|In this Edition:|
Target Audience: Department Managers, Financial Administrators, Journal Preparers, and Journal Approvers
Fiscal Year-End Close Presentations Scheduled
The Controller’s Office will host two presentations to communicate fiscal year-end close activities, timelines, and expectations. Department managers, financial administrators, financial analysts, post-award research support analysts, and anyone else involved in the year-end close process should plan to attend one of these presentations or watch the live broadcast or recorded presentation. Registration is not required.
|Rock Hall (102), Mission Bay
This live broadcast link will be available just before 9 a.m. on May 24
|School of Nursing (N-217), Parnassus|
|Will be available on the Controller's Office website after the May 24 session|
General Ledger Monthly Schedule for May 2017 is Now Available
The General Ledger Monthly Schedule for May 2017 has been posted to the Controller's Office website. To access this schedule and previous schedules or other calendars, select the Calendars & Schedules link in the blue banner on the Controller's Office website.
ITS Recharge System Training Now Available
The ITS Recharge System is a web-based application that provides faculty and staff with tools to view details related to recharge including the Data Network, IT Field Services, telephones, and server recharges. ITS is hosting training sessions designed to introduce department financial administrators and financial analysts to the ITS Recharge System. The training also provides experienced users of the ITS Recharge System with an opportunity to learn about new system updates. Each training session will cover:
- Overview of the recharge system
- Reporting and recharge inquiries
- ITFS\Data Network\Telephone\Data Center Service
Select your preference of these four sessions:
- May 10 at 3 p.m. - Mission Bay: Mission Hall room 1400
- June 21 at 2 p.m. – Parnassus: School of Nursing room N-721
- July – MCB: date and time to be determined
- August - Laurel Heights: date and time to be determined
Registration is not required; all sessions will present the same material, attend the session that best fits your schedule. If you have any questions about this training, contact IT Functional Analyst Nancy He at Nancy.He@ucsf.edu or 415.502.0140.
Who to Contact about Accounting and Reporting
For questions regarding Accounting and Reporting articles, contact Accounting and Financial Reporting Manager Jennifer Zocchi at Jennifer.Zocchi@ucsf.edu or 415.514.2131.
|Top of Accounting & Reporting||Top of Newsletter|
Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs) and Post-Award Administrators who work with sponsored project funds.
Effort Reporting Follow Up Process
Effort Reporting for the July 1 to December 31, 2016 period is due by April 30, 2017. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA implemented an Effort Report Escalation Process to help ensure UCSF effort reports are certified within 120 days of the end of the effort reporting period and to prevent the need to move charges associated with uncertified reports to the department that owns the award. As a part of this process CGA will provide periodic, escalating notifications - first to department Effort Reporting Coordinator(s) (ERC), then to Principal Investigators (PIs) and department financial administrators, and finally to department chairs. The Effort Report Escalation Process quick reference guide is available on the Effort Reporting section of the Controller’s Office website.
This review by CGA is a secondary control to ensure the timeliness of effort reports. Primary control resides with the department, who is responsible for establishing and maintaining a business process to certify effort reports on a timely basis.
Please remind your Access Administrator to review the departmentally assigned Effort Report Coordinator (ERC) and update as necessary to ensure the ERS point of contact for all certification, monitoring and compliance issues is accurate.
To ensure that reopened effort reports are recertified in a timely manner, departmentally assigned ERCs or department research administrators should take the following steps:
- ERCs should review the effort reports of all staff within their department responsibility to identify those reports that need review, follow-up, or recertification on a regular basis. It is recommended that this review be completed monthly, and should be conducted at least quarterly. Similar to the normal reporting cycle, this process can include running and then saving searches as follows:
- Review reports by searching by Dept ID
- Review reports by searching by Awards/Projects
- Review reports by searching by Principal Investigator
- Have PIs run their My Certifications and My Projects searches to identify any reports that have been reopened and need review or follow-up
- PIs should also search for the specific employees for whom they have been delegated authority; these employees will not display in a My Certifications or My Projects search
- CGA will send monthly notifications to the appropriate ERC when a report in their department(s) has been opened or reissued due to a late posting payroll transaction
- Per the escalation policy, CGA will notify departments of reports that have not been certified at defined points after the reporting cycle has been completed (as described above)
Contact CGA.Compliance@ucsf.edu about any questions on follow-up or if you are uncertain about how to proceed or obtain recertification.
Automatic Award Advance Requests Update
As previously reported in our January 2016 Newsletter, effective September 1, 2015 advances are being automatically authorized within 60 days of the continuation period beginning date with a budget of 50% of next year funding (approximately 6 months spend) for the future Activity Period where the award has:
- A continuation or supplement in progress (confirmed by CGA with the Contracting Officer)
- No past due receivable older than 90 days
- Active certifications/protocols (as needed) are in place or in progress
- Not been classified as a clinical trial
If you have an award that meets the criteria for automatic advance but an advance is not established within 30 days of the continuation period beginning date, please open a ServiceNow ticket by sending an email to CGASvcDesk@ucsf.edu with documentation that supports the criteria listed above.
If you have an award that does not yet have a continuation or supplement in progress but you have a firm commitment from the sponsor for the next budget period, please include that in your request. A correspondence record in CACTAS (Centralized Agreement Contact Tracking and Approval System) is required for approval of the automatic advance. For more information, see the Automatic Advance Procedures Job Aid available on the CGA Training & Job Aids section of the Controller’s Office website.
Research Administration System (RAS) Update - FSR/INV Documents Tab
In a continued effort to provide more information to Principal Investigators and departmental research administrators, CGA has implemented an update in RAS. This update is also critical for future planned enhancements that continue to streamline CGA processes.
A key part of this update is the addition of Invoices to the existing FSR Documents Tab. All submitted invoices will now be readily available to all RAS users. The tab also includes a cumulative total of all uploaded reports and invoices. This improvement will provide better visibility to the research community and allow for enriched collaboration and higher efficiency between all business partners.
Additionally, the page now aligns Financial Reporting and Invoice Milestones with actual submissions to the sponsor. For each milestone, a corresponding report or invoice must be attached in RAS to “complete” the milestone. This streamlines the milestone process for CGA staff allowing them to include reports and invoices in RAS and close a milestone in one-step.
After this update becomes effective on May 8, the new tab will be changed to:
CGA will be using this process for all financial reports and invoices after May 8; past invoices for active awards will not be populated and only historical FSRs will be available.
Research Administration Town Hall on June 20
The next Research Administration Town Hall is scheduled for June 20 from 1 to 3 p.m. The presentation will only be available via live stream. We will communicate further details through the Research Administration Town Hall Chatter Group. Chatter is used to communicate agendas, the webcast link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings.
In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter group, available via MyAccess.
Post Award Management (PAM) Training Schedule
One module of the Post Award Management (PAM) training series is currently 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:
|Financial Reporting and Award Closeout|
Log on to the UC Learning Center and search for "PAM" to register. 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 for fall 2017 in a future Controller's Office Newsletter.
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.
Enhancements to the Distribution of Payroll Expense (DPE) Report
Based on input from the MyReports Advisory Group, the Distribution of Payroll Expense (DPE) Report has been enhanced to include a new “Benefits to Earnings Ratio” column. The “Benefits to Earnings Ratio” is a calculation of the Total Benefits divided by Gross Earnings. The new column displays when the “Show Detail Columns” filter is selected, and will appear on Sub 0, 1, and 2 records and subtotals.
Other enhancements include the addition of subtotals and totals on all numeric elements in the “Show Detail Columns” section, as well as the ability to sort the results by any column in the report. Click the icons available in each column header to rearrange the output in ascending or descending order. The column sort feature is only available when viewing the HTML output. Users may need to clear their browser’s cache in order to take advantage of the enhancements.
Faster Run Times for the Accounts Payable/Purchase Order (AP/PO) Inquiry Report
The Accounts Payable/Purchase Order Inquiry (AP/PO) Report underwent performance tuning and now runs approximately 66% faster than before. The AP/PO Report is located on the Transactional Reports tab and displays detailed line level information associated with a single voucher, vendor invoice, or purchase order.
Additional work is being undertaken to further reduce report run times across all reports to meet the goal of continuous improvement to MyReports. Watch for updates on this effort in future editions of the Controller's Office Newsletter.
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 user can then schedule their MyFavorite and the resulting report will display data filtered by the desired parameters.
Filter page enhancements have been recently applied to:
- Employee Appointment Report
- Add Show Detail Group 1
- Add Show Detail Group 2
- Add Display Codes and Descriptions
- Employee Distribution Report
- Add Show Detail Group 1
- Add Show Detail Group 2
- Add Display Codes and Descriptions
Users may need to clear their browser’s cache in order to take advantage of the enhancements.
Account Level F Now Available for Selection on the Monthly Report
The Monthly Report was enhanced to include Level F in the Change Account Level report specific filter and in the report view. The Monthly Report is located on the Operational Reports tab and displays monthly Actuals for a fiscal year with options to calculate year-to-date monthly average amounts for Actuals, or compare Actuals plus Forecast to Plan and display both dollar and percentage variances from Plan.
Users may need to clear their browser’s cache in order to take advantage of the enhancement.
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|
Target Audience: Individuals at UCSF who are either responsible for processing Payroll forms and data entry into OLPPS, or for the management of the process (including post-audit transaction review) within departments.
New U2C-PETU Replaces UPAY 646-2 for Transfers from Non-Capped to NIH-Capped Projects
The Payroll Office is pleased to offer a new tool, the Uncapped-to-Capped Payroll Expense Transfer Uploader (U2C-PETU), for transferring payroll expenses from uncapped projects to NIH capped projects.
When to use the U2C-PETU
U2C-PETU should not be used to transfer expenses that can currently be transferred using the original PETU
U2C-PETU features & functionality
What the U2C-PETU will not do
Process to create and submit a U2C-PETU
You can download the Uncapped-to-Capped Payroll Expense Transfer Uploader (U2C-PETU) from the Payroll Forms tab of the Controller's Office website. If you need assistance with a U2C-PETU, contact the Controller's Office Solutions Center at COSolutionCenter@ucsf.edu or 415.476.2126.
- Customer Service – COSolutionCenter@ucsf.edu or 415.476.2126
- Document Management & Compliance –- Naheed Kalhor, Naheed.Kalhor@ucsf.edu or 415.476.1661
- HBSPC Manager - Susan Gin, Susan.Gin@ucsf.edu or 415.353.3608
- Payroll Benefits – Catherine Healy, Catherine.Healy@ucsf.edu or 415.476.2886
- Payroll Operations – Jane Bronson, Jane.Bronson@ucsf.edu or 415.476.9130
- Systems – Cindy Chiu, Cindy.Chiu@ucsf.edu or 415.502-8211
- Payroll Services Director – Shylah Conway-Hamilton, Shylah.Hamilton@ucsf.edu or 415.476.3169
|Top of Payroll||Top of Newsletter|
Target Audience: Individuals at UCSF who are involved in processing financial aid disbursements to students, postdoctoral scholars, visiting scholars, and Clinical Fellows.
NIH Guidance on Stipend Level Increase Requests and Adjustments in xTrain
The National Institutes of Health (NIH) published NOT-OD-17-057, Guidance for Adjustments to Appointment Records in xTrain to Reflect Stipend Level Increases for Postdoctoral Trainees on Institutional Ruth L. Kirschstein National Research Service Awards (NRSA), on April 13, 2017. This notice provides additional guidance regarding the process recipients of a Kirschstein-NRSA training grant need to follow in order to properly reflect adjustments to appointment records in xTrain to accommodate stipend level increases as established in NOT-OD-17-002, Adjustment to Stipend Levels for Postdoctoral Trainees and Fellows on Ruth L. Kirschstein National Research Service Awards (NRSA), that was published November 7, 2016.
This notice also alerts trainees that applications to receive supplemental funding from the NIH to accommodate these stipend level increases are due by June 30, 2017. Department research administrators should work with Office of Sponsored Research (OSR) to ensure that all supplemental funding requests are carefully considered to identify the correct post doctorate training level and the associated increase starting December 1, 2016 through the end of the appointment period.
For those awardees that meet the appropriate criteria as established in NOT-OD-17-002, and to accurately document the stipend level increase for currently appointed trainees, submit an amended appointment in xTrain for each trainee. The following restrictions should be considered when processing the change in appointment:
- The adjustment must be made on the parent award, not on the supplemental award
- No supplemental funds can be disbursed to the trainee until an amended appointment is submitted and accepted in xTrain
- Amended appointments are not necessary for FY2017 appointments made on or after December 1, 2016
- Do not amend appointments from previous years; use care when selecting the stipend level during the next appointment or reappointment cycle.
- All parent awards that remain in the pooled draw down account will have supplemental funding awarded in the new subaccount draw down.
- Additional funding will require a new award be established.
- See this previously published article for more information on the transition from pooled accounts to subaccounts for the DHHS Letter-of-Credit (LOC) payment mechanism.
For more information on how to submit and amend an appointment, review the Notice and xTrain Appointment, Re-Appointment, and Amendment Quick Reference Guide for Institution Users on the NIH website. If you have questions about this process, contact the CGA Service Desk at CGASvcDesk@ucsf.edu.
Who to Contact about Student Accounting
For questions regarding Student Accounting, contact Contracts and Grants Accounting Service Team Manager Ellyn McCaffrey at Ellyn.McCaffrey@ucsf.edu or 415.476.0829 or Accounting and Financial Reporting Manager Jennifer Zocchi at Jennifer.Zocchi@ucsf.edu or 415.514.2131.
|Top of Student Accounting||Top of Newsletter|
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