CalPlanning for FY26 Budget is a one-hour session that covers data seeded in CalPlanning, the Multiyear Budget Template, the new Expense Growth Model (EGM), and enhancements to CalPlan and HCP. Three sessions are available via Zoom. You do not need to register. Click a link to add the session to your calendar.
FY26 Budget Planning Process Key Dates
- March 7, 2025: CalPlan and HCP available with FY26 Operating Budget updated with planning data and FY25 Forecast Working version updated with February actual data
- March 24, 2025: Form A due (for divisions with ladder-rank faculty)
- May 2, 2025: All budget information due in CalPlanning
- FY25 Forecast Updates
- FY26 Operating Budget
- FY27-28 in Multiyear Budget Template
- Use of Reserves in Multiyear Budget Template
Office Hours
The Budget and Financial Operations team is hosting office hours to assist planners:
- April 3, Thursday, 2:00-3:00 pm
- April 11, Friday, 1:00-2:00 pm
- April 15, Tuesday, 10:00-11:00 am
- April 17, Thursday, 11:00-12:00 pm
Use the FY2026 Budget Office Hours Sign Up Form to select a session and submit your question.
Running CalPlanning
The CalPlanning server and infrastructure were upgraded in July 2021 to improve performance, reliability, and compatibility.
If you are new to CalPlanning or are now using a computer that has never connected to CalPlanning before, there is some first-time setup required. The CalPlanning Upgrade job aid has step-by-step instructions with screenshots to walk you through the process. Here are the highlights:
- Campus VPN network requirements: when you are away from campus, you must connect with Global Protect (bSecure Remote Access VPN) or access CalPlanning from the Citrix remote desktop
- Web browsers: You can run CalPlanning from Chrome, Firefox, or Edge; Internet Explorer is no longer supported. You must enable or allow popups the first time you connect each browser.
- Default settings: set default application to open and default entity (org) for planning in both CalPlan and HCP. The CalPlanning Upgrade Job Aid has the detailed instructions.
Best Practices
Running Reports
Use the Explore button to access the menu of report templates. “Explore is the door to reports galore” is a good way to remember this one.
CalPlanning Internal Data Updates
CalPlanning copies the data that planners enter in CalPlan and HCP for the Forecast and Operating Budget to the reporting databases, CalRptg and HCPRptg, at 9am, 12pm, 3pm, 6pm, and 9pm. To get complete data, do not run reports in the first 15 minutes of the data refresh, e.g. 9am-9:15am.
The Multiyear Budget and Use of Reserves forms are used to enter high-level plan data for the years following the operating budget currently being planned. The forms are available in CalPlan in the g web interface and in the Smart View Excel interface. Use the interface that you prefer to enter summary level budget data for FY27 and FY28.
Once you have entered data in the Multiyear Budget form, you can use the three report templates in the Budget Reports folder to see what has been entered and to compare to the FY26 expense target. There is one folder for each budget cycle; use the Current Budget Cycle folder for this planning cycle.
After the submission deadline of May 2, CalPlanning users will no longer have access to the Budget Reports: R180, R181, and Expense Growth Model. Please export to Excel to create a backup for your records. From the menu, select Tools / Export as Spreadsheet.
The Expense Growth Model (EGM) calculates an expense growth cap for each division based on different targeted spending levels for different types of expenses from the FY25 Operating Budget. See details in FY25-26 Budget Process: Discussion of Divisional Expense Growth Methodology, which was presented to Campus Leadership Groups in January 2025.
Topics
Recommended Org Level Settings
Dept ID Inactivation
CalPlan Data Seeded in FY26 Operating Budget
Recommended Org Level Settings
We recommend that you set your org in CalPlan at any level from Dept ID (L7) up to Department (L4).
Dept ID Inactivation
When a Dept ID is inactivated, CalPlan moves the plan data to the new mapped entity. The actuals data stays with the inactivated Dept ID. The Dept ID planned for inactivation web page shows the relevant information.
CalPlan Data Seeded in FY26 Operating Budget
General Allocation
The FY26 Operating Budget has been seeded with Permanent Budget data for these accounts: 71110 General Allocation, 71290 OP Allocations, and 75101 Dept - Initial Transfers.
Campus Support
- The Campus Support accounts beginning with 71 have been updated with the most recent commitments data for open periods in FY25 and FY26.
- Please note that inclusion in the commitments database does not guarantee future funding. All amounts are subject to change.
- Form A Accounts in the 71xxx series will be updated again later this month with Form A data provided by the DFLs for both planning years.
Central Transfers and Commitments - Regents Endowment / FFE
- For account 72210 Regents Endowment / FEE, the FY26 Operating Budget has an increase of 3% over the FY25 actual payouts.
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Account 44013 - UCBF Endow Income - Restricted has been added to CalPlan for planning purposes.
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The past 12 months of closed Actuals for account 44013 have been copied to the FY2025-26 Operating Budget and increased by 3%.
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Information from University Development and Alumni Relations (UDAR) about fund performance is available in the FY2025-26 Budget guidelines and assumptions for potential planner adjustments.
- Central transfers were loaded to new CalPlan-only Chart1 members. These are the Chart1 members used only in CalPlanning; they will not be used for the Actuals journals.
Topics
Recommended Org Level Settings
HCP Data Seeded in FY26 Operating Budget
Plan for existing and to be hired employees
Review HCM Data to Add to Plan
Recommended Org Level Settings
We request that you work with an organization at level 5, 6, or 7, which is the Dept ID to ensure that you and other users have optimal performance. The amount of data present at an L4 Department or L3 Division level degrades performance for all users.
Composite Benefit Rates and Payroll Assessments
The composite benefit rates (CBR) for FY25-26 are now included as tabs in the Manage Existing Employees and Job Codes and Manage Fee Remission forms.
HCP Data Seeded in FY26 Operating Budget
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Monthly pay rates from Jun FY25 were copied with an increase of 3.7% for individually-planned employees and To Be Hired employees.
- Pooled positions were copied with an increase of 3.7% over FY25.
- Dept ID Comp Adjustments were not copied.
Plan for existing and to be hired employees
There are a number of forms and processes available to help you plan for existing and to be hired employees. We will talk about each of these:
- Create backups
- Compare HCP to your budget
- Review HCM data
- Update employees with changes
- To be hired employees
Create backups
- From the Manage Existing Employees and Job Codes task, Monthly Pay Rates tab, go to the menu and select Tools / Export as Spreadsheet.
- Then go to the Distributions tab and export that as a spreadsheet.
Review HCM Data to Add to Plan
The Review HCM Data to Add to Plan task and form help you update your plan with:
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Current and future pay rates and distributions for existing employees
- New hires and transfers into your organization
- Employees who have left your organization and should be removed from your plan
Job Aid: Review HCM Data to Add to Plan
Video: Review HCM Data to Add to Plan
HCP Training and Job Aids
- The Navigating HCP course is a combination of self-study and instructor-led training. CalPlanning Training has schedules and links to enroll.
- CalPlanning Training Job Aids has links to job aid to help with HCP and other CalPlanning and Smart View topics.
Topics
Recommended Org Level Settings
Dept ID Inactivation
CalPlan Data Seeded in FY26 Operating Budget
Recommended Org Level Settings
We recommend that you set your org in CalPlan at any level from Dept ID (L7) up to Department (L4).
Dept ID Inactivation
When a Dept ID is inactivated, CalPlan moves the plan data to the new mapped entity. The actuals data stays with the inactivated Dept ID. The Dept ID planned for inactivation web page shows the relevant information.
CalPlan Data Seeded in FY26 Operating Budget
General Allocation
The FY26 Operating Budget has been seeded with Permanent Budget data for these accounts: 71110 General Allocation, 71290 OP Allocations, and 75101 Dept - Initial Transfers.
Campus Support
- The Campus Support accounts beginning with 71 have been updated with the most recent commitments data for open periods in FY25 and FY26.
- Please note that inclusion in the commitments database does not guarantee future funding. All amounts are subject to change.
- Form A Accounts in the 71xxx series will be updated again later this month with Form A data provided by the DFLs for both planning years.
Central Transfers and Commitments - Regents Endowment / FFE
- For account 72210 Regents Endowment / FEE, the FY26 Operating Budget has an increase of 3% over the FY25 actual payouts.
- Account 44013 - UCBF Endow Income - Restricted has been added to CalPlan for planning purposes. The past 12 months of closed Actuals for account 44013 have been copied to the FY2025-26 Operating Budget and increased by 3%.
-
Information from University Development and Alumni Relations (UDAR) about fund performance is available in the FY2025-26 Budget guidelines and assumptions for potential planner adjustments.
- Central transfers were loaded to new CalPlan-only Chart1 members. These are the Chart1 members used only in CalPlanning; they will not be used for the Actuals journals.
Budget Office Hours
The Budget and Financial Operations team is hosting office hours to assist planners:
- April 3, Thursday, 2:00-3:00 pm
- April 11, Friday, 1:00-2:00 pm
- April 15, Tuesday, 10:00-11:00 am
- April 17, Thursday, 11:00-12:00 pm
Use the FY2026 Budget Office Hours Sign Up Form to select a session and submit your question.
CalPlanning and Smart View
Self-study course materials describe the concepts and have step-by-step exercises for you to practice reporting, using CalPlan and HCP to enter plan data, Smart View Ad Hoc for CalRptg, and a new course: Smart View for Planning. You can find the links to the self-study materials on the Training page for each course:
- CalPlanning: Introduction & Reporting
- Smart View Ad Hoc for CalRptg
- Navigating CalPlan
- Navigating HCP
- Smart View for Planning
Office hours are available so that you can ask specific questions about CalPlanning and Smart View. Sign up for a session and indicate the topic for which you are requesting support.