Cash Handling & Credit Cards Forms

Used primarily for all expense transfers of payroll originating in PPS and contained within the Distribution of Payroll Expense (DPE) Report in MyReports. It cannot be used to transfer charges from a non-capped fund to an NIH-capped fund or to only change the activity period or sub-account. Instructions for use are located in the first tab of the excel file.

UCSF updates Form W-9 under two conditions:

For all PAYROLL and NON-PAYROLL expenditure transfers that are processed over 120 days after posting of original charges and results in a new charge (debit) to a Federal or Federal Flow-thru fund, OR to a competing project in the same fund (new competitive cycle, same fund).

Must be completed by Access Administrator

To replace a lost, damaged or stale dated paycheck.

MyTime is replacing HBS beginning with the May 11 – May 24, 2025 pay period for biweekly employees and the June monthly pay period for monthly employees. Visit the MyTime section of the Controller’s Office website for actions to take to get ready.

The CTO Election Form is used to indicate the employee’s option to ‘bank’ compensatory time; the default is to have compensatory time paid out.

This form is optional based on departmental procedures to request changes to history timesheets.

Submit a benefits premium payment by credit card to the UCSF Payroll Office while you are on leave

Per Campus Administrative Policy 300-44, department managers are required to perform a cash count audit of their petty cash funds. Download this form to assist with the cash count audit process and to document audit results. Recordkeeping for the audit process is maintained at the department level; do not send the completed form to the Cash and Controls Team unless requested.

MyTime is replacing HBS beginning with the May 11 – May 24, 2025 pay period for biweekly employees and the June monthly pay period for monthly employees. Visit the MyTime section of the Controller’s Office website for actions to take to get ready. Use this form to request changes to campus employee timesheets from closed pay periods.

Used to increase or decrease the total number of hours or change the pay type for UCSF Health employees only.

Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds.

Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.

Use this form to notify Payroll when an employee receives a taxable non-cash award or gift as described in UC Policy G-41, Employee Non-Cash Awards and Other Gifts.

Completed California Form 590 - Withholding Exemption Certificate

External form for submitting stipend payment requests. Form will not open unless connected to UCSF VPN or on UCSF CAMPUS network.

Used only for requesting payments that contain sensitive or confidential information such as research subject payments, patient refunds, settlements, and damage payments.

This form is generated automatically out of RAS for fixed price awards. You can also populate this template for fixed price invoices that cannot be generated automatically out of RAS. This form would also be used for clinical trial invoices.

All gifts to University of California San Francisco (UCSF) or University of California San Francisco Foundation (UCSF Foundation) should be sent to the UCSF Foundation's Union Bank of California Lockbox along with copies of relevant backup documentation for deposit and processing by Gift Administration.

You must complete this budget template and submit it to Contracts and Grants Accounting (CGA) within ten working days of receiving the award notice for awards with cost share. This template must also be completed when a subaward cost share commitment is included in a subcontract issued under a sponsored award. When submitting the cost sharing budget template, indicate if the submission is a:

UCSF's Composite Benefit Rate (CBR) (opens in new window) agreement is applicable to all federal and non-federal sponsors, and sponsors should adhere to the full rates.

This form is to help UCSF withhold the correct federal income tax from your pay. Consider completing a new Form W-4 each year and when your personal or financial situation changes. You can provide this information electronically by logging into UCPath online.

Instructions

The Payroll One-Time Payment Template is used to pay mass non-recurring flat dollar amounts.

Use this Intercampus Order and/or Change Form (IOC) for billing between two UC campuses or between one UC campus and the UC Office of the President (UCOP).  Send completed forms to [email protected]. 

This form is optional based on departmental procedures to request changes to history timesheets.

Department Accounts Receivable (Sundry Debtor) is an invoice billed to external customers (not affiliated with UC) for use of UCSF properties, goods or services. Departments complete the invoice form and send it along with supporting document to [email protected]. The Controller’s Office enters the billing date, assigns an invoice number, and sends invoice to customers for payment via email or using the customer's portal.

Required when an employee at one campus (home campus) is eligible to receive a payment originating from another campus (host campus) for a short or long term duration.

Use this form to request a new Account or a change to an existing Account Description (re-purposing old account numbers).

University policy requires that the custodian of a petty cash fund who is directly responsible for the safekeeping and disbursement of the fund's cash must be appointed by the department head. The policy also requires that any change in custody of an existing fund must be documented in writing and the amount of the transfer verified.

The GLACIER setup Form is used to provide information to GLACIER Admin Team and your foreign individual so that complete and accurate information is entered into the GLACIER system.

Used when transferring payroll expenses from a non-capped to a NIH-capped project. U2C-PETU should not be used to transfer expenses that can currently be transferred using the original PETU

Equipment Custodian or Department Representative should complete this form and obtain all required approvals when Requesting a new Custody Code, Changing the Equipment Custodian for existing Custody Code(s), Changing the Title/Description of a Custody Code, Changing the Dept ID of a Custody Code, Deactivating or Reactivating existing Custody Code(s)

Competed IRS Form W-9 - Request for Taxpayer Identification Number and Certification

This form is no longer available. The process for central HR units to request data updates for HBS is managed using PeopleConnect.

This form is to be used when requesting a new award or a competitive renewal award that has not been fully negotiated at the time of the official start date.

A one-time intercampus payment is required when an employee at one campus (home campus) is eligible to receive a payment originating from another campus (host campus) for an event or service of short duration.

Equipment Custodians use this paper form to submit modification requests for donations, loaned equipment, inter-campus transfers, and other miscellaneous changes. All other equipment inventory modifications requests must be initiated using PeopleSoft Asset Management.

This form must be downloaded and opened in Adobe Acrobat or Adobe Acrobat Reader. The form will not function in a browser window. Follow the instructions on the form carefully to ensure your request is correctly submitted!

To be approved as a Cost Transfer Reviewer, the candidate must:

This form is generated automatically out of RAS for cost reimbursable awards. You can also populate this template for cost reimbursable invoices that cannot be generated automatically out of RAS.

Complete this form when a new parent Project is needed for a current use gift.

This form assists Payroll Services in determining the tax withholding for an individual who works and lives in a state other than California.

This form should be used by Managers or authorized requestors only to request the addition, editing, or deactivation of a user in the BlackLine Reconciliation System. MyAccess authentication is required to complete this form - click the Login link above to display the form.

All employees of the UC Regents (except for non-U.S. citizens) are required to complete the State Oath of Allegiance section of the form on or before their first day of employment.  All employees, regardless of their citizenship status are required to complete the Patent Acknowledgement.  Note that while Form I-9s are handled online in Tracker I-9 Complete, you must still complete the State Oath of Allegiance, Patent Policy, and Patent Authorization (UPAY 585) using the paper form.

Form Instructions Use this form for ALL capital project transfers and for transfers greater than $1M. If you have any questions about the transfer of funds process or need help completing this form, contact Gift & Foundation Accounting.

This form is no longer available. The process for central HR units to request HBS access is managed using PeopleConnect.

Administrative delay rush check payments are to pay employees who did not receive pay on their regularly scheduled payday due to late notice, miscalculated pay or processing errors.

This form is optional based on departmental procedures to request changes to history timesheets.

Complete this form to receive the Zoom information for our 2020-21 Fiscal Year-End Presentation.

UCSF will provide full fee remission, to include resident tuition and fees and non-resident tuition (if applicable) for eligible graduate students who hold research (GSR), teaching assistant (TA), or tutor appointments for fall, winter, spring, or summer quarters. The cost of fee remission is borne by the fund source(s) that support the salary. Departments should complete and submit this Fee Remission form. To be eligible, the student must:

Used for all gifts from industry and corporate foundations and should be submitted to Gift Administration with accompanying correspondence and documentation.

Only University employees, including staff, faculty and other academics, are required to sign the Oath

This form is to help UCSF withhold the correct federal income tax from your pay.

Used primarily for adjusting previous time reporting due to retroactive changes or errors in time submission.

Use this form to obtain employee authorization to receive pay via an Accounts Payable check when the employee did not receive full payment on their scheduled pay date. This pay option may only be used when:

Contact the University of California Office of the President (UCOP) Financial Accounting Unit. 

To ensure Payment Card Industry (PCI) compliance, a Merchant ID is required for each department wishing to accept credit or debit card payments. Complete this webform to request approval for a Merchant ID. If you have any questions about the form, contact Merchant Services.

Complete this form when a new parent Project is needed for an endowment.

For gifts from faculty & staff, & their immediate families to support research.

Administrative delay rush check payments are to pay employees who did not receive pay on their regularly scheduled payday due to late notice, miscalculated pay or processing errors.

Campus and Health managers and their delegates use the Timecard Adjustment form in ServiceNow to request adjustments to employee timecards for a closed pay period. Submitted forms automatically create a ServiceNow ticket that routes to Payroll Timekeeping to update historical timecards in MyTime. Tips for completing the Timecard Adjustment Form:

Departments are required to submit proof of expenditures with all replenishment requests for research subject payments. In lieu of submitting individual receipts, departments may submit a disbursements log to document expenditures. Departments must document the following information on the log:

Used primarily to pay the difference in pay rates only. If there are changes to any other fields, such as chart string, title code, percent/time worked, description of service, period end dates, DO NOT USE THIS FORM.

For information about this form, see Assistance for Students with Loans.

This form is to be completed upon the death of all active, disabled, medically separated, or retired personnel.

To make a donation of stocks, mutual funds, or other securities: Please call or email the UCSF Foundation Gift Administration Team. We will provide instructions and assistance with preparing the details of your gift prior to initiating a transfer of securities.

For information about this form, see Assistance for Students with Loans.

This template facilitates mass funding uploads to the delivered UCPath Department Budget tables in order to adhere to UC’s academic pay requirements and salary cap regulations. See the Instructions tab in the template for guidance on completing the template.

Complete this form to receive the Zoom information for our 2020-21 Fiscal Year End Funding Rollover Webinar.

Access to Tracker I-9 Complete should only be requested by employees whose job duties include entering and tracking I-9 forms. Consult your supervisor before submitting a request for Tracker I-9 Complete access. This form must be downloaded and opened in Adobe Acrobat or Adobe Acrobat Reader. The form will not function in a browser window. Follow the instructions on the form carefully to ensure your request is correctly submitted!

MyReports encourages continuous improvement and welcomes new report and enhancement ideas from the entire UCSF community. If you have an idea or suggestion to improve MyReports: Complete the form Email the completed form to one of your Control Point’s MyReports Advisory Group members. The Advisory Group meets on a regular basis to evaluate and prioritize new report development and enhancement ideas.

Used primarily for supplementing time in current pay period due to late or incorrect pay distributions. Employee was hired too late to generate automatic or current pay. Also used to pay intercampus employees for time worked at other campus locations to be paid at home campus.

UCSF employees now use UCPath online to complete voluntary self-identification information. Review the Guided Self-Identification Information software simulation to see, try, or print the steps needed to complete this information in UCPath online (MyAccess login required).

Complete this form to receive the Zoom information for our weekly Award Verification Q&A sessions.

For information about this form, see Assistance for Students with Loans.

For information about this form, see Assistance for Students with Loans.

Use the modified version of the Time Maintenance Form (TMF), TMF Missed Meal and Missed Break, to report only Skipped Lunch and Missed Break Pay for the pay periods ending January 7, 2023, and January 21, 2023, following the steps below.

Complete this letter when accepting a gift of Continuing Education (CE), Continuing Medical Education (CME), or other education activities on behalf of the University. Instructions are included on the downloaded form letter.

For information about this form, see Assistance for Students with Loans.

For information about this form, see Assistance for Students with Loans.

For information about this form, see Assistance for Students with Loans.

For information about this form, see Assistance for Students with Loans.

Department managers use this form to add a new account in the Black Reconciliation System and to edit an existing account's attributes. MyAccess authentication is required to complete this form - click the Login link above to display the form.

For information about this form, see Assistance for Students with Loans.

For students who have received a loan.  See also Assistance for Students with Loans.

For information about this form, see Assistance for Students with Loans.

For information about this form, see Assistance for Students with Loans.

To request a new Fund chartfield be established when a fund source is needed to track an external restriction imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution: After downloading and opening with Adobe Acrobat or Adobe Acrobat Reader, complete the form and click the Save and Submit Form button. Send the email that pre-populates in your system-designated email program. 

For information about this form, see Assistance for Students with Loans.

Use this form to enter your nominations for the UCSF Health UCPath Change Agent Network.  This form requires MyAccess authentication.

Departments complete the Final Reporting Certification Form in the PeopleSoft Research Administration System (RAS) system as part of the Final Reporting Certification Process initiated by Contracts & Grants Accounting (CGA). CGA will notify the RSA and Principal Investigator (PI) by email when an award is scheduled to expire and action in accordance with the Financial and Reporting Closeout Process is required. The email contains details on the award, and a link to PeopleSoft RAS.