Archive for News – Page 2

FY2017-18 Fiscal Close deadlines announced

April 26, 2018

Fiscal Close deadlines and information for FY2017-18 is now available on the Vice Chancellor Administration website. This year’s fiscal closing steps mirror those in previous years for the  VCA divisions of Campus Shared Services (CSS), Supply Chain Management (SCM), Central Human Resources (CHR), and Business Contracts and Brand Protection (BCBP). Please review the information to ensure that all relevant steps are taken according to the schedule.

Note: For systems related close information, please refer to the BFS General Ledger Monthly Close Schedule for June and July on the Controller’s Office website.


CSS Assisting Campus with 2018 Spring/Summer Activities

Updated – May 23, 2018

Continuing to capitalize on the successes in previous years, Campus Shared Services (CSS) has partnered with several central campus units for many activities and programs that support the Berkeley campus. As we continue through the summer months, here is a snapshot of the work that is currently being done. Check with your colleagues in CSS Human Resources/Academic Personnel Support (HR/APS) or your CSS Service Director if you’d like further information. Please note: Some activities may not apply to your unit — if you have questions, contact your CSS HR Partner accordingly.

Summer Session Hiring

Partnering with Summer Sessions and Study Abroad (SS)

Not much changed for this year’s processes. On March 6, 2018, campus units/department managers received an initial email directly from Summer Sessions outlining what they need to know for 2018. CSS HR/APS Managers/Partners will also be following up with the applicable campus units they support for any additional questions. On March 15th, in order for teaching positions to have access to bCourses sooner, a follow-up email from Summer Sessions was sent with revised onboarding deadlines for Sessions A and B.

Summer Salary

Partnering with the Academic Personnel Office (APO)

CSS HR/APS and Research Administration (RA) teams will again be partnering with APO to retain succinct processes to support Summer Salary Efforts. SmartSheets will continue to be the mechanism used to process 2018 Summer Salary and communications to campus and PIs from CSS RAs began in earnest the week of April 2, 2018. Concurrently, CSS HR Service Delivery Managers are working with non-CSS RA supported departments who have Summer Salary budgets. As with previous years, CSS RAs will continue to work with their PIs throughout the summer months and CSS HR Service Delivery Managers will ensure departments have the support they need.

ASE / GSR Hiring

Partnering with the Graduate Division and the Academic Personnel Office (APO)  

Work is currently underway for the  Summer and Fall 2018 ASE/GSR Hiring efforts. 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 using this link. Plus, there is also a new Data Dictionary for your convenience and support. Departments should initiate appointments for ASEs/GSRs that start on May 1, 2018 or beyond, using the 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.)

CSS and the Academic Personnel Office (APO) recently partnered to update the Bridging Guidelines. This and all the details for Summer/Fall 2018 efforts are available on the GSR/ASE page of the CSS (HR) website.

Fiscal Close

Partnering with the VC for Administration and the Controller’s Office

This year’s strategy will differ slightly from previous years. While still capitalizing on successes by making the Fiscal Close information more succinct, The Vice Chancellor Administration (VCA) website will house the applicable deadlines related to VCA departments; most significantly, CSS, and a campus message was sent on April 25, 2018.  The Controller’s Office website will continue to feature the usual General Ledger Monthly Close Schedule(s) and a link to the VCA website for deadlines. Note: The Controller’s Office will not be publishing a deadline “Checklist” this year.

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.

New Bridging and Grace Period Guidelines for GSR/ASE Hiring

February 5, 2018

The Academic Personnel Office (APO) and Campus Shared Services (CSS) Human Resources collaborated to clarify the guidelines regarding Bridging and Grace Periods.  With the goal of minimizing the impact of onboarding for our student hires, these guidelines have been reviewed and input gathered from a number of campus units including Central HR, Office of General Counsel (OGC), Graduate Division, Contracts and Grants Accounting (CGA), RAs, Budget Office, Controller’s Office, and various department units.  Here are updated, fully vetted guidelines, a list of FAQs, and a quick summary of what is and is not changing.

What is NOT changing:

  • Student employees will continue receive pay on their next available MO pay cycle.

  • In order to keep in compliance with I-9 legal requirements, a new hire should NOT begin working until they successfully complete onboarding.

What IS changing:

  • No more recalculations are required to ensure students are eligible for fee remissions.

  • Employees will be paid via a retroactive pay process for all time worked prior to onboarding in the next available MO cycle payment.

  • The hire date on the I-9 will not drive the appointment start date in HCM.

You will find the complete bridging policy document HERE as well as bridging FAQs HERE.

If you need further assistance, you can contact your CSS HR/APS Service Delivery contact or your CSS HR Generalist.

Heather Archer, Assistant Vice Provost, Academic Personnel

Janet Speer, Director, CSS Human Resources and Academic Personnel

Newly added! ServiceNow for HR/APS Training Videos

December 21, 2017

To help campus customers better navigate the Approvals and Staff Hiring processes in ServiceNow, three (3) new training videos have been developed and now available on the Training Resource Library page(s) of the ServiceNow for CSS HR/APS page of the CSS website:

Staff Hiring:

  • Searching for a Hiring Job Title & Code 
  • Searching for a Hiring Department Name 


  •  Managing Approver Delegations

In a partnership between CSS Learning & Development and the CSS ServiceNow Project Team, the topics for these training videos were developed based on feedback and frequent customer questions. Are there other helpful topics that we should consider for future videos? Send a note to Lyle Hendricksen ( and let him know the details.

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 ( 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.

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


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 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.


New IT Equipment Catalog

January 17, 2017

Do you need to order computer equipment or upgrade your existing equipment? CSS IT has just made it easier to view our standard selections. You can check out all of our options in the new IT Equipment catalog!

Once you’ve decided, follow this process to start your order.

June 2016 Metrics

Controller’s Office announces fiscal close deadlines

May 13 2016

This week, the Controller’s Office announced that fiscal close information for FY2015-16 is now available on the web at:

Though this year’s fiscal closing steps and deadlines are similar to those in previous years, we’ve simplified it. For tasks in which Campus Shared Services plays a role (denoted by **), the deadlines listed already have CSS timeframes incorporated; no second set of CSS dates are needed. Please review the information to ensure that all relevant steps are taken according to the schedule. Submitting requests to CSS by the dates listed will ensure that they are processed in accordance with campus year-end timelines and guidelines.

If you have any questions about the fiscal close process, you can contact your CSS Service Director, CSS Human Resources Partner, or your Business & Financial Services manager or supervisor.