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Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs) and Post-Award Administrators who work with sponsored project funds.
Effort Reports due by April 30, 2017
On March 1, 2017, the Effort Reporting System (ERS) will generate effort reports for the July 1 to December 31, 2016 period. Effort reporting certifications for this period are due by April 30, 2017.
Per current UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals supported 100% by a fellowship (stipend) with no additional employment compensation, and college Work Study employees.
Effort reports for academic employees must be certified by the employee or by another responsible academic official who has first-hand knowledge of the work performed. Non-academic staff, postdoctoral scholars, and students cannot certify effort reports. Their effort must be certified by a responsible official who has firsthand knowledge of the effort using a suitable means of verification that the work was performed.
We encourage you to review your Effort Reporting Coordinator (ERC) at this time. It is the department's responsibility to ensure that the ERC role is appropriately assigned and current in both PeopleSoft and ERS. If you need to change your ERC, request that your department Access Administrator update this information. Two actions are required by the Access Administrator:
- Update the ERC using the Department Role Maintenance function in PeopleSoft, and
- Submit ERS User Access Forms to activate the new ERC and deactivate the previous ERC.
You can access the Effort Reporting System through MyAccess. If you have log in or other technical issues, contact the IT Help Desk at 415.514.4100, option 2. If you have questions or concerns about the effort reporting process, email CGA.Compliance@ucsf.edu. For more information on the effort reporting process, visit the Controller's Office website.
Post Award Management (PAM) Training Schedule
Modules of the Post Award Management (PAM) training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
|Billing for Sponsored Projects|
|Cash Management and Collections|
|Financial Reporting and Award Closeout|
Log on to the UC Learning Center and search for "PAM" to register for any of these training modules. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess at Michael.Burgess2@ucsf.edu or 415.502.8205. Look for an announcement of additional PAM dates in a future Controller's Office Newsletter.
Tips & Reminders
Roles and Responsibilities for Termination Notices
At the end of an appointment on a federal grant, a Termination Notice (TN) must be initiated through xTrain (an application in the NIH eRA Commons) for all trainees and fellows. For a fellowship, the Program Director/Principal Investigator (fellow) or a delegate must log on to xTrain and submit the TN. The fellow will then route the TN to their Sponsor. For training grants, the Program Director or Principal Investigator must locate each trainee and either re-appoint them or terminate the appointment in xTrain. The TN can be routed between the PI and fellow/trainee as needed. The final step is for the Sponsor or PI to route the TN to the Business Official (BO).
For all TNs, please choose CGA Student Research Administrator Faye Ou or Maria “Cherry” Lazaro as the Business Official. The Student Service team will ensure that all required information is provided and will verify the accuracy of the payment by comparing Accounts Payable and Payroll reports to the TN. The PI or department finance analyst will be contacted to resolve any discrepancies.
Only the Program Director or Principal Investigator can change the Business Official in xTrain
This function is not available to anyone else at UCSF. If you receive notification that a TN is due or late and you have submitted the TN, please check that the Business Official selected is Faye Ou or Maria Lazaro. CGA will not receive any notification and cannot take any action in xTrain until the correct Business Official is selected, and xTrain does not provide any search or reporting capabilities to identify TNs by institution.
For additional information, see the NIH eRACommons xTrain Termination of Appointments Quick Reference Guide. If you have any questions, contact the CGA Student Service Team at CGASvcDesk@ucsf.edu.
Who to Contact about Contracts and Grants Accounting
For questions regarding Contracts & Grants Accounting, contact Assistant Controller - Contracts and Grants Accounting Mary Catherine "MC" Gaisbauer at MC.Gaisbauer@ucsf.edu or 415.476.7007. Direct questions regarding cost transfers or effort reporting to CGA.Compliance@ucsf.edu.
|Top of Contracts & Grants Accounting||Top of Newsletter|
Target Audience: Department Managers, Financial Administrators, Pre- and Post-Award Administrators, Journal Preparers, Journal Approvers and other individuals at UCSF who need financial and/or human resources information.
Requesting Access to UCSF Health Financial Reports
As of March 1st, a new MyReports role will be available in the Access Management Application to manage access to UCSF Health Financial Reports. The UCSF Health Reporting Role provides approved UCSF Health staff access to financial reports limited to data within Business Units in the UCSF Health organization.
Only Department Access Administrators may submit requests for MyReports access. UCSF Health managers who need access to the UCSF Health Financial Reports for themselves or their staff should notify their Department Access Administrators to add the UCSF Health Financial Reporting Role in MyReports. Access Administrators use the Access Management application (available via MyAccess) to request, change, or deactivate MyReports roles for individual users.
New Payroll Funding Report Available in March
A new Payroll Funding Report will be available on the Operational Reports tab in MyReports in March. Based on a proposal from the MyReports Advisory Group, the Payroll Funding Report shows an individual employee’s compensation and funding sources for a fiscal year, including actuals for accounting periods that have already occurred and future funding sourced from the distribution lines in the Payroll/Personnel System. The report shows an individual employee’s FTE and payroll expenses by X, Y, and Z components (where applicable) across all funding sources to enable high-level oversight and management decisions.
A job aid for the Payroll Funding Report will be available in the MyReports Training & Job Aids section of the Controller's Office website later this month.
Enhanced Net Position Report
Based on input from the MyReports Advisory Group, the Net Position Report filter page now defaults to Show 2 Decimal Places. Users who wish to round to dollars (the previous default view) should deselect the Show 2 Decimal Places check box in the Report Specific Filters section of the filter page. Users may need to clear their browser’s cache in order to take advantage of the enhancement.
Filter Page Enhancements to Facilitate Report Scheduling
In order to better facilitate report scheduling, an effort is underway to add filters that are currently only found on the HTML output to the filter page. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The MyFavorite can subsequently be scheduled and the resulting report will display data filtered by the desired parameters.
Filter page enhancements have been recently applied to the following reports:
- Award/Parent Summary - Add Show Projections and Liens
- Project Summary - Add Show Projections and Liens
Users may need to clear their browser’s cache in order to take advantage of the enhancements. Watch for updates on this enhancement effort in future editions of the Controller's Office Newsletter.
Who to Contact about MyReports
For functional and technical assistance with MyReports, contact the Controller's Office Solution Center at COSolutionCenter@ucsf.edu or 415.476.2126.
|Top of MyReports||Top of Newsletter|
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