UCSF Financial Systems

Software systems support most of our financial, educational and research actions. The Controller’s Office provides business support for the following systems.

Award Verification Tool

The Award Verification Tool is used to conduct and document activities related to UCSF's procedure to support Principal Investigators in meeting the requirements of the Uniform Guidance for federal awards.

BlackLine Account Reconciliation

BlackLine Account Reconciliation is a technology-based solution used to standardize UCSF accounting and close processes, mitigate risk, and drive quality and continuous improvement.

General Ledger (GL) Verification Tool

The General Ledger (GL) Verification online tool streamlines the General Ledger Verification (GLV) process with the goal of ensuring overall reasonableness of department financials.

HBS Timekeeping System

UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. Managers, in addition to entering their own time and leave requests, use HBS to edit and approve timesheets and leave requests for their employees.

MyReports

MyReports is UCSF’s campus-wide reporting solution that provides financial and human resources data to meet the needs of users at all levels within our organization.

PeopleSoft Financials: Asset Management

Equipment Custodians and Curators use the Asset Management module of PeopleSoft Financials to review and update specific equipment attributes and to initiate the Equipment Inventory Modification Request (EIMR) process online.

PeopleSoft Financials: General Ledger

PeopleSoft Financials is UCSF's financial system that encompasses transactions for payment (Accounts Payable), sponsored project proposal and award management (Research Administration System or RAS), journals (General Ledger), and equipment asset tracking (Asset Management).

PeopleSoft Financials: Research Administration System (RAS)

The Research Administration System (RAS) is UCSF's system of record for post-award contracts and grants financial transactions.

UCPath

UCPath is the University of California's human resources, academic personnel, benefits, and payroll system for all UC employees systemwide.

System Access Policies

UCSF Campus Administrative Policy: Information Security and Confidentiality (650-16)

UCSF Campus Administrative Policy: Authorized and Acceptable Use of Electronic Information Resources (650-18)

UCSF Campus Administrative Policy: Financial System Access for Affiliates (300-42)

UCOP Business and Finance Bulletin: Inventory, Classification, and Release of University Electronic Information (BFB-IS-2)

UCOP Business and Finance Bulletin: Electronic Information Security (BFB-IS-3)

Access to, and use of, University electronic information resources must be performed in a manner that ensures the confidentiality, integrity, and availability of University resources and must be conducted in full compliance with federal and state law and University policies. Access Administrators and Central Campus units that grant access to financial and personnel data are responsible for:

  • Ensuring that access is granted in accordance with University of California policies and that only Authorized and Authenticated staff is granted access.
  • Periodic review of work by staff with access to confidential data to ensure such data is secured and not inappropriately shared or misused.
  • Fully informing staff of their responsibility to hold such information confidential.
  • Timely review of access privileges and for revoking access privileges upon termination or when job duties no longer require a legitimate business reason for access.
  • Ensuring access for affiliates follows established policy and is limited to affiliates who require access to enable the University to operate efficiently and/or for departments to process payments or other financial transactions related to the affiliate.

Sharing of sensitive electronic information with University administrative units is allowed for legitimate business needs. However, permission for access to information or release and/or disclosure of information should be granted in conformance with University policy and applicable laws by the University authority that has been assigned overall management responsibility for the information.