User Group Meetings

This website provides a listing of all upcoming and prior user group meetings presented by the Business & Financial Services division and is organized by individual user group meeting topics. Updates will be made to this website periodically as new user group meetings are announced and as presentation files are made available following each meeting.

C&G User Group Meetings


Upcoming Meetings

  • Date:  Friday, March 13, 2020 - Cancelled
  • Time: 8:30AM - 10:00AM
  • Location: Alumni & Visitors Center

 


August 06, 2020

Agenda

  • Foreign Influence Update
  • F&A and CBR Update
  • COVID Salary Flexibility (idle time) Under OMB 20‐26
  • C&G COVID Website
  • NCURA Training – Life Cycle of an Award Series
  • NCURA “YouTube Tuesdays”
  • Unallowable Costs
  • PIWRS and Annual Payroll Certification Schedule
  • Q&A

 

December 13, 2019

Agenda

  • Federal Disclosures
  • Research Development
  • Fellowship and Training Awards
  • Unauthorized Purchases
  • UCPath GL Update

 

September 17, 2019

Agenda

  • Welcome – Pauline Librenjak
  • Reports and Tools Available to Analyze C&G Data – Pauline Librenjak and Patrice Delgado
  • SPA Announcements – Charles Greer
  • C&G Management (Interactive Segment) – Pauline Librenjak
  • Principal Investigator Web Reporting System (PIWRS) and Annual Payroll Certification (PRC) Timeline and Update  –  Pauline Librenjak
  • UCPath/UCRFS/SuperDOPE Questions and Answer Period –  Bobbi McCracken

June 21, 2019

Agenda

  • Welcome – Pauline Librenjak
  • Contract & Grant BEAs/Re‐budgeting/Award Close‐out – Lauren Gonzalez  and Montrice James
  • Cost Share Reporting Best Practices – Kimberly Gala  and Pauline Librenjak
  • PreAwards/Salary Cost Transfers– Bobbi McCracken
  • Fiscal Year End Closing Notes – Linda Casteel

March 18, 2019

Agenda

  • Welcome – Pauline Librenjak
  • Contract ∓ Grant Common Questions – Lauren Gonzalez, Montrice James, and Kimberly Gala
  • SPA Announcements – Cynthia Wells
  • Journal Documentation System – Pauline Librenjak
  • PIWRS and PRC Timeline Changes – Pauline Librenjak
  • GL and SuperDope Sync Update – Bobbi McCracken

December 17, 2018

Agenda

  • Welcome – Pauline Librenjak
  • Intramural Multi‐Campus Awards – Linda Casteel
  • Overview of SCT and Other C&G Cost Transfers – Fred de Vera
  • PIWRS Update and Projections Demo - Bobbi McCracken and Brian Griffin
  • SPA Announcements – Cynthia Wells

September 24, 2018

Agenda

  • Welcome - Cynthia Wells
  • SPA Announcements and Lessons Learned
    • Notice of Award
    • Citizenship Restrictions
  • Subawards / Multi-Campus Awards - Linda Casteel and Charles Greer
  • PIWRS Update and Projections Demo - Bobbi McCracken and Brian Griffin
  • UC Path - Elizabeth Carr
    • Update and Overview of the FAU Mgmt Tool
    • pdate and Overview of the SCT Tool

May 8, 2018

Agenda

  • Welcome - Pauline Librenjak
  • EMF Introductions - Pauline Librenjak
  • RED Introductions - Allison Ramos
  • Fabrications - Steven Staples
  • Demo of FAU Management Tool - Elizabeth Carr
  • Update on SCT Management Tool - Bobbi McCracken
  • Demo of PIWRS - Brian Griffin
  • Fiscal Closing
    • Key FY Closing Dates - Pauline Librenjak
    • Fund Overdrafts - Fred de Vera
    • Accruals and Deferrals; PAMIS BEAs - Linda Casteel

March 12, 2018 - Special PIWRS Demo

Agenda

  • Background
  • Report Types
  • EACS Roles
  • PIWRS Coordinator Functionality
    • Temp Ledger FAU Grid
    • Department Defined Grid
  • Projections
  • Distribution Timeline
  • Q&A

November 14, 2017

Agenda

  • Overview of Temporary Intercampus or Multi-campus Appointments: UPay 560T Form - Charles Greer and Pauline Librenjak
  • UC Research Initiatives - Linda Casteel
  • Payroll Certification OIG Audit Update - Bobbi McCracken
  • Composite Benefit Rate - Matt Hull
  • Subaward Workflow Through Accounting - Fred de Vera
  • Know and Understand the Terms & Conditions of Awards - Fred de Vera
  • EMF Campus Department Outreach - Fred de Vera and Rose Alonzo-Le
  • Payroll Cost Transfers After UC Path Implementation - Bobbi McCracken
  • Sponsored Programs Administration Announcements - Cynthia Wells

May 16, 2017

Agenda

  • Demo of New Salary Drilldown Functionality PR Certification and PIWRS (David Gracey/Bobbi McCracken)
  • Cost Notes – Best Practices (Pauline Librenjak)
  • Demo of ABS Aged Accounts Receivable Report (Pauline Librenjak)
  • PAMIS New Award Processing (Linda Casteel)
  • Fiscal Year Close – Accruals/Deferrals (Linda Casteel)
  • Fund Overdrafts (Fred de Vera)
  • Exceptional Cost Transfers (Pauline Librenjak)
  • Update on PRC Audit (Bobbi McCracken)
  • Asset Management System – Announcement and Implementation Schedule (Steve Staples)

September 12, 2016

Agenda

  • Payroll Certification Audit Update (Bobbi McCracken)
  • Tools to Monitor C&G Balances (Bobbi McCracken)
  • C&G Related Cost Transfers (Pauline Librenjak)
  • Student Payments (Pauline Librenjak)
  • New C&G Training - Preaward Administration (Charles Greer)
  • BFS-EMF Service Level Agreement FY2017 (Bobbi McCracken)
  • PIWRS Enhancement Update (Bobbi McCracken)
  • C&G Lean Book Club Interest (Bobbi McCracken)

eBuy/AP User Group Meetings

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Upcoming Meetings

  • ​​​​​​Date Tuesday, March 24, 2020 - Cancelled
  • Time: 3:00PM-4:30PM
  • Location: Alumni & Visitors Center

November 20, 2019

Agenda

  • Transcepta Update
  • Gift Giving Guidelines
  • Matching Rules
  • Invoice Payment Processing
  • PR Pre-Approval Process
  • Foreign Transactions
  • eBuy Standard Formats & Codes
  • Shuttle Service Update

    August 5, 2019

    Agenda

    • Staff Updates
    • Vendor Maintenance
    • Transcepta Overview
    • Transcepta & eBuy Standards
    • Ebuy|Standard Format Examples
    • User Group Meeting Dates Update

      March 28, 2019

      Agenda

      • Staff Updates
      • Independent Contractor Agreements
      • Furniture Purchasing
      • Hybrid Pro-Card FAQ's

      January 11, 2019

      Agenda

      • Staff Updates
      • Independent Contractor Agreements
      • Obtaining Campus Building Permits
      • ProCard Expanded Use: Air and Hotel

      July 18, 2018

      Agenda

      • Staff Updates
      • Accounts Payable
        • New Invoice Processing Platform
      • eBuy/Procurement Services
        • LVPA Increase
        • Unauthorized Purchases
        • eCatalog Content Management
      • Uniform Guidance Requirements
      • Q&A

      March 20, 2018

      Agenda

      • Staff Updates
      • Feedback Results (December 2017 Meeting)
      • UCR Procure-to-Pay (P2P) Process

      December 14, 2017

      Agenda

      • July ‘17 Users Group Survey Results
      • Staffing Update
      • Pro-Card Optimization Update
      • UC Policy Changes (BUS 43)
      • Vendor Requests
      • AP Email Address
      • Accounts Payable Contacts
      • Q&A

      July 12, 2017

      Agenda

      • Staffing Updates
      • eBuy & Procurement Services
      • UCR Policies & Procedures
      • Future Campus Training Opportunities
      • Q&A

      January 9, 2017

      Agenda

      • Welcome and Agenda (Bobbi)
      • Staffing Update (Bobbi)
      • Sales Tax Rate Changes (Bobbi)
      • Service Now Vision/Plan and Demo (David)
      • Freight on DAPOs/POs (Gae)
      • FAU Change Order Enhancement (Josh)
      • apinvoice@ucr.edu Utilization Guidance (Aver Smith)
      • Invoice Approval Tool Status (Aver Smith)
      • Sponsorships (Aver Smith)
      • ProCard Utilization Feedback (roundtable discussion)
        • Feedback (Bobbi)
        • VCSA Analysis (Susana)
      • Questions
      • Blanket POs/DAPOs (Gae Purvis)**If time permits**

      October 3, 2016

      Agenda

      • Staffing Update (Bobbi McCracken)
      • Service Level Agreement (Bobbi McCracken)
      • Procurement to Payment Best Practices (Bobbi McCracken)
      • Vendor Invoices (Aver Smith)
      • Fair Wage/Fair Work (Gae Purvis)
      • Prevailing Wage (Gae Purvis)
      • New eBuy Business Rules: Invoice approval threshold, FAU change orders, vendor change orders (Bobbi McCracken)
      • New eBuy Invoice Approver Role Demo (Aver Smith and Josh Hoerger)

      PPS User Group Meetings


      Upcoming Meetings

      • Date: TBD
      • Time: TBD
      • Location: TBD

      October 27, 2016

      Presentation Files

      Agenda

      • 2017 Open Enrollment - Benefits Lead – Tina Rodriguez
      • Compensation Updates – Principle Compensation/Classification Analyst – Scott Biggerstaff
      • Department of Labor – New Overtime Rules Salary Limits and Reclassifications - Principle Compensation/Classification Analyst – Scott Biggerstaff 
      • PPS Changes - Payroll Director, Gabe Nwandu
        • 28 employees who will convert to non-exempt and also require transition from monthly to bi-weekly pay cycle
          • 11/14 and 11/15: End existing MO appointment and distributions for all employees transitioning from MO to BW as of 11/19/2016.  This will enable time roster created on 11/16/16 to pro-rate November MO earnings from 11/1 to 11/19.
          • 11/16 thru 11/23: Process vacation cash out applications and schedule payments for 12/1/16 MO payroll.
          • 11/29 and 11/30: Add new BW appointment/distribution effective 11/20/2016 and change FLSA code to non-exempt.  This action will add affected employees to the time roster and issue biweekly TARS timesheets for BW reporting period 11/20-12/3.
      • 16 employees who will convert to non-exempt but are already paid hourly and on the bi-weekly pay cycle
        • 11/29 and 11/30: End existing apt/dist on 11/19/16.  Add new BW apt/dist effective 11/20/2016 and change FLSA code to non-exempt.
        • 19 employees who will remain exempt, but require increases to achieve the $47,476 salary basis
          • 11/14 and 11/15: Add new distribution effective date of 12/1/2016 with new dist. pay rate and new apt. annual rate.  Scott Biggerstaff confirmed that the effective date of the rate increase is 12/1/16 (paid 1/3/17).
      • Academics Transitioning into TARS - UCPath Lead AP SME - Sherice Underwood
      • New FLSA Guidelines - Exempt Employees Transferring to Non-Exempt - UCPath Lead AP SME - Sherice Underwood
      • UCPath Data Conversion – Payroll Director, Gabe Nwandu

      August 23, 2016

      SAA User Group Meetings


      Upcoming Meetings

      • Date: TBD
      • Time: TBD
      • Location: TBD

      October 7, 2016

      Agenda

      • Application Access Overview by SAA type (Bobbi McCracken)
      • Time & Attendance Reporting System (TARS) Student Employee PPS SSN & SIS SSN Considerations (Amber Jones)
      • Service Now Demo (Amber Jones)
      • New Banner Department Billing Role (Asirra Suguitan)
      • Ledger Reconciliation & Storage System (LRSS) User/Matrix Setup and Updates (Bobbi McCracken) 
      • Travel Routing Best Practice (Bobbi McCracken)
      • Removing EACS Roles Considerations (Bobbi McCracken)
      • New eBuy Invoice Approver Role (Bobbi McCracken)
      • eBuy Invoice Approval Demo (Josh Hoerger)

      SuperDOPE User Group Meetings


      Upcoming Meetings

      • Date: TBD
      • Time: TBD
      • Location: TBD

      Jan-Feb, 2018

      Agenda

      • SuperDOPE Version Comparison - Bobbi McCracken - BFS
      • New User Interface - Elizabeth Carr - BFS
      • Application Updates - Alfred Karam - BFS
      • Building Queries Demos
        • Elizabeth Carr - BFS
        • Bobbi McCracken - BFS
        • Deb Terao - CNAS
      • Communications and Updates - Alfred Karam - BFS

      ePay/iTravel User Group Meetings

       


      Upcoming Meetings

      • Date: Tuesday, March 17,2020 - Cancelled
      • Time: 3:00 pm - 4:30 pm
      • Location: Alumni & Visitors Center 

      October 28, 2019

      Agenda

      • Prohibited States Update –Chris Baxter
      • UC Travel Roadshow –Chris Baxter
      • Travel Coordinator Training –Mimi Collins
      • Moving & Relocation Process & Form –Mimi Collins
      • UC Travel Center (UCTC) New Platform –Sandra Danford
      • Gift Card Guidelines –Dorthea Ford
      • Personal Use of Connexxus-Short's Findit Tool –Aver Smith
      • Q&A

      July 24, 2019

      Agenda

      • Staff Update
      • New AP/Travel Website
      • Prohibited States
      • UCTC – Concur
      • Non Reimbursable Methods of Payment
      • Hotel Invoices
      • Travel Expenses on the ProCard
      • Vendor Maintenance
      • Future User Group Meeting Date

      March 21, 2019

      Agenda

      • Welcome (Aver Smith)
      • Petty Cash Policy reminders (Dorthea Ford)
      • Uber via Connexxus (Dorthea Ford)
      • Common Reasons Why You May Not See Your Traveler (Sandra Danford)
      • Quick Tips (Sandra Danford)
      • Travel Reimbursement Stats (Ellery Triche)

      January 10, 2019

      Agenda

      • Travel Policy Update (Aver Smith)
      • Airbnb for UC (Dorthea Ford)
      • Ancillary Charges (Sandra Danford)
      • Allowable vs. Not Allowable Receipts (Sandra Danford)
      • Accounts Payable Contacts (Sandra Danford)
      • ProCard Expanded Use: Airfare & Lodging (Aver Smith & Dana Allen)

      August 6, 2018

      Agenda

      • Staffing Update (Aver Smith)
      • AB 1887 Prohibited States (Aver Smith)
      • Vendor Specific Agreements (Aver Smith)
      • Group Travel (Dorthea Ford)
      • Credits vs. Refunds (Dorthea Ford)
      • Connexxus Service Fees (Sandra Danford)
      • CTS Card Booking Issues (Sandra Danford)
      • US Bank PO’s (Sandra Danford)

      March 22, 2018

      Agenda

      • Staffing Update (Aver Smith)
      • Tax Documents Revisited (Aver Smith)
      • Policy Update (Dorthea Ford)
        • Gift Card
        • Moving Relocation
      • Mileage Rate Increase (Dorthea Ford)
      • Hotel Caps (Dorthea Ford)
      • Payments that Require Prior Approval (Sandra Danford)
      • Comparison at the Time of Booking (Sandra Danford)
      • Survey Response Feedback (Sandra Danford)

      December 7, 2017

      Agenda

      • Staffing Update (Aver Smith)
      • Travel Policy Changes (Aver Smith)
      • Local Policy Update (Aver Smith)
      • Indirect/Interrupted Itineraries (Sandra Danford)
      • ePay PO Backup (Sandra Danford)
      • Vendor Requests (Dorthea Ford)
      • Tax Forms (Dorthea Ford)
      • AP Email Address (Aver Smith)
      • Accounts Payable Contacts (Aver Smith)
      • Survey Results (July ‘17 Meeting) (Ellery Triche)

      July 18, 2017

      Agenda

      • ePay Categories (Sandy Danford)
      • ePay PO Backup and Smart & Final (Sandy Danford)
      • Traveler Insurance (Dottie Ford)
      • Higher Cost Fees (Dottie Ford)
      • Pre-Paid Items (Dottie Ford & Sandra Danford)
      • AB 1887 Prohibited States (Aver Smith)
      • Vendor Addresses (Aver Smith)
      • Returned Checks (Aver Smith)
      • AP Email Address (Aver Smith)
      • UCR Policy & Procedure Updates (Aver Smith)

      January 11, 2017

      Agenda

      • Welcome (Bobbi)
      • Accounts Payable Staffing Update (Bobbi)
      • Foreign Per Diem Meals & Incidentals (Bobbi)
      • New State Law Restricting Use of State Funds for Travel to Certain States (Bobbi)
      • International Travel Support Site (Dottie/Sandy)
      • Sponsorships (Aver)
      • Retention of Original Travel/ePay Receipts (Bobbi)
      • Service Now Vision/Plans (David)
      • Travel metrics (Bobbi)

      August 24, 2016

      Agenda

      • New Travel and ePay Feedback Tool (David Gracey and Amber Jones)
      • View Open items iTravel and ePay Demo (David Gracey)
      • Registration, memberships, & subscriptions (Vicki Gonzalez, Accounting-Financial Services Analyst-Accounts Payable)
      • ePay PO Backup requests (Vicki Gonzalez)
      • Smart & Final and Costco (Vicki Gonzalez)
      • Pre-paid expenses (Sandy Danford)
      • New Vendor Requests/Address Updates (Sandy Danford)
      • Receipt Requirements: Foreign Per Diem Meals & Incidentals (Bobbi McCracken)
      • Business & Financial Services Service Level Agreement FY2017 (Bobbi McCracken)
      • Accounts Payable Staffing Update (Bobbi McCracken)

      December 18, 2015

      UCRFS User Group Meetings


      Upcoming Meetings

      • Date: Friday, May 1, 2020
      • Time: 8:30AM - 10:00AM
      • Location: Alumni & Visitors Center

      March 6, 2020

      Agenda

      • Inventorial Equipment Update
      • Review BFB‐BUS‐38 Disposition of Excess Property and Transfer of University – Owned Property
      • CCRRS and Credit Card Reconciliation
      • Modification to PCT Tool
      • UCPath Positions – Understanding and Using Current & Future Funding Report
      • UCPath General Ledger Update

      December 6, 2019

      Agenda

      • Treasury Update
      • Foreign Transactions
      • Update on Outstanding EIMRs
      • Campus PCI Validation 2020
      • Banner Billing Chargebacks
      • UCPath General Ledger Update
      • Questions

      September 10, 2019

      Agenda

      • Welcome – Pauline Librenjak
      • Campus Business Services Update – Mike Clemons
      • Asset Management System/Equipment Inventory Modification Request (EIMR)-Refresher and Update --Jerry Monahan and Charmane Custodio
      • UCPath/UCRFS/SuperDOPE Question and Answer Period – Bobbi McCracken
      • Alcohol Purchases and Unrestricted Funds – Pauline Librenjak
      • Paymode-X – Pauline Librenjak
      • Questions

      June 14, 2019

      Agenda

      • Welcome – Pauline Librenjak
      • UCPath/UCRFS/SuperDOPE Update – Bobbi McCracken
      • CCRRS and Credit Card Reconciliations – Asirra Suguitan
      • General Accounting Introductions – Jerry Monahan
      • Asset Management System (AMS) Update – Jerry Monahan
      • Cost Center and Project Code Updates – Jerry Monahan
      • Encumbrance Update – Jerry Monahan
      • Journal Documentation System – Pauline Librenjak
      • Fiscal Year Closing – Pauline Librenjak
      • Accrual and Deferral Refresher – Linda Casteel

      March 4, 2019

      Agenda

      • Welcome – Pauline Librenjak
      • ScotSupply Update – Mike Clemons and Team
      • Systems Access Administrator (SAA) Updates – Jerry Monahanr
      • Correction Decisions – Linda Casteel
      • Equipment Inventory Modification Request (EIMR) – Michael Mochache
      • SuperDope Demo and Tips – Elizabeth Carr
      • ProCard Transfer (PCT) Best Practices – Pauline Librenjak

      December 14, 2018

      Agenda

      • Welcome – Pauline Librenjak
      • Anticipating an Incoming Wire/ACH? – Jerry Monahan
      • FAU and SCT Update and Demo – Elizabeth Carr
      • UCRFS TOTALS Update and Demo – Brian Griffin
      • New Process for Chargebacks and Returned Checks – Asirra Suguitan
      • PCI Update – Asirra Suguitan
      • LRSS Certifications – Bobbi McCracken
      • General Ledger Update – Bobbi McCracken

      September 11, 2018

      Agenda

      • Event/Conference Registration System - Asirra Suguitan
      • CashNet eMarkets/Payment Portal - Asirra Suguitan
      • PCI Update - Asirra Suguitan
      • Banner Dept. Billing/Banner9 Update - Asirra Suguitan
      • Tour of Accounting’s Website - Linda Casteel
      • General Ledger: UC Path Update - Bobbi McCracken

      May 30, 2018 - Salary Cost Transfer (SCT) Demo

      Agenda

      • General Information
      • UC Policy on Cost Transfers
      • EACS Roles
      • SCT Request Tool Process Flow
      • Pending Functionality

      May 21, 2018

      Agenda

      • FAU Management Tool Demo - Elizabeth Carr
      • PIWRS Demo - Brian Griffin
      • Guidance on Requesting UCR's W-9 - Aver Smith
      • Credit Card Reconciliations - Suzanne Bailey and Carolyn Watson
      • Best Practices on NCTs (Non-Payroll Cost Transfers) - Jerry Monahan
      • Best Practices on Project Codes and Cost Centers - Jerry Monahan
      • Sales & Service FYE Budget Entries - Jerry Monahan
      • UCRFS Ledger Report Overview  - Linda Casteel and Deb Terao
      • FY2018 Closing
        • Key Closing Dates - Pauline Librenjak
        • Accruals and Deferrals - Linda Casteel

      April 25, 2018 - Special UCPath Related Updates

      Agenda

      • Tools and Applications Update
      • Known Issues
      • Ledger Reconciliation Processes
      • Q & A

      March 14, 2018

      Agenda

      • Composite Benefit Rate Update
      • Accruals and Deferrals – Preparing for Fiscal Closing
      • Anticipating an Incoming Wire/ACH?
      • UCPath GL Related Updates
        • Salary Cost Transfer
        • GL Data Issues
        • PIWRS/PRC
        • SuperDOPE
      • UCPath FAU Change Request Tool & Demo

      October 26, 2017

      Agenda

      • Composite Employee Benefits - Matt Hull
      • UCPath Default Department FAUs - Bobbi McCracken
      • Intercampus Order/Charge (IOC) - Jerry Monahan
      • Interlocation Transfer of Funds (ITF) - Jerry Monahan
      • Using the Appropriate GL Account Numbers for Inventorial Equipment vs. Non-Inventorial Equipment - Jerry Monahan
      • CASHNet eMarkets - Asirra Suguitan
      • Banner Reports - Asirra Suguitan
      • UCRFS Totals and SIS Drilldown - Rhonda High

      June 22, 2017

      Agenda

      • Banner Reports - Asirra Suguitan
      • Banner Reconciliation - Asirra Suguitan
      • Credit Card Merchant Info - Asirra Suguitan
      • Importance of Making Deposits by Noon on June 28th and Clearing CCRRS - Asirra Suguitan
      • Critical due dates for Fiscal Year Close - Pauline Librenjak
      • Accruals & Deferrals - Linda Casteel
      • Review Fiscal Year Templates - Jerry Monahan
      • Encumbrance Overview - Jerry Monahan
      • Accounts Payable Payment Inquiries - Aver Smith
      • Asset Management System - Steve Staples 

      March 27 & 30, 2017

      Special UCRFS UG Meeting - UCPath and the Future Operating Model (FOM) 


      January 12, 2017

      Agenda

      • Welcome (Bobbi McCracken)
      • New Revenue Accounts (Bobbi)
      • Banner Reconciliation Tools:  iReport, Cognos, Totals (Asirra Suguitan)
      • Banner Department Billing Overview (Josh Hoerger)
      • Ledger Reconciliation Best Practices (Bobbi)
      • Sales and Use Tax Rate Changes (Bobbi)
      • ServiceNow Vision/Plan (Bobbi)
      • ProCard Utilization (Bobbi)
      • Questions

      August 22, 2016


      June 8, 2016