Stay Informed with the Known Issues Tracker
Review the Known Issues Tracker below for the most up-to-date information on current issues affecting financial processes and reports. If you encounter issues not listed, please submit a ticket. You can also submit a ticket for enhancement suggestions, which will be evaluated and prioritized for future updates.
| Work Area(s) | Description | Created Date | PI Impact |
|---|---|---|---|
| Oracle Budget |
As part of the closing process for FY24, we deleted the budgets of K-099 projects from PPM since several issues had been raised about the errors associated with cost share. Additionally, BFS allowed FY24 cost share data to be submitted on paper similarly to the prior years. While we believe this action was necessary to ensure more accurate budget reporting and rollover calculation, we recognize that there may be instances where actual expenses were booked to the K99 projects during FY24. If this was the case for your unit, it will have impacted your rollver balance. We are actively reviewing the data and will reach out to affected units when any necessary corrections are made. Into FY25, we continue to have integration issues between PPM and Oracle Budget resulting in the project load column in Oracle Budget was only reflecting the cost share budget for K99 projects, without accounting for the corresponding reduction in the budget that should have been reflected in the default project for the same amount. This discrepancy was resulting in an overstated budget. |
11/5/2024 | |
| Oracle Financials |
Several faculty members have raised specific cases regarding the functionality of Oracle's email approvals of requisitions and invoices, where an “approve” button is clicked from an email but it does not actually approve the item in Oracle and an error email is received in response. Despite the implementation of a system solution in July 2023, some users have continued to experience intermittent issues with the functionality. The project team has been able to provide solutions to cases raised so far. If you are experiencing email approval failures, please enter a ticket for review and resolution. |
10/17/2024 | High – PIs do not always have the ability to approve directly in Oracle, so email approvals are required for use; delays in approving requisitions and invoices |
| Financial Reporting |
Finally closed purchase orders are inadvertently captured on the PO Encumbrance Balance Report. A modification is pending. |
9/30/2024 | |
| Concur |
Departments initiating a change in their approvers for Concur Routing in EACS may not see previously assigned approvers being removed in Concur for users. Specifically, in the case of "Financial Previewer" approvers, some users may still see the old Financial Previewer approver vs. the new one. While an automated technical fix is being developed, manual action can be taken on a user-by-user basis. Departments can enter a ticket to have specific users' approvers corrected to what's in EACS Concur Routing. Since the fix is manual, and time-consuming, please limit requests only to those users most impacted by this bug, either due to the sensitivity of their approvals and/or the frequency of their expense reports. |
06/07/2024 | Low |
| Non-Salary Cost Transfer (NCT) | In some cases, attachments do not appear visible to the Approver, even when saved and attached by the Transactor. | 4/29/2024 | Low - Workaround is available (please email the attachments outside the system). |
| Non-Salary Cost Transfer (NCT) | Some users have reported that transaction rows in the NCT Tool can sometimes differ by a few cents from what is shown in Looker. This will potentially leave a few cents on the original COA after a transfer has been completed. | 9/13/2024 | Low – Differences currently reported are small, and may be under the reporting threshold for C&G |
| Oracle Financials- PPM | Some users have reported receiving the error message "Errors occurred during control budget import. Select the menu action View Control Budget Import Errors to see the detailed messages." when attempting to submit a project budget in Oracle PPM. The issue is under review with Oracle. | 9/13/2024 |
Low – Scope of issue will determine final impact, but reports are not widespread currently |
Past Issues
Access past issues, including those that have been closed or resolved with additional guidance, here.
What is the Finance and Administration Support Portal?
The Finance and Administration Support portal is your starting point for submitting requests for Impact23-related support, spanning Business & Financial Services (BFS), Financial Planning & Analysis (FP&A), and Research and Economic Development (RED), with integration to ITS's ServiceLink for coordination.
Before you Request Help
-
New employees and those transitioning into financial roles must complete training to gain system access.
- Determine your financial system role(s) with your supervisor and complete the right training path for you. Learn more at Finance Administration & Practices Training Program.
- Once training is complete, your department's System Access Administrator (SAA) assigns roles—BFS cannot do this. For details on your Department's SAA, see Financial Applications.
- If you cannot log into a financial system or access specific modules or financial reports/data, staff often lack the correlating system role(s). Please coordinate with your supervisor or SAA to resolve this.
- If you need help navigating or transacting, check with the Community of Practice, your Financial Manager, or review the Training Resources before submitting a ticket.
- When submitting a ticket for reports, include the following background information:
- Report Name, Any Report Parameters Used, Download of report in question, and Name of Browser
- For Looker tickets, attach the Oracle report used to validate the data.
- BFS will perform an initial review, but sometimes, items require technical changes.
- Enhancement suggestions are being tracked, reviewed, and prioritized for future updates.
- Additional training can be found on the Looker Home Page.
How to Submit a Ticket
- Access the Finance and Administration Support
- Click on "Request Help" to submit a ticket.
- The Universal Request form will display.
- *Red Asterisks indicate required fields.
- You will automatically appear as the "Requestor." If you're submitting the ticket for yourself, there's no need to make any changes. However, if you're submitting a request on behalf of someone else, please modify the "Requestor" field to reflect that individual.
- Select the appropriate "Service/Business Area" from the dropdown.
Note: To ensure that your request is promptly and correctly directed, it's essential to familiarize yourself with the general description of each service/business area before submitting. Each request follows a unique workflow, so reviewing these descriptions will help in routing your request efficiently.
| Service/ Business Area |
Requests or Inquiries Related-to |
|---|---|
| Budget | The tools and systems involved in our budgeting processes include the Oracle Budget application, the Oracle COA Management application used for Activity/Flex requests, and the established budgeting processes and policies at UC Riverside. |
| COA Guidance & Cost Transfer Support | Using the chart of accounts to meet the requirements for tracking revenue and expenses, make accurate analyses and decisions, and report to government agencies, sponsors, etc. |
| Contracts & Grants | Pre/Post Award inquiries related to processing proposals, setting up awards, and financial management reporting questions for contracts and grants in Oracle. |
| Financial Reporting | Running reports, access to pre-run reports, or reviewing financial data. Information on what report or dashboard to use based on your specific scenarios. |
| General Accounting & Web Recharge | Guidance on accounts and related codes used to classify and record financial transactions in the general ledger, banking activities, capital assets, intercampus transactions, sales and service activities. |
| General Inquiry/Other | Other finance/Impact23-related inquiries or feedback. |
| Payroll Coordination & Analysis | Guidance for areas related to time and attendance, payroll, and the downstream impacts on the general ledger. The unit is also responsible for supporting payroll and general ledger-impacting applications (one-time payment tool, position funding, etc.) |
| Procurement & Accounts Payable | Supplier management, purchasing goods and services, Procurement Card, supplier payments, and guidance on policy requirements. |
| Travel & Expense | Travel/Non-Travel expense reimbursements, Travel & Entertainment Card, non-employee payments (ePay), and guidance on policy requirements. |
| User Access | Access requests, role assignments |
Please provide a "Short Description" with sufficient details supporting your submission, request, issue, or inquiry. This may include PO or Invoice numbers, Project numbers, hyperlinks, and other relevant information.
- We highly encourage you to attach any relevant information or screenshots that can assist our agents in gaining a better understanding of the issue and effectively troubleshooting it.
- Click "Submit."
How to Check Request Status
- To keep track of your requests, click the "View My Tickets" link in the header and select a ticket.
- The workflow/request status is available in the upper right-hand corner.
Please refer to the following support sites for documentation relating to the various campus systems. Problems encountered using each system can be reported in the feedback emails below.
| System | Support Site | Feedback |
|---|---|---|
| AMS (Asset Management System) | Support Site | amsfeedback@ucr.edu |
| EACS / SAA (Enterprise Access Control System / System Access Administrator) | Support Site | saaupdate@ucr.edu |
| iReport | Support Site | ireportfeedback@ucr.edu |
| LRSS (Ledger Reconciliation & Storage System) | Support Site | lrssfeedback@ucr.edu |
| PIWRS (PI Web Reporting System) | Support Site | piwrsfeedback@ucr.edu |
| UCRFS (UCR Financial System) | ucrfsfeedback@ucr.edu |
Office Hours
To support the campus community, BFS and FP&A host monthly office hours to answer questions. Check the BFS Calendar for the Office Hour dates, including campus holiday adjustments.
| Topics Related To | Office Hour | Zoom Link |
|---|---|---|
| Budget & Oracle COA Management | Thursday, 3-3:30 pm |
https://ucr.zoom.us/j/97174619680 |
| Financial Reporting & Boundary Systems | Wednesday, 3-3:30 pm |
https://ucr.zoom.us/j/93787188359 |
| Kuali Sponsored Programs (Proposal Development & Related Forms) |
Thursday, 9–9:30 am |
https://ucr.zoom.us/j/95269242540 |
| Post-Award for Contracts & Grants | Monday, 9:30–10 am |
https://ucr.zoom.us/j/97925305538 |
| Procure to Pay and PCard | Friday, 10:30-11:30 am |
https://ucr.zoom.us/j/94472310691 |
| Travel/Non-Travel Reimbursements & ePay | Monday, 10:00-10:30 am |
https://ucr.zoom.us/j/98498457403 |
Previous Office Hour Recordings
Access past office hour recordings here.
Note: Under the UCR Retention Policy for Content Stored in Zoom Cloud, users will only have nine (9) months (from the date of creation) to watch office hour recordings temporarily stored in Zoom cloud.
User Group
A quarterly user group meeting is held to provide ongoing training, address issues, and answer questions for the campus community. Check the BFS Calendar for the next User Group meeting.
Previous User Group Recordings
Access past user group presentations and recordings here.
Join the Finance Community of Practice (CoP)
The Finance Community of Practice (CoP) is a learning network designed to unite UC Riverside’s financial community to share and crowdsource knowledge on key topics. It’s a space where participants collaborate, exchange ideas, and share best practices to help departments succeed in managing the university’s financial responsibilities. Membership is open, and you’re encouraged to join and engage in multiple channels.
ITS Knowledge Base guides for Slack:
How to access the UCR Community
Introduction to Slack
UCR's Good Slacker Guide
| CoP Topic | Slack Channel Name/Link |
|---|---|
| Boundary Systems | #financecop-boundary |
| Budget | #financecop-budget |
| Chart of Accounts | #financecop-coa |
| Contracts & Grants | #financecop-contgrants |
| Procurement & Account Payable | #financecop-procuretopay |
| Financial Reporting | #financecop-reporting |
| System Access Administrators (SAAs) | #financecop-saa |
| Travel & Expense | #financecop-travelexp |
As part of the Business & Administrative Services organization, the mission of the division of Business and Financial Services (BFS) is to support research, instruction, and public service by providing prompt, reliable business services, financial services, and related information while balancing compliance with applicable laws, regulations, and policies.