Welcome to the latest edition of BFS Insider News, featuring important updates, reminders, and resources from across Business & Financial Services. |
|
|---|
|
|
Payroll Certifications
Tracking Phase III Certification Progress |
|
|
|
|
|
|
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.
|
|
|---|
|
|
|
|---|
|
| |
Fiscal Close
BFS is now providing weekly Fiscal Close updates 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
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.
|
|
|---|
|
|
|
|
|---|
|
| |
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
|
|
|---|
|
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.
|
|
|---|
|
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
|
|
|---|
|
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.
|
|
|---|
|
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 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.
|
|
|
|
|
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. 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.
|
|
|---|
|
| |
|
|
