Announcing the finalized FY2024 campus closing schedule! 

AWARD UPDATES

A fix has been implemented, and to ensure everyone is up to date, all CANs sent during the affected period are being manually re-sent. This process involves the re-distribution of 440 award versions and is expected to be completed throughout April. These re-sent notifications will be clearly marked as “DUPLICATE” to avoid any confusion.

More Information link.  

Kuali Research vs. Kuali Build: Streamlining Roles and Permissions

In the Kuali Build C&G Application within EACS, we focus on roles, permissions, and form routing for C&G activities. Specifically, this application handles forms like Pre-Award Spending Requests, Material Transfer Requests, and PI Eligibility by Exception Requests. As we transition to the Kuali Build C&G Application for go-live, we’ve duplicated the roles and permissions previously used in the eCAF application. This step aims to ease the burden on SAA’s. Moving forward, it’s crucial for department SAA’s to keep the Kuali Build C&G Application up to date in EACS to ensure proper form approval routing to the appropriate individuals. 

Provisioning in Kuali Research

When it comes to accessing proposals, awards, and subawards, Kuali Research takes the lead. Unlike the Enterprise Access Control System (EACS), which doesn’t handle these tasks, Kuali Research is where you’ll find the action.

How does it work? Well, our trusty Unit Approver Matrix, recently updated by the CFAOs, guides the configurations. If you need changes for individuals assigned to roles in Kuali Research, just send an email to kualisupport@ucr.edu. And remember, it’s always good to have concurrence from the relevant department CFAO.

T&E VS PCard: WHAT TO KNOW

The T&E Card covers pre-approved travel costs like airfare, lodging, and even Wi-Fi for business. Meals on travel status are also included! For events under UCOP policy Bus-79, the T&E card can cover business meals and entertainment. But remember, alcohol needs the right funding source and on-campus events need a Risk Management review. Also, the T&E card can’t be used for equipment, decorations, flowers, etc. For big events over $5000 or those needing contracts, it’s better to use a Purchase Order (PO). Contracts for events under $5000 need Procurement Services’ approval.  

NEW WITH CONCUR

PCARD Expense Report Enhanced with Details has been updated and now includes the Expense Type value linked with PCARD expense reports. This enhancement provides a more comprehensive view of your expenses. 

The Expense Details Report has been upgraded to now incorporate the COA details from the expense report header, providing a more comprehensive overview of your expenses. 

Reimbursement Payments from Concur

Efforts are being made to resolve issues where certain transactions fail to process into Oracle as expected. Key enhancements include:  

• Better synchronization of Concur profiles and Oracle Supplier records, payments can proceed seamlessly, and supplier issues are more transparent to users.
• Improving COA validations in Concur to streamline posting and payment in Oracle. 

PROCURE TO PAY

Just a note to keep in mind when creating a requisition. It’s crucial to select the right request form for successful order processing. Here are the requisition/PO templates to consider:

<10K or > 10K

Non-Catalog Requisition

Remember, not using the right form for the situation can lead to automatic rejection by Oracle. For example, using the <$10K form for a $15k order will be rejected. Find these templates in the “Requisition Forms” section on the Requisitions page within Oracle Financials, highlighted in yellow.  

NCT NEWS

NOW AVAILABLE!

Manual Exceptional Non-Payroll Cost Transfer Form

Now available on Accounting’s website under: Forms & Resources/General Accounting, Plant & Equipment/COA Cost Transfer Form and Guidelines. Please refer to the “Guidelines and Instructions” tab for detailed instructions on completing the form, backup and approvals needed, and how to submit it to Accounting. 

• Some users are receiving an error when trying to resubmit a request that was previously rejected by the approver. The error message references "another request(s) in the system", which prevents resubmitting the request.
• After trying to submit a request, some users see a message showing the transfer amount with more than two decimals, resulting in an error and failure to submit.
• In some requests, attachments are not visible to the Approver, even when saved and attached by the Transactor. Please review the Known Issues Tracker for updates on these items. 

Concur & ePay: Faculty with a primary appointment less than 50% and/or where UCR is not their primary location may not have an Employee Supplier record and/or cannot receive electronic payments. Expected Resolution: April 30, 2024. More Information link. 

Oracle Procurement: Document Details Page Linked from Approval Notification Shows No Information. When you navigate to a purchase order from an approval notification, the document details page shows no information. Oracle has identified this as a bug that is expected to be resolved in a future patch/update. 

Workaround - Review the purchase order PDF attached to the approval notification for purchase order details. To view it online, you can navigate to the purchasing document in the Purchasing application. Expected resolution: April 2024. 

• February Monthly Close
• Boundary Systems
• Known Issues Review
• FP&A Updates
• Contracts & Grant

• Procure to PayManual
• Manual Non-Payroll Cost Transfers (NCTs)
• Training & Support
• Question & Answer