budget Details with Funds Check:* After clicking "Check Funds"
   it is now possible to view the budget level details.

[image: Screen capture of Shopping List page in table view with circle
arround table view toggle, and red arrow pointing towards the sort icons in
the column headers.]

   - *Document History on Draft:* You can now view document history on any
   requisition in Draft status.

[image: Screen capture of draft requisition with red arrow pointing towards
status, and additional menu (three dots) open with "View Document History"
circled in red.]

   - *View PO Approvers through Document History: *PO Approval information
   is now accessible via document history from the requisition. This includes
   change order history as well. To view document history, click the
   additional menu (three dots) and select document history).

[image: Screen captures of viewing document history of a requisition with
"View Document History" circled in red. A red arrow points towards the PO
approval information.]
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