October 2023 Release Notes

October 17, 2023

October 2023 CalPlanning Release Notes

The CalPlanning FY24 Forecast and a preliminary version of the FY25 Operating Budget are now available for planning. We used data from CalPlanning FY24 Operating Budget Final as sources for FY24 Forecast and FY25 Operating Budget.  Note: the FY25 Operating Budget has not officially launched and therefore no budget assumptions have been built into the FY25 Operating Budget.  We are providing access to the budget in case you would like to get a head start on some internal budgeting work.   

Overview of FY24 Forecast and FY25 Operating Budget

1. Data Sources

We copied the FY24 Operating Budget Final version to both the FY24 Forecast and FY25 Operating Budget:

• FY24 Forecast and FY25 Operating Budget Initial are available for reporting

• FY24 Forecast and FY25 Operating Budget Working are available for editing and reporting

2. Differences between FY24 Operating Budget Final, FY24 Forecast Working, and FY25 Operating Budget Working

The FY24 Forecast Working and current FY25 Operating Budget Working versions are nearly identical to the FY24 Operating Budget Final version except for these differences:

• FY24 Forecast Working 

• Beginning Balance, July and August and September periods are Actualized

• Central transfer accounts are updated with a combination of Actuals and the most recent planned data from the Campus Commitment Database

• FY25 Operating Budget Working 

• CalPlan*

• Beginning Balance equals FY24 Forecast Working Version Ending Balance and will be updated as changes are made to the Forecast

• Central transfer accounts are updated with the most recent planned data from the Campus Commitment Database

• Form A Accounts in the 71xxx series have been cleared and will be updated again with Form A data provided by the DFLs during the budget process later this year

• FY25 compensation data that would normally be pushed from HCP is a static copy from FY24 Operating Budget Final

• HCP*

• HCP data for FY25 is blank pending UCOP decisions regarding merit increases and will be populated when we open the Operating Budget

*Note: this is a preliminary version of the FY25 Operating Budget, the FY25 budget has not officially launched nor have assumptions been finalized.

3. HCP copy from FY24 to FY25

• HCP data for FY24 Forecast Working version includes the following:

• Actualized July through September periods

• FY24 Fee remission rates have been updated to the final rate

• GAEL remains at the planned value for the year 

• HCP data for FY25 Operating Budget Working version was created in the following manner:

• HCP data for FY25 is blank pending UCOP decisions regarding merit increases and will be populated when we open the Operating Budget

• Dept ID adjustments were not copied from FY24 to FY25

• Fee remission rates have been updated for FY24 and FY25 in CalPlanning. The rates are listed below.  

The table below outlines what was seeded in the FY24 Forecast Working and FY25 Operating Budget.

FY24 Forecast Working 

*Compensation in this context includes fee remissions

FY25 Operating Budget Working

4. 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, with new hires and transfers into your department, and with 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 Wednesday, September 27. 

• The HCM data was modified in the following ways to minimize manual correction for planners:

• 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 9/1/2023.

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, the training materials, and video for details on how to use this functionality

5. Central Transfer Accounts Update

Central Transfers accounts in CalPlan and Intersection Detail Reports have been updated with the most recent commitments data available for open periods in the FY24 Forecast. A new set of IDRs are available.   

6. Actualized Forecast

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

The closed months (July 2023 through September 2023) of the FY24 Forecast Working now reflect actual data. 

7. FY24 Beginning Balance Details

Beginning Balances reported in CalPlan and CalRptg contain data seeded from BFS FY24 period 0 Actuals.

For most funds, Beginning Balances do not contain period 0 TempBudg. Only a small number of Contract and Grant (C&G) funds, including Financial Aid and Federal Appropriation funds, have continued to use TempBudg in BFS since the C&G implementation, so their Beginning Balances continue to include Period 0 TempBudg and Actuals in CalPlanning.

These ranges are as follows:

• Financial Aid Funds (ranges 23513-23548, 23601-23603, and 33980-33990)

• Federal Appropriation Funds (ranges 21000-21099 and 33870-33899)

NOTE: Data for inactive Contract and Grant (C&G) funds are excluded from CalPlanning for FY24 Beginning Balances.

8. Budget Template

To view your Budget Template submissions from May 2023, use the R180 - 2024 Budget Cycle Template and R181 - 2024 Budget Cycle Use of Reserves reports.

The Budget Template for the FY25 Operating Budget cycle will be made available when we officially launch the FY25 Operating Budget later this fiscal year.

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.

As a reminder, since implementing UCPath we follow a standard process for calculating rates led by UCOP and will 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.

Training and Documentation

Self-study training materials are available on the Training page of the CalPlanning website for new users and those who would like to refresh their knowledge. Instructor-led training will be available starting in January 2024.