Payroll Certification is Live!

Department Coordinators with EACS access can log in via R'Space or https://payrollcert.ucr.edu/. For training and guidance, visit the Payroll Certification webpage.Office hours are held every Thursday from 3–3:30 PM through May 15. 
Join here: https://ucr.zoom.us/j/91275240075 
Legacy Purchase Order Update
As part of the Fiscal Close preparation process, all legacy purchase orders (converted from eBuy) under $10,000 will be Finally Closed to support Oracle PO carryforward activities. This action will help release encumbrance balances and ensure financial reports reflect accurate information. Departments are encouraged to continue their own PO cleanup efforts. For more information, see slide 15 in the BFS User Group presentation linked below.
Planning an Event? Submit Performance Agreements Early 
If you are coordinating an upcoming event, please ensure you allow at least 30 days to process the Performance Agreement. These agreements often require coordination across multiple campus departments and may involve additional reviews and approvals depending on the event type. 

If the required 30-day lead time cannot be met, your event may need to be rescheduled to allow sufficient time for processing.

What’s Required for a Performance Agreement?
  • Fill out the Intake Questionnaire a month in advance of the event (available here).
  • If your supplier does not carry insurance, submit a waiver request through Risk Services.
Hosting an Event on Campus?.
Please ensure you allow enough time when submitting Performance Agreement requests to Business Contracts so that your event can go ahead as planned, and the University is protected against potential damage and liability.
Avoid PO Rejections on Orders Over $10K
To ensure compliance with procurement policies, all purchase orders (POs) over $10,000 must be routed to a procurement services buyer for approval. The safeguard helps maintain policy adherence and supplier agreements. However, some departments inadvertently bypass this process by manually updating the buyer field to their name. When this happens, central procurement must reject the PO, leading to delays and extra work. To prevent rejections:
  • Do not change the buyer field on requisitions over $10K—the system will assign the correct procurement buyer automatically.
  • If a PO over $10K is rejected, check the buyer field and correct it before resubmitting.
Purchasing Dell Products?
Departments must use the correct Dell supplier record for non-catalog POs. Dell Marketing LP is the designated supplier for purchasing Dell computers and related equipment. However, some departments mistakenly use the Dell Financial Services supplier record. Be sure to double-check!
Purchasing Furniture Products?
Please note that BKM, a dealer of the Steelcase Agreement, has officially changed its name to Hyphn. The procurement furniture webpage is updated to reflect this change. Departments should look for "Hyphn" instead of "BKM" when submitting requisitions. 

Multiple Payments on a PO? Use the Right Request Form to Avoid Delays

To ensure timely and accurate payment processing, departments should select the appropriate request form for multiple payments, which will structure the purchase order (PO) correctly.

For Multiple Payments, Use the Lump Sum Form

  • The Non-Catalog Requisition for Lump Sum Purchases form is the preferred option when multiple payments are needed.

  • Indicate the payment schedule in the item description (monthly, quarterly, etc.).

Used the Under $10K Form? Adjust the Quantity & Unit Price

  • Adjust the quantity and unit price accordingly if using the Non-Catalog Requisition <$10K for Goods and Services and multiple payments are required.

  • If the PO remains at "1 each," Oracle will mark the payment as complete after the first invoice, preventing additional payments.

Example of "1 each": When a purchase order is set to "1 each," Oracle assumes payments are complete after the first payment is issued. As a result, additional payments cannot be made unless a change order is submitted. 

Automated Concur Notifications for PCards
To improve compliance and reduce past-due transactions, automated Concur notifications have been activated. Notifications were developed to remind cardholders (and delegates) to reconcile transactions older than 7 days and approvers to review pending reports. The notification schedule is outlined below. Read the full notice here.

Southwest Airlines Baggage Policy

Starting May 28, Southwest Airlines will end its longstanding "Two Bags Fly Free" policy for flights booked on or after this date. This change may impact travel plans and budgets.

For more details, read the full article from Business Travel News: Southwest to End Two-Bags-Fly-Free Policy.

Financial Transaction Details Reports (FTDR) Correction
Following logic adjustments, FTDR inaccuracies from prior months have been corrected. For certain POs, the corresponding COA was netting zero due to actuals and encumbrances that occurred in the same period. As a result, these transactions did not appear on the FTDR, causing discrepancies between the FTDR, the General Ledger (GL), and Looker Finance data. Beginning with the February report, these transactions are now accurately reflected and available in Financials Web Reports.​

Card Aging Report
A new version was released in iReport as of March 14. Key Updates: The report type (Column F) has been expanded to encompass all report types. The payment type (Column L) is now restricted to PCard, Prepaid-Ghost Card (charges processed via Anthony Travel), and T&E Card transactions only. For those who need to examine the aging of other expenses, please consult the Concur Expense Allocation Details. All departmental Concur reports can be found in iReport under General Operating > Concur Departmental Reports. 

PPM Reports
EMF uses the following Project Portfolio Management (PPM) reports for invoicing and financial reporting.

  • UCR ITD Cumulative Report: Includes filters for award number and accounting
    period "as of" date. 
  • PPM Expense Detail Report: Shows detailed expenses incurred by award, organization, or PI. 

Please be sure to use these reports together, along with departmental reports, when reconciling. Any discrepancies should be reported by submitting a ticket.

ICYMI: April User Group Meeting Recap 

Watch the recording and view the presentation slides to catch up on key updates, including fiscal year-end close, endowment distribution, payroll certification, fixed price awards, and cost share reporting. We also covered guidance on the Suggested Buyer field, legacy PO cleanup, and introduced Redwood Self Service Procurement. Don’t miss out!
Known Issues Tracker 
Review the Known Issues Tracker for the latest information on issues affecting financial processes and reports. 

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