[Concurdelegates] Business & Financial Services Insider News

[Asirra Suguitan]

Dear Colleagues,


The Business & Financial Services (BFS) Insider News
<https://ucr.bmeurl.co/13DB2D76> 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/









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Announcements
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Training
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Support
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Website
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Welcome to the latest edition of *BFS Insider News*, featuring important
updates, reminders, and resources from across Business & Financial Services.
 Contracts & Grants
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*Payroll Certifications*
* Tracking Phase III Certification Progress *
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*Sponsored Projects*

* Award Closeout Starts Early*

As of May 22, 2026, Phase III Payroll Certifications are 42% complete. *The
Phase III PI certification deadline is June 1, 2026*.

To support campus visibility and timely completion efforts, CFAOs and
Payroll Coordinators are receiving weekly Payroll Certification metrics
updates for all
certification phases.



Departments are encouraged to review outstanding certifications to support
timely completion and compliance efforts.

Review sponsored project activity throughout the life of an award to
support timely closeout and reduce last-minute corrections.



Monitor balances, payroll, cost transfers, invoices, and receivables to
ensure charges are appropriate, allowable, and well documented.



Early coordination with EMF, PIs, and research administrators helps
streamline closeout and support timely reporting. Learn more on the Award
Closeout webpage
<https://ucr.benchurl.com/c/l?u=13E1B70C&e=1B5869B&c=158834&&t=0&l=150993B67&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>
.
 Financial Services
*Fiscal Close*

BFS is now providing weekly Fiscal Close updates
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to help departments stay informed on upcoming deadlines, process updates,
reminders, and support resources.


At the latest Fiscal Close Office Hours session, several high-touch
activities continued to generate discussion and questions from departments,
including payroll correction workflows, Concur expense visibility, recharge
timing, FICA adjustment tracking, and payroll reporting and documentation
resources. BFS will continue evaluating opportunities to enhance
communication, improve transparency, strengthen reporting tools, and
streamline processes in these areas to better support departments.
*Additional Office Hours *

Fiscal Close Office Hours are scheduled for *Wednesday, June 3* from 1–2 pm

*Thursday, June 18* from 2–3 pm

Zoom Link: https://ucr.zoom.us/j/95091586921
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If you miss a Fiscal Close Office Hours session — or would like to revisit
the discussion — recordings, presentation materials, and additional
resources are available on the Fiscal Close webpage
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.


 Procure to Pay
*New Initiative!!*

*Stronger partnerships. Smarter insights. Better outcomes for campus.
*Procurement
Services is strengthening partnerships with campus departments through
Department Business Reviews, a new initiative focused on collaboration,
transparency, and strategic support. These ongoing meetings provide
opportunities to review procurement trends, purchasing activity,
operational priorities, and upcoming initiatives while supporting a more
strategic and service-oriented approach aligned with each department’s
research, teaching, and operational needs.



Discussions may include procurement cycle times, self service
purchasing orders, managed versus unmanaged spend, supplier performance,
payment methods, and sourcing opportunities, while also creating space for
Procurement Services to more deeply understand each department’s
operational priorities, challenges, and long-term goals. The reviews are
intended to help identify meaningful ways Procurement Services can better
support department strategy, operational growth, and future initiatives.



Participating departments for the initial rollout have already been
identified as part of this year’s engagement plan. The initiative reflects
a continued commitment to customer service, partnership, operational
excellence, and data-informed decision making. Meetings will continue with
departments across campus in both recurring and annual formats as part of
ongoing campus engagement efforts.
*Labviva Experience*
* Supporting Users Through Smarter Procurement *
[image: labviva process flow image]
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Labviva was demonstrated at the April
User Group meeting as a tool planned
for *future adoption* at UCR to help streamline purchasing through an
enhanced punchout catalog experience. The platform uses AI-powered search
and product comparison tools to help users locate items faster, compare
suppliers, and simplify the requisition process while centralizing supplier
access and pricing in one location.

Implementation planning and timelines will be developed in partnership
with UCOP, with additional information and formal rollout plans to be
communicated as they become available.
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Procurement Services is relaunching the Procurement Process Improvement
Series this June. Running biweekly through September, the series will
provide practical guidance, policy clarity, and process improvement
strategies based on campus feedback and common procurement challenges.

*Sessions will be held on select Fridays from 1:00–1:45 p.m.* Topics
include procurement forms, events & catering, University Card programs,
office supplies & copiers, third-party risk management, RFP strategies,
supplier and contract strategy, and capital equipment procurement.



View upcoming sessions through the BFS Zoom Events Hub:
https://ucr.zoom.us/ze/hub/bfs
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*Procurement Reminders & Quick Tips*

*Oracle Procurement Enhancements*

As part of Release 26B, the Classic Purchase Requisitions infotile in
Oracle PROD was retired and Redwood Self Service Procurement (RSSP) is now
the default requisition module for campus users.

To help users become more familiar with the latest changes, a short demo
video was released highlighting new functionality, visual enhancements,
improved search capabilities, cart editing features, billing updates, and
workflow improvements included in Release 26B. Campus users are encouraged
to watch the video to become familiar with the updated RSSP experience.
Click Here to Watch the Release 26B Demo Video
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The following items continue to be common contributors to processing delays:

*Conflict of Interest Reminder*

Review Conflict of Interest (COI) requirements when engaging independent
contractors and outside service providers. Ensure disclosures, approvals,
and the Independent Contractor Conflict of Interest Form
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are completed before services begin.

*Include Complete Documentation*

Include all supporting documentation on requisitions, including quotes,
proposals, completed forms, approvals, and relevant email communications.
Complete documentation helps reduce processing delays and follow-up
questions.

*Use the Supplier Contact Form*

Use this form to provide supplier and department contact information
related to the PO. Access the form directly in the module, complete all
applicable fields, and attach it to the requisition to ensure the
professional buyer responsible for creating the PO has the necessary
contact information.

*Receive Purchase Orders Promptly*

Receive purchase orders in Oracle as soon as goods or services are received
and verified. Delays in receiving POs can delay invoice processing and
result in follow-up outreach from Accounts Payable.
 Travel & Entertainment

*Concur Reporting Enhancement * *Improved COA Visibility*

Beginning May 20, the *Concur Expense Details* report available in iReport
will now display Report Header Chart of Accounts (COA) values at the
Expense Report level. This enhancement provides improved visibility into
expense coding and supports more efficient review and reconciliation
activities.
*UC Travel Webinars*

*Still Time to Register*

There is still time to register for the UC Systemwide Travel Program’s 2026
Spring Travel Sessions
<https://ucr.benchurl.com/c/l?u=13E1B714&e=1B5869B&c=158834&&t=0&l=150993B67&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>.
These webinars are designed to help travelers and arrangers better navigate
the
UC travel program, understand available benefits, and learn practical
booking strategies and tips. Topics include Southwest Airlines updates,
the UC travel ecosystem, negotiated travel perks, and guidance for booking
hotels and rental cars.



*Spring Sessions*

   - *May 15 | 11:30 a.m.* – *Southwest Airlines Updates & UC Contract
   Benefits (Recorded)*
   - *May 28 | 11:00 a.m.* – *Deconstructing the UC Travel Ecosystem*
   - *June 4 | 11:00 a.m.* – *Benefits & Perks of UC-Negotiated Contracts*
   - *June 5 | 11:30 a.m.* – *Booking Car/Hotel Only (No Airfare)*

*Note: *These webinars are geared towards individuals using the Travel
Portal in ConnexxUC. Additionally, previous webinars and additional travel
resources are also available in the Travel Portal Video Library
<https://ucr.benchurl.com/c/l?u=13E1B715&e=1B5869B&c=158834&&t=0&l=150993B67&email=hcRTv%2Fv%2BkTvxAaSPLVE6Rw%3D%3D&seq=1>.

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