Business Analysis & Planning
| Topic | Topic/Course Description | Supporting Unit | Resources/Guides/Courses |
|---|---|---|---|
| Annual Budget Calendar/Cycle | Annual timeline of key campus wide processes | Budget Analysis & Planning | Learn more |
| Annual Budget Process | The annual budget framework outlines the process of multi-year budget planning, review and decisions. | Budget Analysis & Planning | Learn more |
| Carry Forward Guidelines | This document sets forth guidance to all campus units and fund managers regarding responsible accumulation and management of fiscal year-end balances carried forward as budget to the next fiscal year. | Budget Analysis & Planning | Learn more |
| Course Fees | Learn when course fees are appropriate, and the full process from proposal to fee collection and reporting. | Budget Analysis & Planning | Learn more |
| Course Materials Allocation | A central allocation covers most course materials expenses since May 2021. Use the link to read the letter describing the change to course fee policy. | Budget Analysis & Planning | Learn more |
| Facilities and Administration Rate (F&A) | Facilities and Administrative (F&A) rates are established to recover costs incurred in support of sponsored research and services that cannot be directly attributed to a particular sponsored project. | Budget Analysis & Planning | Learn more |
| Indirect Cost Rates | Indirect cost recovery funds (i.e., ICR or “overhead”) are monies received by the university in reimbursement for services rendered in support of grants and contracts. | Budget Analysis & Planning | Learn more |
| Interlocation transfer of Funds (ITF) | BAP processes all outgoing and incoming fund transfers between UC locations. BAP supports units in preparing forms for these transfers. | Budget Analysis & Planning | Learn more |
| MCFAC | The Miscellaneous & Course Fee Advisory Committee is made up of a group of campus stakeholders and is charged to review fees that apply to students, faculty, or staff for services. | Budget Analysis & Planning | Learn more |
| Miscellanous Fees | Miscellaneous fees are proposed and reviewed by the MCFAC on an annual cycle. These fees cover various user fees, service charges, or fines and can be charged to non-UC participants. | Budget Analysis & Planning | Learn more |
| Recharge Facilities | Recharge facilities are campus units that provide a service or product used primarily by other campus units. Recharge facilities establish recharge rates in accordance with applicable University and federal policies and are reviewed anually by the Direct Costing Committee. | Budget Analysis & Planning | Learn more |
| Recharge Revenue (budgeting) | Recharge activities with anticipated revenues of $25,000 or more per year should establish revenue projections within the campus’ permanent budget (using Financial Managers Workbench). Review the permanent budget transactions training for guidance. | Budget Analysis & Planning / Data Management | Learn more |
| Reserves & Reserves Reporting | Revenue & recharge revenue generating activities across campus can save for non-operational expenses with reserves. Review recharge policies to learn the applicable policies and eligibility for usage of various reserve types. | Budget Analysis & Planning | Learn more |
| Transfer of Funds/Budget (TOF) | Participate in BAP’s TOF 1.5 hour zoom training to gain access to process Tranfers of Funds/Budget | Budget Analysis & Planning | Learn more |
Capital Planning & Space Management
| Topic | Topic/Course Description | Supporting Unit | Resources/Guides/Courses |
|---|---|---|---|
| Capital Projects | Capital Planning & Space Management have created a Capital Improvements flow chart for approval delegations and process | Capital Planning & Space Management | Learn more |
Data Management
| Topic | Topic/Course Description | Supporting Unit | Resources/Guides/Courses |
|---|---|---|---|
| Staffing List | Accessed in Financial Manager’s workbench, the Staffing list consists of payroll, provisions and the permanent budget. The campus is required to balance the permanent staffing commitments (payroll and provisions) with the permanent staffing budget. | Data Management | Learn more |
| Unit Roster Report | The UCPath All Employees-Unit Roster report fields and features are explained by Data Management. | Data Management | Learn more |
| Recharge Revenue (budgeting) | Recharge activities with anticipated revenues of $25,000 or more per year should establish revenue projections within the campus’ permanent budget (using Financial Managers Workbench). Review the permanent budget transactions training for guidance. | Budget Analysis & Planning/ Data Management | Learn more |
Financial Affairs
| Topic | Topic/Course Description | Supporting Unit | Resources/Guides/Courses |
|---|---|---|---|
| Account Attributes | Learn the attributes that make up the chart of accounts and the importance of each within financial reporting | Financial Affairs | Learn more |
| Accounting Concepts | Introduction to the basic accounting principles that guide general financial policies and procedures. | Financial Affairs | Learn more |
| Capital/Inventorial Equipment | Financial Affairs has an Acquisition Guide to provide guidance in purchasing equipment. | Financial Affairs | Learn more |
| Cash Handling | Learn the best practices and campus policies for accepting and depositing cash, checks, and credit cards. | Financial Affairs | Learn more |
| Credit Card Training (PCI security awareness training) | This PCI Security Awareness Training course is designed to familiarize university employees on the risks associated with credit card processing. As well as enhance your skills and knowledge to provide best practices in maintaining the security and safety of the university’s payment card environment, cardholder data and Ecommerce. | Financial Affairs | Learn more |
| Recharge Revenue (receiving) | Learn about Common Chart of Accounts impacts on recharge billing as of FY24 | Financial Affairs | Learn more |
| Sub-Cashiering | Financial Affair’s Cash Handling guide assists UCSC staff members in properly accepting payments, handling cash, making deposits (sub cashiering), and recording cash transactions in campus accounting records. | Financial Affairs | Learn more |
| Transfer of Expense (TOE) | Transfer of Expenses (TOE)/Journal Voucher A half-day training offered to UCSC employees. This training is of benefit to anyone who transfers expenses in FIS. | Financial Affairs | Learn more |
| UCPath | UCPath is the University of California’s payroll, benefits, human resources and academic personnel solution for all UC employees. Financial Affairs has a sit dedicated to UCPath components and pages that directly relate to funding and budget concerns, briefly described as UCPath Financial. | Financial Affairs | Learn more |
ITS
| Topic | Topic/Course Description | Supporting Unit | Resources/Guides/Courses |
|---|---|---|---|
| AIS/MyUCSC (student billing) | MyUCSC is the university’s online academic information systems portal for students, applicants, faculty, and staff. Staff members can use the portal to provide a number of direct services to students. Student can use this system to pay for expenses including a variety of campus fees. Learn how to set up services for easy student billing. | ITS | Learn more |
| Fraud Awareness | UCSC is committed to responding to fraud risk through an institution-wide program of awareness, transparency, and training. Watch this brief video to learn more about ways to prevent, detect, and report suspected fraud. | ITS | Learn more |
Staff Human Resources
| Topic | Topic/Course Description | Supporting Unit | Resources/Guides/Courses |
|---|---|---|---|
| Salary Stipends | An administrative stipend is a temporary pay action that an employee receives when their temporarily assigned an increase in responsibilities. Learn about eligibility and the Employee Action Request (EAR) process through Staff Human Resources. | Staff Human Resources | Learn more |