June 2021 Release Notes

June 24, 2021

June 2021 CalPlanning Release Notes

The CalPlanning FY22 Operating Budget is now available for planning. We used data from CalPlanning FY21 Forecast Planner Submission as the source for FY22 Operating Budget. 

CalPlanning Refresher Training

Budgeting for Experienced CalPlanning Users is a one and a half hour lecture/demo course that highlights what has changed since the last budget cycle and action steps needed to get going in the newly upgraded CalPlanning application. The training page of the CalPlanning website has the schedule with links to add a session to your calendar, as well as training courses on CalPlan, HCP, reporting, and Smart View

Overview of the FY22 Operating Budget

1. Data Sources and Availability

We copied the FY21 Forecast Planner Working version as of May 24, 2021 to the FY21 Forecast Planner Submission:

• FY21 Forecast Planner Submission is available for reporting

We copied the FY21 Forecast Planner Submission version to the FY22 Operating Budget Initial and Working:

• FY22 Operating Budget Initial is available for reporting

• FY22 Operating Budget Working is available for editing and reporting

2. Differences between FY21 Forecast Planner Submission and FY22 Operating Budget Working

The FY21 Forecast Planner Submission and FY22 Operating Budget Working are nearly identical except for these differences:

• FY22 Operating Budget Working Beginning Balance is equal to FY21 Forecast Planner Submission Version Ending Balance.

• FY22 Operating Budget Working includes FY22 Central Transfers and Commitments from a combination of Permanent Budget data and planned data from the Campus Commitment Database (see below for details).  

• Cell comments from FY21 Forecast Planner Submission version have been copied to assist in your planning. We recommend you edit these comments as appropriate.

3. Central Transfer Accounts Updates in FY22 Operating Budget Working

• Intersection Detail Reports have been updated with the most recent commitments data available for the FY22 Operating Budget. 

• General allocation account 71110 along with accounts 71290 and 75101 in the month of July are based on FY21 April Permanent Budget (which was updated with FY21 UCPath HCM hires, separations, and salary changes as of April 30, 2021). These amounts match the Intersection Detail Reports.

• Accounts in the Campus Support series, 712xx, 713xx, and 714xx, in the September, December, March, May, June months have been updated with the most recent commitments data available. (Inclusion in the Campus Commitments Database does not guarantee future funding. All amounts are subject to change.)

• Form A data from last year's submissions were not copied to FY22 Operating Budget Working.  Accounts in the 71xxx series will be populated with this year's Form A submissions (due in July).

4. Actualized Forecast

With the Actualized Forecast process at the close of each month, we overwrite the Forecast values with Actuals data from BFS for non-compensation accounts in CalPlan and compensation accounts in HCP.

The closed months (July 2020 to May 2021) of the FY21 Forecast Working now reflect actual data. 

5. HCP copy from FY21 to FY22

• HCP data for FY21 Forecast Working version includes the following:

• Actualized July to May periods.

• HCP data for FY22 Operating Budget Working version was created in the following manner:

• For individual and new/to-be-hired employees, the data in the month of June 2021 Forecast Planner Submission for monthly pay rate with a 3% increase and distributions were copied to all periods of FY22.

• For pooled positions, FY21 data was copied over to FY22 so it retains the same seasonality with a 3% increase. See the training materials for information about how to plan for pooled positions. Pooled position FY22 July to February was copied from FY21 July to February Operating Budget when finalized (in December 2020) because the data has both the needed salary account and CBR rate information. Pooled position FY22 March to June data was copied from FY21 March to June Forecast Planner Submission (in May 2021).

• FY21 fee remission amounts as they were planned when FY21 Operating Budget was finalized in December 2020 was copied to FY22 so it retains the same seasonality without increases. Pooled Fee remission FY22 July to February was copied from FY21 July to February Operating Budget when finalized (in December 2020) because the data has both the needed pooled position type information. Using the older data is necessary because the newer actualized fee remission data is not available from BFS with the associated job codes that we need for pooling amounts. Fee remission FY22 March to June data was copied from FY21 March to June Forecast Planner Submission (in May 2021). See the training materials for information about how to plan for fee remission

• Dept ID adjustments were not copied from FY21 to FY22.

• Recommended action: Planners will need to check to make sure the copied data do not result in overplanned employees in the FY2021-22 Operating Budget. For example, if an employee was meant to end employment in June 2021, they have been extended into the following budget year with this process.

• GAEL and fee remission rates have been updated for FY21 and FY22 in CalPlanning. The rates are listed below.  

6. Review HCM data to add to Plan

The "Review HCM data to add to Plan" task and forms can be helpful for updating your plan with the current and future pay rates and distributions for existing employees, new hires and transfers into your department, and employees who have left your department and should be removed from your plan.

• The "Review HCM data to add to Plan" task and forms are available.

• The HCM data is from UCPath on the night of Thursday, June 10, 2021. 

• The HCM data was modified to minimize manual correction for planners as follows:

• Salaries for employees paid over 10 months corrected to remove the need for manual salary adjustments. HCP spreads annual salaries over 12 months. Employees with ‘1/10’ in their titles had their annual salary multiplied by 12/10 so that the 12-month spread and annual salary are correctly calculated.

• Employees with end dates were extended, except contract appointment employees and employees who separated or were on unpaid leave before 1/1/2021.

• Employee monthly pay rate was increased by 3% starting in FY22 July.

• REMINDER: When the Copy HCM by Entity to Plan is used by the planner, ALL To Be Hired data will be cleared in that entity. Make note of To Be Hired data (i.e. export the forms to Excel) in case you need to re-enter it.

See the Review HCM Data to Add to Plan job aid, training materials, and video for details on how to use this functionality

7. FY21 June data in HCP

Currently the monthly pay rate and distributions in HCP for FY21 June are what departmental planners planned for the FY21 Forecast up to the night of May 24, 2021. If you are not seeing the expected calculated salary expense for your employees, make sure that a monthly salary rate and distribution exist for the employee, DeptID, job code combination in the Manage Existing Employees and Job Codes form. You can also use the Monthly HCM data to add to Plan form to update the current HCM monthly pay and distribution to your HCP plan.

8. What is in the FY21 Forecast and FY22 Operating Budget Working Versions

The table below outlines what was seeded in the FY21 Forecast Working and FY22 Operating Budget.

FY21 Forecast Working 

*Compensation in this context includes fee remissions

FY22 Operating Budget Working

*Compensation in this context includes fee remissions

9. Known Issues

The following issues have been identified in the current CalPlanning release:

• Discrepancies between Total Chart 1 amounts in CalPlan vs. CalRptg: Certain discrepancies exist when comparing data in CalPlan Total Chart 1 to CalRptg Total_C1. A CalRptg fix is required. In the meantime, users can run reports using the Chart1 parent member to avoid this issue. 

• Under-planned Pooled Position Salary and Wage amounts for select divisions: While pooled positions from the FY21 Operating Budget for July to February were copied to FY22 with a 3% increase, the following units appear to have discrepancies for these periods in FY22. The FY22 July to February amounts are higher than those for FY21 but not quite 3% higher and thus appear under-planned by the following amounts:

Please be sure to account for this and adjust pooled position salary and wage amounts as needed when planning FY22 July through February. If you require assistance, please contact the CalPlanning Help Desk at  calplanhelp@berkeley.edu

10. CalPlanning Upgrade July 3 to 5

All of CalPlanning (CalRptg, HCPRptg, CalPlan and HCP and Smart View) will be unavailable due to a system upgrade from Saturday, July 3 to Monday, July 5. Please refer to the CalPlanning homepage for additional information.

Details for Reference

Composite Benefit Rates, Fee Remission, and GAEL

Composite Benefit Rates and GAEL have been updated for planning purposes. Fee remission rates were updated with newer rates in January. UCRP is calculated for Current Funds excluding Contracts & Grants.

The composite benefit rates (CBR) the FY2021-22 rates are for planning purposes only; we will not know the final rates until closer to July.

As a reminder, now that we have implemented UCPath, we follow a standard process for calculating rates led by UCOP and adopt their agreements with the federal government. More information about how the CBR rates are calculated is available on the Composite Benefit Rate webpage

See the Composite Benefit Rates (CBR), General, Automobile, and Employment Liability (GAEL), and UCRP Supplemental Interest Assessmentwebsites for more information.