|In this Edition:|
Target Audience: Department Managers, Financial Administrators, Journal Preparers, and Journal Approvers
Fiscal Year-End Close Information and Deadlines
Fiscal year-end close is approaching and to help ensure you are prepared, please attend the close presentation at Parnassus on June 5. As a reminder, the close presentation provides information surrounding the year-end close process, including dates and discussion on key close activities. If you are responsible for any year-end close activities, please plan to attend the session. Registration is not required.
|School of Nursing (N-217), Parnassus
If you are unable to attend this or the May 24 presentation in person, please watch a recording of the presentation.
General Ledger Monthly Schedule through September 2017
The General Ledger Monthly Schedule for June to September 2017 is available on 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.
Note the following key dates:
June Prelim Close
|Friday, July 14|
June Interim Close
|Friday, July 21|
June Final Close
|Friday, July 28|
You can use the scheduling feature in MyReports to automate production and delivery of your reports for the June Prelim, Interim, and Final Close. To use this feature, schedule your desired reports to run "At campus month-end close". MySchedule will run the report the day after the close date (e.g., for June Prelim on Saturday, July 15) and notify the designated recipients by email. See the Managing and Scheduling MyFavorites in MyReports job aid available from the MyReports Training & Job Aids tab of the Controller's Office website.
PeopleSoft Session Time Out to be Shortened
On Sunday June 18, the session time out for PeopleSoft Financials--including the Research Administration System (RAS)--will be shortened from 120 to 20 minutes. This change will bring PeopleSoft Financials into compliance with the heightened UCSF Security Standards.
Beginning on June 19, your PeopleSoft session will time out after 20 minutes of inactivity. At timeout, any unsaved activity will be lost. You will need to login to PeopleSoft again using the link on the timeout screen or via MyAccess. The PeopleSoft timeout will not impact other active MyAccess application sessions.
Contact the IT Service Desk at 415.514.4100 if you have any questions or concerns.
ITS Recharge System Training
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 three remaining sessions:
- June 21 at 2 p.m. – Parnassus: School of Nursing room N-721
- July 25 at 10 a.m. – Mission Center Building: conference room 126
- August 22 at 10 a.m. - Laurel Heights: Chancellor's Conference Room
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 Assistant Controller - Accounting and Reporting Shannon Turner at Shannon.Turner@ucsf.edu or 415.502.7430.
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Target Audience: Individuals at UCSF who are responsible for preparing, submitting, reviewing, or approving:
- Invoices and payment requests
- Travel, entertainment and miscellaneous reimbursement requests in MyExpense
- Business travel arrangements
- Human Study Debit Card transactions
- General Ledger transactions
Key Accounts Payable FY2016-17 Year-End Dates
The latest GL Monthly Schedule includes these key Accounts Payable fiscal year-end dates:
Last day to submit invoices, payment request forms (e.g. check requests, M&E, and BearBuy Payment Request Forms), and approved MyExpense reports for FY2016-17 processing. Requests received by Accounts Payable prior to the deadline will be processed in time for posting to the FY2016-17 Prelim Ledger provided all information is complete, accurate, and the request has the proper approvals.
Last day for central Accounts Payable to process invoices, payment request forms (e.g. check requests, M&E, BearBuy Payment Request Forms), and expense reports for FY2016-17.
Accounts Payable opens for FY2017-18 and will begin normal processing.
Last day to submit accrual requests to Accounts Payable for FY2016-17. You may request to accrue invoices over $100,000 for goods and services received prior to July 1. All information must be complete, accurate, and with proper approvals. After this deadline, only invoices over $300,000 may be accrued.
Contact the Controller's Office Solution Center at COSolutionCenter@ucsf.edu or 415.476.2126 if you have any questions related to Accounts Payable year-end activities.
Upcoming Connexxus Webinars
The University of California Office of the President (UCOP) Central Travel Office hosts webinars to educate and inform UC travelers on travel benefits and topics. Register for the session(s) that interest you to learn more about:
- Car Rental Insurance Coverage - June 8 at 11:30 a.m.
Learn about car rental insurance and insurance restrictions that apply when using the UC system-wide car rental programs with Enterprise, Hertz, National, Dollar, and Thrifty.
- Travel Benefits Offered by UC's Preferred Suppliers - June 8 at noon
Beyond discounts, our suppliers offer UC travelers plenty of value-added benefits if they book within the system including priority boarding or preferred standby, accessible seat maps before they open to the public, upgraded status or status match opportunities, and much more.
- Introduction to Connexxus - June 22 at 11:30 a.m.
New to UC? New to Connexxus? Explore how UC employees can get the most out of the Connexxus portal.
- Fees, fees, fees! Why? Agency v. Airline - June 22 at noon
Who charges what and why will be clarified along with some UC specific exceptions and allowances.
If you have any questions, comments, or suggestions about these sessions, email the UCOP Travel Office at email@example.com.
- For payment related questions including employee reimbursements, contact the Controller's Office Solution Center at COSolutionCenter@ucsf.edu or 415.476.2126.
- For more information on how to contact Accounts Payable, and for links to our FAQs, forms, policies & procedures, and more, visit the Buying and Paying website or the Travel and Entertainment website.
|Top of Accounts Payable (AP) and Travel||Top of Newsletter|
Target Audience: Campus Cash and Credit Card Handlers, and Petty Cash Administrators
Semi-Annual Petty Cash Verification Letters Distributed in June
The semi-annual Petty Cash verification letters will be distributed in the beginning of June. If you are a petty cash custodian, be prepared to complete the required verification form and return the completed form to the Cash and Controls Team at firstname.lastname@example.org during June.
These semi-annual verifications help to ensure our petty cash is accounted for and our records are accurately stated. Failure to comply with this requirement may result in closure of the petty cash fund.
Who to Contact about Cash and Credit Cards
For questions regarding cash or credit card transactions, contact Accounting and Operations Manager Christine Chiang at Christine.Chiang@ucsf.edu or 415.476.7908.
|Top of Cash and Credit Card Handling and Administration||Top of Newsletter|
Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs) and Post-Award Administrators who work with sponsored project funds.
Research Administration Training Update
In a concerted effort to create the most effective training opportunities for the UCSF research administration community, we continue to use your feedback to improve and change the different avenues of training that are available on campus. There are three current forums for training: the Research Administration Town Hall, Post Award Management (PAM) training, and ad-hoc Lunch & Learn sessions. Based on your feedback, the Research Administration Town Hall schedule and format was changed beginning in March 2017. The Post Award Management (PAM) training series will be assessed in the coming months and we hope to offer updated training in 2018.
Research Administration Town Hall on June 20
The Research Administration (RA) Town Hall is offered quarterly and available only via live stream. The next RA Town Hall is scheduled for June 20 from 1 to 3 p.m. 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
The Post Award Management (PAM) training series 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 currently five separate two-hour modules in the PAM series and the series is presented twice per year. The next series will begin in August. Schedule and registration details will be announced in future Controller's Office Newsletters.
As mentioned above, this training series is being reassessed; look for updated training offerings beginning in 2018.
Research Administration Lunch & Learn Sessions
No Lunch & Learn sessions are currently scheduled. We encourage the campus community to provide feedback on topic ideas or other training opportunities that would benefit the research community. Send your ideas to Service Team Manager Ellyn McCaffrey at Ellyn.McCaffrey@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.
A Display Codes and Descriptions filter has been added to allow three different viewing options related to the Accounts:
- Display descriptions only (default setting)
- Display codes and descriptions
- Display codes only
Previously, the Monthly Report only displayed account descriptions.
An Unformatted Data option has been added to the report output choices. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
Users may need to clear their browser’s cache in order to take advantage of the enhancement.
Enhancements to the Sponsored Projects Balances Report
The Sponsored Projects Balances Report was recently enhanced with the addition of an Unformatted Data option in the report output choices. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
In addition, when viewing the report in a browser, column sorting is now available on any field in the column header. 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 these enhancements.
Refresh of Fiscal Year 2016-17 Forecast Beginning Year Net Position
Over the first weekend in June, MyReports will refresh the fiscal year 2016-17 beginning year net position for Forecast based on Actuals, thereby keeping in sync with reporting from UPlan. Going forward, starting in fiscal year 2017-18 the beginning year net position for Forecast will be refreshed in MyReports when the beginning year net position for actuals is updated.
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|
From the Controller’s Office is distributed monthly, with urgent updates when needed, to individuals on the MyReports, BearBuy, PeopleSoft, Online-L (PPS), Campus Administrators (CA-List), and Control Points listservs.
If you are not on one of these auto-generated lists and want to be added to the listserv for From the Controller’s Office:
- Send an email with no subject to: email@example.com
- The one line in the message is: subscribe CONTROLLER firstname lastname
- Make sure you delete your signature information from this email before you send it.