Archive for News

CSS Processing Deadlines for Campus Curtailment 2018

October 15, 2018


The annual closure of the campus to conserve energy will occur this year between Monday, December 24, 2018 and Tuesday, January 1, 2019. 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 24, 2018 through Monday, January 1, 2019. The next regularly scheduled Onboarding Session will be offered on Tuesday, January 2, 2019.

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 9AM to 4PM 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: 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.


Human Resources/ Academic Personnel Support (HR/APS)

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

CSS deadline dates: Transactions:
12/3/18 1st BW Caltime out of scope timesheets due (for a 12/12/2018 payday). **
12/12/18 120 day PET deadline for (August 2018) to appear on December payroll ledger for 1/2019.
12/10/18 All SPOT Awards due for a 12/26/2018 payday.
12/12/18 November PET deadline to appear on December payroll ledger for 1/2019.
12/14/18 Suspense PET deadline to appear on December payroll ledger for 1/2019.
By NOON-12/14/17 2nd BW CalTime out of scope timesheets due (for a 12/26/2018 payday). **
12/18/17 Monthly Caltime out of scope timesheets due (for a 1/2/2019 payday). **
** Submit timesheets to:

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., 12/21/18 – Tues., 1/1/19 8:00AM – Mon., 12/10/18 8:00AM – Mon., 12/17/18
Wed., 1/2/19 8:00AM – Tues., 12/11/18 8:00AM – Tues., 12/18/18
Thurs., 1/3/19 8:00AM – Wed., 12/12/18 8:00AM – Wed., 12/19/18
Fri., 1/4/19 8:00AM – Thurs., 12/13/18 8:00AM – Thurs., 12/20/18

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

Note: Please inform your CSS RA 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.

Business & Financial Services (B&FS)

We are currently working with the the Controller’s Office/Accounts Receivable team to determine the applicable CSS deadline dates for 2018. Stay tuned for more details soon!

2019 ASE/GSR Hiring – Announcing Smartsheet and process updates

October 10, 2018

Campus Shared Services (CSS) regional HR/APS support teams have began communicating with campus departments regarding the changes for 2019 Spring ASE/GSR Hiring processes. Full details can be found on the ASE/GSR page of the CSS website. Here is a summary:

What’s not changing?

  • The overall process – campus will still use Smartsheets (or Intake Forms) to request ASE/GSR hires.
  • Bridging is available between Fall 2018 and Spring 2019 – Here are some Bridging/Grace Period Scenarios.

What IS changing?

Smartsheets has had several updates, including new rates and fee remission amounts, columns, and functionality that include ORU information, Dual FLSA Status processing questions, and row locking.  For more details around the updates, you can review them here or on the website under the ASE/GSR Hiring “Smartsheet Information and Training Resources” section.

Important Details:

  • Check out the Hiring Timeline-Onboard Dates-2019 ASE/GSR Hiring document for important deadline dates you need to know for 2019.
  • Access to the current Smartsheet will be changed from “edit” to “view”  on Thursday October 11 at 5:00PM. Anything submitted before then and is still in process will be transferred to the new sheet with new salary rates and fee remission amounts.  There is no urgency to submit new requests onto the old sheet – you can wait for the new sheet.
  • Departments will have access to their new Smartsheet on Monday October 15 at 1:00PM. Departments should look for confirmation from their applicable CSS HR Generalist that they can begin entering any new ASE/GSR hiring requests.

Questions or additional support should be referred to the applicable regional CSS HR support team (HR Generalists, HR Partners, HR Managers).



Resolved: Viewing challenges for BearBuy attachments may delay invoice approval/processing

Updated September 18, 2018

The security issues experienced previously have been resolved. CSS B&FS staff can now effectively view attachments. 


September 11, 2018

Due to a security concern with the Imagine System, CSS (Business & Financial Services) is experiencing difficulties viewing attachments in the BearBuy System. Viewing the attachment(s) is necessary to approve invoice payments and they may be delayed as a result.

Information Services and Technology (IST) is aware of the issue and is working diligently with the vendor to get to a solution as quickly as possible. Your understanding and patience is appreciated while we work with campus/campus partners to remedy the situation.



It’s here! A New and Improved System Status Dashboard

September 10, 2018

(The following is an excerpt from a joint CSS IT and Information Services & Technology email that was shared with the campus IT community on 9/10/18).

In the spirit of continuous improvement, a new dashboard has been developed where you can see, at-a-glance, the status of the various Berkeley IT systems: from Wi-Fi to Cal Central, bCourses to BFS (Berkeley Financial System) and beyond.

Enhancements for the new system status page include an interactive, user-friendly dashboard making it more visually appealing and easier to read. The page was designed with our campus community in mind and color-coded to quickly scan:

  • Green means go. If a system is experiencing no issues and available, you’ll see green.
  • Red indicates there is a problem. If there are any issues making a system unavailable, you’ll see red. You can then select the red icon for details about the problem or scroll through the page to review all active system issues.

As always, if you are experiencing issues with a system you are using that doesn’t appear on the dashboard, please report the incident so the CSS IT group can look into it further.

Check it Out

View the new system status dashboard here. If you had the old status page bookmarked, you will automatically be redirected to the new dashboard. Your feedback is very important to us as we work to make this tool as useful as possible. This new dashboard was developed through a collaboration between Campus Shared Services Information Technology (CSS IT) and Information Services & Technology (IST). Please send us your feedback, suggestions, or comments to integrate into future versions of the page.


If you need help or encounter any issues using the new dashboard, please contact the CSS IT Service Desk at or at (510) 664-9000, option 1.

Warm regards,

Larry Conrad, Associate Vice Chancellor for IT and Chief Information Officer
Lyle Nevels, Assistant Vice Chancellor for IT and Deputy Chief Information Office
Jerry Yerardi, Associate CIO for Campus Shared Services and Director of CSS IT

Related Links: View System Status Dashboard | Browse the IT Catalog | Search the Knowledge Base


Spot Award nomination period now open!

August 29, 2018

We are pleased to announce that the nomination process for the current round is now open for Campus Shared Services Spot Awards, part of Berkeley’s Staff Appreciation and Recognition (STAR) Award Programs.  The $500.00 Spot Awards are intended to recognize individual and team accomplishments for exemplary performance and contributions while demonstrating Berkeley’s Operating Principles for administrative operations.

What you need to know about nominations/deadlines:

Anyone can nominate any eligible CSS staff member. Nominations for awards may be submitted any time beginning NOW through Monday, September 17, 2018 and should include detailed descriptions of the accomplishments and connection to the UC Berkeley Operating Principles. Final Spot Award recipients will be announced shortly thereafter.  Also, campus partners are invited to nominate CSS staff who have provided exceptional service.

Please submit completed and signed nomination forms to You can visit for a full summary of the Spot Awards eligibility criteria, nomination forms and FAQs.  The Rewards and Recognition page of the CSS website also contains a link to the nomination form and if you have any additional questions, please send them to the recognition mailbox above.

Nominate one of your CSS colleagues today!


Campus system(s) planned outages-August 2018- Impacts for CSS customers

Updated August 6, 2018

(NEW!) Additional planned scheduled maintenance days are scheduled for Friday, August 10 and August 17, affecting the enterprise systems of BearBuy and BFS. There will be some impacts to services that CSS provides the campus as a result of these outages:

BFS Outage Friday 6/10, 6:00AM – 6:00PM – BFS will undergo an upgrade and will be unavailable. When BFS is down, access to BearBuy is also turned off as user roles, transactions and COA validations are all dependent on BFS.

BLU Outage Friday 6/17, 6:00AM – 6:00PM – BLU will undergo an upgrade and will be unavailable. When BLU is down, there is no way to login to BearBuy.
These outages will impact CSS’ ability to process financial transactions. Work will be postponed until the system(s) are back online and it will delay regular processing time.
Related outage messages and details appear on the Supply Chain Management (SCM) website as well as the Information Services and Technology (IST) Service Status page on the IST website.


CSS has learned that scheduled maintenance work (1-day) for the enterprise systems of HCM and Blu will occur on Friday, May 11th. There will be some impacts to services that CSS provides the campus as a result of these outages:

HCM unavailable Friday May 11 from 6:00am – 6:00pm

Maintenance work will be performed on all modules of HCM including Workforce Administration, Talent Acquisition Manager (recruiting), Candidate Gateway (Berkeley Jobs applicant portal), and Self Service. They will all be unavailable during this time.

  • Separations and Funding Change requests in ServiceNow: Because HCM is integrated  with these request types, you’ll be able to submit these ServiceNow tickets when the system is back online on May 12th. (Or, you can submit them prior to 5/11 but please know that CSS too, will not have access to HCM until after 5/12.)

Blu will be down from Friday 5/11 from 6:00am to 2:00pm

HCM modules accessed via Blu (including Employee and Applicant Self Services) as well as BFS and BearBuy modules accessed via Blu will not be available during this time while maintenance work is being performed. Plus:

  • BearBuy: Because campus purchasing requests and voucher payments/approvals will be unavailable, this will delay regular processing time.
  • 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:  This will have a similar effect to processing time. CSS will ensure that the processing of T&E transactions resumes once the system is back online. Note: check out the CSS B&FS main webpage to see what processing date the teams are currently working on.

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

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.

SCM announces new/enhanced BearBuy forms

July 6, 2018

Supply Chain Management (SCM) announced today that the BearBuy Team will be updating Non-Catalog and Service Order forms on July 9th to make them easier to use. The team is eliminating the Independent Contractor form and asks Campus to instead, use the Service Order form for these transactions. They are also asking Campus to use a separate form for BluCard Tracking requests. Information on the changes can be found on the SCM website at:

This news was published in their BearBuy Newsletter for July. To subscribe to future newsletters (or see the library of previous issues), use the link on this page.



Faster travel reimbursements with Direct Enter

Updated July 3, 2018

In a recent memo to campus, EVCP Paul Alivisatos introduced the new travel reimbursement process called Direct Enter, which is  intended to eliminate duplicate data entry and shorten processing time for  payment from weeks to days, in most cases. Faculty and staff who have business travel were directed to self-process travel reimbursements by entering requests directly into the Travel & Entertainment Reimbursement System (TRV) by July 2, 2018.

Campus Shared Services (CSS) will begin returning non-complex travel reimbursement requests (see original message below for definition of “complex” requests) that are dated July 2, 2018 and after and ask travelers to self-process via Direct Enter – at:, as CSS no longer processes these types of requests.  There are many resources available to help with Direct Enter at:

Divisional Finance Leaders (DFLs) can also offer additional support and guidance regarding Direct Enter for campus departments. The list of DFLs are listed here:


May 3, 2018

The Controller’s Office is officially introducing Direct Enter, a new travel reimbursement process that is intended to streamline data entry, shorten processing time to payment from weeks to days, and put more control of the process in the hands of employee-travelers. Faculty and staff who travel in the course of their work are now able to request travel expense reimbursements by entering their travel expenses directly into the Travel and Entertainment (T&E) Reimbursement System. This eliminates the need for multiple request forms and will make the university more efficient. Plus, travelers can upload photos of receipts directly to the system and all certifications/approvals can be completed electronically, versus collecting paper signatures.

This week, a joint email from Paul Alivisatos, (EVCP), Rosemarie Rae, VC Finance, and Marc Fisher, VC Administration, was sent throughout campus, expressing the need for all departments to fully transition to this new process by Monday, July 2, 2018. To learn more about this new process, visit the Direct Enter page on the Berkeley Travel website, to find helpful information as well as a plethora of training materials and videos to help navigate through how to submit trip expenses into the travel reimbursement system.

The Travel & Entertainment team has been partnering with early campus adopters to pilot this new Direct Entry process beginning last year as part of a process improvement effort. Feedback so far has been positive and more than two-thirds of campus departments are realizing benefits from using it.

Campus Shared Services (CSS) will continue to be available to assist with processing more complex reimbursements, if necessary, that involve extensive foreign currency transactions and multiple destinations as well as travel reimbursements for students and visitors. After July 2, CSS will partner with Accounts Payable, Chief Administration Officers (CAOs), and Control Unit Administrators (CUAs) to help transition (requests) for their departments who have not yet done so.

Departments who are interested in having the Accounts Payable team attend staff meetings or request a demonstration, or to provide any additional support, should contact their Divisional Finance Leaders (DFLs) to help coordinate that or contact the team directly at:


Nine CSS recipients honored with Excellence in Management Award

June 8, 2018

We are thrilled to announce that Campus Shared Services has NINE (9) recipients of this year’s Excellence in Management Award, sponsored by the Berkeley Staff Assembly.

The theme for this year’s award is, “Building Pride and Trust in Our Changing Community.” This highlights leadership which encourages respect, dignity, confidence, inclusion, and empowerment amid changing times. Our recipients were nominated by their staff who exemplified this theme in one or more ways:

  • Honest and Conscientious – manager/supervisor builds trust, models integrity, and instills pride within the team.

  • Consistent Intentional Engagement around Diversity, Community and Collaboration – manager/supervisor is always cognizant and respectful of cultural distinctions, and promotes an environment of inclusion.

  • Empowering – manager/supervisor provides team members with the tools to succeed at work, through mentorship, coaching/motivating, and leadership by example.

This year’s recipients were recognized in the annual awards ceremony on May 31, 2018. Join us in congratulating our recipients:

  • Robin Baca, Business & Financial Services

  • Micah Bot-Miller, Information Technology

  • Jenny Dizon, Research Administration

  • Summer Garcia, Research Administration

  • Naseem Ghaffari, Human Resources/Academic Personnel Support

  • Rosalyn Kilbourne, Human Resources/Academic Personnel Support/Payroll

  • Cassandra Lumsey, Human Resources/Academic Personnel Support

  • Sue Logan, Research Administration

  • Linda Marmolejo, Human Resources/Academic Personnel Support/Payroll


Summer & Fall 2018 ASE/GSR Hiring Improvements

April 30, 2018

CSS Human Resources/Academic Personnel Support (HR/APS) and Research Administration (RA) teams are currently working with campus departments for their Summer & Fall 2018 Academic Student Employees (ASEs) and Graduate Student Researchers (GSRs) Hiring requests. (The ASE category includes titles such as Graduate Student Instructors (GSIs), Acting Instructor-Graduate Students (AI-GS), Graduate Student Readers, and Student Tutors.)

The overall process remains the same: Graduate Student Affairs Officers (GSAOs), or any other department personnel authorized to coordinate graduate student hiring, are responsible for initiating the request (and track the progress) via the online Smartsheet tool for their department.

What’s Changing for 2018 Summer and Fall ASE/GSR Hiring Smartsheets?

The ASE/GSR Smartsheets have had some updates, including the addition of a new (optional) Intake Form, new columns, and a new filter. For instructions on the new Intake Form and filter, check out the Smartsheet Information and Training Resources section of the CSS ASE/GSR Hiring page on the CSS website using this link. Plus, there is also a new Data Dictionary for additional support.


To initiate appointments for ASEs/GSRs that start on May 1, 2018 or beyond, use your department’s new Grad Hiring Smartsheet for 2018 Summer and Fall. (GSAOs/initiators were provided access to this Smartsheet beginning on May 7, 2018 at 1:00 PM. After logging in with your CalNet ID, navigate to your specific department Smartsheet from the “Home” tab).

For questions or to request access to departmentmental Smartsheets, please contact your department’s CSS HR/APS Service Delivery contact via the HR team contact information listed on your unit profile page on the CSS website.