Archive for News

REMINDER: CSS Processing Deadlines for Campus Curtailment 2017

Updated December 1, 2017

Countdown to Curtailment – Over the next couple of weeks, don’t forget to submit requests by the final deadlines so they can be processed by the end of the year. Many HR/APS and RA deadline dates are rapidly approaching (see matrix below),  as well as the next B&FS deadlines (Dec. 8th and 15th): for purchases.

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October 31, 2017

— CLOSURES —

The annual closure of the campus to conserve energy will occur this year between Monday, December 25, 2017 and Monday, January 1, 2018. CSS is observing the campus closure dates except as follows:

Human Resources/Academic Personnel Support (HR/APS)

Evans Hall – CSS’ campus location for New Employee Onboarding will be closed for the holidays beginning Monday, December 25, 2017 through Monday, January 1, 2018. The next regularly scheduled Onboarding Session will be offered on Tuesday, January 2, 2018.

Information Technology (IT)

CSS IT will be closed on the campus holidays. On non-holiday dates, the CSS IT Service Desk will operate with reduced staff between 8 AM to ­ 5 PM to assist campus units via phone, email or online. For holiday or after hours support, please call 510-664-9000, option 1 (for IT), then press 7 to leave a voicemail, or send an email to: itcsshelp@berkeley.edu. Those issues will be addressed on the next business day.

Research Administration (RA)

As a courtesy, we are letting campus know that SPO will also be observing these Annual Campus Winter Break dates.

— SPECIAL DEADLINES —

Business & Financial Services (B&FS)

Travel & Entertainment (T&E)

T&E requests that are received with complete documentation on/before November 15, 2017 will be processed and submitted to the Controller’s Office to meet the last check run date before curtailment.

Please note: While every effort will be made to accommodate T&E requests received after this deadline – we cannot guarantee that requests submitted after this deadline will meet the last check run date before curtailment.

Purchasing (Procurement)

Payment requests submitted via BearBuy with complete documentation on or before December 8, 2017 will be processed and submitted to the Controller’s Office to meet last check run date before curtailment.

Also, all vouchers that have departmental approval by December 15, 2017 will be approved by CSS B&FS and will meet the last check run date before curtailment.

Human Resources/ Academic Personnel Support (HR/APS)

Here are specific deadline dates for various HR-themed transactions:

CSS deadline dates: Transactions:
12/4/17 1st BW Caltime out of scope timesheets due (for a 12/13/2017 payday). **
12/7/17 120 day PET deadline for (August 2017) to appear on December payroll ledger for 1/2018.
12/13/17 All SPOT Awards due for a 12/27/2017 payday.
12/20/17 November PET deadline to appear on December payroll ledger for 1/2018.
12/15/17 Suspense PET deadline to appear on December payroll ledger for 1/2018.
By NOON-12/13/17 Deadline for any Separations (prior to 12/31/2017).
By NOON-12/15/17 2nd BW CalTime out of scope timesheets due (for a 12/27/2017 payday). **
12/18/17 Monthly Caltime out of scope timesheets due (for a 1/2/2018 payday). **
** Submit timesheets to: csstimesheets@berkeley.edu

Payroll and CalTime time reporting processing deadlines are earlier than usual to ensure employees are paid by their primary pay date. In early December, Central Payroll will send an email with special instructions to campus partners, supervisors, and employees informing them of the early December CalTime approval deadlines. Other helpful details should be available on the CalTime website.

Research Administration (RA)

SPO will process proposals due in December 2017 and January 2018 according to the VCR’s five-day proposal submission policy with the following exceptions:

Deadlines Draft Due to CSS RA Due to SPO (5-day Deadline)**
Fri., 12/22/17 – Fri., 1/5/18 12:00PM – Fri., 12/8/17 12:00PM – Fri., 12/15/17
Mon., 1/8/18 8:00AM – Tues., 12/12/17 8:00AM – Tues., 12/19/17
Tues., 1/9/18 8:00AM – Wed., 12/13/17 8:00AM – Wed., 12/20/17
Wed., 1/10/18 8:00AM – Thurs., 12/14/17 8:00AM – Thurs., 12/21/17
Thurs., 1/11/18 8:00AM – Fri., 12/15/17 8:00AM – Fri., 12/22/17
Fri., 1/12/18 8:00AM – Fri., 12/22/17 8:00AM – Mon., 1/8/18

**Applies to proposals due at 5 pm PST on the proposal deadline day.

Note: Please inform your CSS RA contact if you will be submitting a proposal with a due date just prior to, or during, or just after the curtailment period.

Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.

Another Option for Travel Reimbursement Requests

November 30, 2017

Are you interested in faster turnaround time for travel reimbursements? It’s now possible with the new “direct entry process” that The Controller’s Office began implementing this year for early adopter campus departments to have their travelers enter their reimbursement requests directly into the recently redesigned campus Travel Reimbursement (TRV) system.

The turnaround time is faster and in some cases, can take as little as five (5) business days to be processed, with improved visibility to the status of the reimbursement. If your department** would like to discuss an implementation of this new process, your business office should contact Dan Parnas, Accounts Payable and Travel Operations Manager (travel@berkeley.edu) for a demonstration and to discuss next steps. Implementation can occur within a matter of days!

Departments that are successfully using the direct entry process include:

  • College of Chemistry
  • School of Social Welfare
  • Goldman School of Public Policy
  • Summer Sessions/Study Abroad
  • Vice Chancellor for Administration
  • Vice Chancellor for Finance

**Implementation is by department; not an individual opt-in.

Scheduled maintenance for BFS/BearBuy systems on 11/17/17

Revised/Updated on November 14, 2017

CSS has learned that there is an additional November scheduled maintenance day for some campus systems. (As these systems will be unavailable that day, there will be some impact to services that CSS provides the campus.):

  • BFS will be unavailable on Friday, November 17 from 6:00AM – 6:00PM.  BearBuy will also be unavailable during this timeframe. You can contact the campus BFS Team at: bfsbairs@berkeley.edu with any questions.

Related outage messages and details can be found on the Blu home page, the Information Systems & Technology Service Status pageBerkeley Jobs,  We apologize for any inconvenience caused by this outage, but look forward to serving you as quickly as possible under the circumstances.

Please note there are additional scheduled maintenance days planned for other systems on February 9, 2018, and May 11, 2018. Check the “News” section on the CSS homepage for more information closer to those dates. If you have specific questions, please contact your respective CSS Business & Financial Services (B&FS) supervisor.

Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.

It’s now available — the CSS Update for September 2017

September 28, 2017

The next issue of the “CSS Update,” our communication effort to keep you, our campus partners, informed is now available.

Our goal is that this update provides you the information you need to provide timely feedback and prepare for changes. For more in-depth information, please continue to turn to your CSS Service Director and the supplemental information that is linked to within the document.

Please take our 30-second survey to help us continually improve upon this communication and make it meaningful for you.

Didn’t catch the previous issue in April? You can see it here.

ServiceNow for CSS HR/APS Staff Hiring is Live!

Updated September 15, 2017

The latest CSS HR/APS ServiceNow release went live on August 24! Campus will now make HR service requests for Staff Recruitment, Staff Extension, Staff Waiver of Recruitment, Staff Mass Hiring, and Classification and Reclassification utilizing new online forms in ServiceNow.

It’s easy to start the hiring or classification process – simply answer a few required questions in ServiceNow and submit the form. Additional information or needed documents will be added later in consultation with an HR Partner. Of course, those with information at their fingertips and/or some HR experience can complete the additional questions and attach documents immediately so we can start working on your request more quickly. CSS HR Partners are ready to further assist clients throughout the process, and CSS Service Directors are also available for support, as needed

We appreciate the input gained from Campus partners over the past six months that helped create a more user-friendly experience. This resulted in a simple three-step process:

  1. Open a ServiceNow ticket and answer a few basic questions
  2. Move through the approval process (no approvals for Classification or Reclassification)
  3. Consult with an HR Partner on additional details and documents needed

In addition to the advantages of moving these HR forms online and automating processes in ServiceNow, clients will experience having all information connected to a request in one place, greater visibility into the status, increased efficiency due to standardized processes, and more accountability in the hiring process. In fact, in a recent demonstration of the online forms, 70% of clients agreed that submitting a ticket in ServiceNow had benefits for them!

For a concise summary of this new release, please click this link: Campus Overview: Staff Hiring – ServiceNow for HR/APS. Additional resources and job aids are available here by clicking on the bright pink “Staff Hiring” icon. We look forward to serving you!

Scheduled Maintenance for Many Enterprise Systems on 8/18/17

August 10, 2017

CSS has learned that scheduled maintenance work (1-day) for many enterprise systems, like HCM, BFS, BearBuy, the Travel & Entertainment (T&E) system, as well as the Blu Portal, will occur on Friday, August 18th. Because these systems will be unavailable that day, there will be some impacts to services that CSS provides the campus:

  • Separations and Funding Change requests in ServiceNow: As HCM is integrated  with these request types, you’ll be able to submit these ServiceNow tickets when the system is back online on August 19th. (Or, you can submit them prior to 8/18 but please know that CSS too, will not have access to HCM until it’s back online.)
  • BearBuy: Because campus purchasing requests and voucher payments/approvals will be unavailable, this will slightly delay regular processing time. If you have any critical, time-sensitive purchasing transactions, please contact your respective B&S supervisor.
  • BFS: Access to  financial journals, budget uploads, closeouts, and chartfield validations will also be unavailable. CSS’ ability to process financial transactions will be briefly postponed until the system is back online.
  • T&E: As CSS will not have access to the T&E system, this will have a similar effect to processing time. CSS will ensure that the processing of of T&E transactions resumes once the system is back online.

Related outage messages and details appear on the Blu home page, the Information Systems & Technology Service Status page, Berkeley Jobs, and the Berkeley Human Resources Systems page.

We also learned there will be additional scheduled maintenance days on Nov. 17, 2017, Feb. 9, 2018 and May 11, 2018. Look for more information on our CSS home page closer to those dates.

We apologize for any inconvenience. If you have any specific questions, you may contact your respective CSS HR Partner or CSS Business & Financial Services (B&FS) supervisor.

Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.

Changes to B&FS Satellite Support Offices at Evans/Giannini Halls

Revised/Updated November 13, 2017

Due to the minimal amount of requests received over the past few months at Evans Hall and Giannini Hall, CSS has suspended the Drop-Box Services at both locations. Going forward, please send (hard copy) Travel and Entertainment (T&E) reimbursement requests and all documentation directly to Campus Shared Services via campus mail to:

Campus Shared Services – Travel and Entertainment

1608 Fourth St., Berkeley, CA 94710 – mail code 7600

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June 26, 2017

Campus Shared Services (CSS) Business & Financial Services (B&FS) is losing their office space at Evans Hall used for our Satellite Support Office for Travel & Entertainment (T&E) and Procurement (Purchasing) assistance. We’re currently searching for alternative space on campus. As a result, the in-person support at Evans Hall will be suspended effective 6/29/17.

For the convenience of campus customers, there will be a “drop-box” installed on the door outside room 459 (the same location CSS uses for New Hire Onboarding activities) for those that want to drop off their T&E requests. This box will be accessible at all times and B&FS will monitor and pick up all requests that have been dropped off. Please note: the drop box at 40 Giannini Hall continues to be available as an alternative – it’s at cubicle 40-24.

Our B&FS Satellite Support Locations web page will have those details once we have secured a new campus location.

Threatening Fliers on Printers/Fax Machines

Updated May 31, 2017

Several campus departments reported receiving threatening fliers on printers and fax machines over the holiday weekend. The FBI, in conjunction with UCPD, has determined that the threats are not credible.

If you notice unwanted printouts happening in your department, please contact the CSS IT Service Desk (submit online ticket or email itcsshelp@berkeley.edu) as soon as possible to assist in securing your printers and report the security issue to the Information Security and Policy team.

For any continued updates and/or details about how UCPD is collaborating with authorities for these incidents, check out this page on the Technology @Berkeley website.

 

Now available — the CSS Update for April 2017.

April 21, 2017

The next issue of the “CSS Update,” our communication effort to keep you, our campus partners, informed is now available.

Our goal is that this update provides you the information you need to provide timely feedback and prepare for changes. For more in-depth information, please continue to turn to your CSS Service Director and the supplemental information that is linked to within the document.

Please take our 30-second survey to help us continually improve upon this communication and make it meaningful for you.

Didn’t catch the previous issue in December? You can see it here.

CSS Again Helped Guide Campus Through 2017 Spring/Summer Activities

Updated May 31, 2017

Looking to capitalize on the successes last year, Campus Shared Services (CSS) is again partnering with several central campus units for many activities and programs that support the Berkeley campus. As we begin to approach late spring and summer, we understand that the campus will need to know more information about them. Here is a snapshot of this work. Check back for any updated news on the CSS website and/or news directly from your colleagues in CSS Human Resources/Academic Personnel Support (HR/APS) or your CSS Service Director. Please note: Some activities may not apply to your unit — if you have questions, contact your CSS HR Partner accordingly.

Over the course of April and May, you’ve heard about:

Summer Session Hiring

Partnering with Summer Sessions and Study Abroad (SS)

This year’s processes will closely mirror what was in place last year. Campus units received an email from Summer Sessions on April 3, 2017, outlining what’s staying the same and what’s changing for 2017. CSS HR/APS Managers/Partners are also following up with the applicable campus units they support for any additional questions.

Summer Salary

Partnering with the Academic Personnel Office (APO)

SmartSheets will again be the mechanism used to process Summer Salary for 2017. CSS HR/APS and Research Administration (RA) teams are partnering with APO to make processes and communications even more succinct and will work closely with departments to ensure they have the support they need. CSS RAs are currently communicating with their Principal Investigators (PIs) who have Summer Salary funds with the details they need for 2017 and CSS HR Managers are working with non-CSS RA-supported departments.

GSR/ASE Hiring

Partnering with the Graduate Division and the Student Information System (SIS) team  

Work is already underway for the 2017-2018 academic year. Many roles and processes may stay the same. For now, departments should continue to use existing SmartSheets for their new appointment requests until more details are available.

Fiscal Close

Partnering with the Controller’s Office

We had great success last year with making the Fiscal Close information more succinct and streamlined with campus-wide communication outlining the due dates for various actions for May-August 2017. The Controller’s Office website was updated on May 24, 2017 with all these details and CSS deadlines will again be featured in the 2016-17 Department Fiscal Close Checklist; that is to say campus will not need to receive a separate set of CSS dates. This will help to alleviate any confusion.  Submitting requests to CSS by the deadlines will ensure that they are processed in accordance with campus year-end timelines and guidelines.

STAR Awards Processing

CSS continues to routinely process awards for campus units based on the deadlines featured on the CSS Calendar-Timesheet Deadlines which can be found on the HR/APS section of the CSS website. Processes will remain the same; just submit a “Compensation” ServiceNow ticket and if you’re submitting a group of more than 6 awards, you can use this STAR Award Batch Request spreadsheet. CSS can also assist with award letters/certificates as well as eligibility reviews; contact your respective HR Partner for questions.