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  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.
  • Payroll Processing Schedule Payroll Schedule - Through 2024 Pay Cycle Pay Date Pay Period Begin Pay Period End Funding Entry Deadline (by 7pm) Pay Confirm Accounting Period Journal Posts to the GL
  • Answers to questions about W-2 forms.
  • Article Contents Employee Tax Forms Using GLACIER for Non-resident Alien Tax Compliance Exempt Organization Business Income Tax Return Campus Tax Information UCSF Foundation Tax Information Sales and Use Tax Unrelated Business Income Tax (UBIT)
  • UCSF uses The Work Number to provide employment and income verifications for employees. The Work Number is a secure, automated service providing employees with the ability to quickly deliver proof of employment or income to authorized verifiers. The Work Number is available 24 hours a day, 7 days a week.
  • GL Monthly Schedule
  • UCSF's chart of accounts (COA) is the coding structure that defines operations in financial terms. The COA serves as the foundation of the general ledger. The UCSF chartstring is a 38-character coding string that consists of 8 individual "blocks", or segments, called chartfields.  The chartfields and resulting chartstring facilitate accounting, reporting, and budgeting. 
  • UCSF Title Codes
  • Effective July 1, 2014 through 2030, California Department of Tax and Fee Administration's Regulation 1525.4 - Manufacturing and Research & Development Equipment allows “partial sales and use tax exemption” on certain manufacturing and research and development equipment purchases and leases.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • Take action UCSF employees use UCPath online to view and make changes to tax withholding allowances, health and welfare benefits, and personal and contact information. You can also view and print your earnings statements and Form W-2s for earnings issued on or after June 1, 2020.
  • The fiscal year-end close process is required to prepare the general ledger accounts for financial statement presentation and for the start of the next accounting process.
  • Establishing a New Petty Cash Custodian, Setting up a Petty Cash or Change Fund, Replenishing Petty Cash Funds, Change of Custodian for an Existing Fund, Decreasing Petty Cash or Change Funds, Terminating a Petty Cash or Change Fund
  • A foreign national is an individual who is not a citizen of the USA. For federal income tax purposes, foreign nationals are classified by the Internal Revenue Service (IRS) as either resident or nonresident aliens.
  • Use the following guidelines to ensure journal submissions include appropriate supporting documentation for the most commonly prepared journal types.
  • The Federal Tax Cuts and Jobs Act (P.L. 115-97) signed into law on December 22, 2017 changed the taxability of some non-cash awards and other gifts provided to employees. If an award or gift (or portion of an award or gift) is taxable, applicable income tax withholding and FICA taxes will be deducted from the employee’s paycheck.
  • The University of California, San Francisco (UCSF) has developed charging practice guidelines for sponsored projects in accordance with the Uniform Guidance and associated Cost Accounting Standards (CAS).
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • This article outlines procedures for handling the most common types of payments received by campus departments.
  • All UCSF employees are strongly encouraged to set up electronic direct deposit to receive their payroll earnings by direct deposit to up to three bank accounts on payday. Employees will enjoy several advantages when using this preferred payment method:
  • An External Audit is a periodic or specific purpose audit conducted by external (independent) qualified accountant(s). Its objective is to determine, among other things, whether (1) the accounting records are accurate and complete, (2) prepared in accordance with generally accepted accounting principles, and (3) the statements prepared from the accounts present fairly the organization's financial position, and the results of its financial operations.
  • A SpeedType is a 6 to 10 character shortcut key which can be used in many transactional systems including BearBuy, Connexxus, MyCores, and MyExpense. Establishment and use of SpeedTypes is recommended for situations where some system users (such as BearBuy Requesters and MyExpense self-preparers) are unfamiliar with the full financial chartstring. When a SpeedType is entered in these systems, it is expanded to the full chartstring (except for Account).
  • Paychecks for UCSF employees will be issued from UCPath beginning with the June 1, 2020 payday for monthly employees and the June 10, 2020 payday for biweekly employees. Electronic earnings statements for prior pay issued from UCSF's legacy payroll system continue to be available in At Your Service Online (AYSO). To access your earnings statement using UCPath online:
  • This guide outlines how to submit stipend requests.
  • Letter from Bank of America confirming bank information needed to accept incoming Electronic Funds Transfers (EFT).
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • UCSF managers use HBS to fully review and approve employee timesheets and leave requests. Download the Managers' Quick Start Guide for an overview of steps to approve or deny timesheets and leave requests.
  • Effort Reporting How-to Guide.
  • Contracts and Grants Accounting (CGA) supports UCSF's mission by providing collaborative and advisory post-award management and financial oversight of sponsored research. CGA works collaboratively with Principal Investigators, research administrators, the Office of Sponsored Research (OSR), other University units, and sponsors from award set-up through close-out; managing billing, collections, and financial reporting as well as monitoring post-award compliance.
  • UCSF DOS Codes
  • This document explains how biweekly paid employees can enter and edit time prior to submitting a timesheet.
  • University of California employees are not legally entitled to receive more money than they earned for each pay period. When an employee has been overpaid, an overpayment recovery plan is established to provide a method by which the overpayment can be recovered.
  • Article Contents Introduction Definitions Scope Purpose Process Ownership Life Cycle Outcomes Procedures Self-Assessment Reference Documents Introduction
  • This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.
  • Describes the UCSF procedures for requesting approval for additional compensation for Ruth L. Kirschstein National Research Service Award (NRSA) Fellows under National Institutes of Health (NIH) Grants Policy Statement 11.2.10.2.
  • This job aid visually explains the methods available to log into HBS.
  • General Ledger (GL) verification is a key control of UCSF and is a requirement per Campus Administrative Policies.
  • This job aid details how to request and enter leave on both monthly and biweekly timesheets.
  • UCSF Building Codes
  • If you lost your paper paycheck, have a damaged paycheck, or have a paycheck more than 180 days old, please contact the Controller’s Office Solution Center for assistance.  Review Options for Receiving Missed Pay if you did not receive your paycheck or were not paid in full. 
  • Equipment Custodians are assigned by departments and are responsible for providing current equipment information including physical location, custody code, disposal, and sales.
  • The Project chartfield is a 7-character alphanumeric value which assists in uniquely identifying and tracking charges to a discrete set of activities, initiatives or projects. The focus of a Project is tracking an activity or a specified purpose. The Project is often associated with a person that is responsible or accountable for the activity. It is a required field on revenue, expense, and transfer transactions.
  • UCSF Employer Contribution Rates for Employee Benefits Appearing in the Distribution of Payroll Expense Report
  • This guide describes how to enter, edit, and submit Regular (Source Code 545) and Exception (Source Code 547) Sponsored Research Cost Transfer Journals.
  • UCSF Custody Codes list.
  • CGA service teams provide support based on award department. In order to ensure high quality service and compliance for certain special award types, these special awards are supported by a single team regardless of the department associated with the award.
  • Department (also referred to as Dept ID) chartfield is a 6-character alphanumeric value which identifies the organizational unit involved in transaction or responsible for resource. Departments are seen as “Cost Centers” whose managers are responsible for all its associated costs and for ensuring adherence to its budgets. It is a required field on revenue, expense, and transfer transactions.
  • Accessing the Chart of Accounts Dept ID Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • National Institutes of Health (NIH) Career Development Awards, commonly referred to as K awards, are intended to provide support and protected time for faculty to develop research skills and to ultimately ensure a pool of highly trained research scientists. There are three main types of awards:
  • Journals are created to enter financial information into the General Ledger. Financial information includes deposits, payments, transfers, allocations, and other types of activity necessary to accurately describe the finances of the University.
  • An expense transfer is commonly used to correct the recording of a cost from an incorrect to a correct chartstring. There are separate processes for payroll expense transfers and non-payroll expense transfers. In conjunction with the transition to UCPath, UCSF's payroll expense transfer processes have changed.
  • 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. Financial Reports in MyReports are displayed in three tabs (sets of reports):
  • The Fund chartfield is a 4-character alphanumeric value which identifies source of money. Fund identifies the source of financial support and demonstrates restrictions imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution. It is a required field on revenue, expense, and transfer transactions.
  • Accessing the Chart of Accounts Account Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • This article explains how UCSF departments should review the Unclaimed Payments List and how to claim these funds.
  • Commonly used codes and schedules for capital assets and equipment:
  • The Research Administration System (RAS) is our system of record for post-award contracts and grants financial transactions used by campus/UCSF Health Research Services Analysts (RSAs) and the Contracts & Grants Accounting (CGA) unit of the Controller's Office throughout the award lifecycle. RAS is a module of the PeopleSoft financial system. RAS transactions include:
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. For more information about the UCSF VPN please review the VPN Frequently Asked Questions (opens in new window).
  • 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 review, edit, and approve timesheets and leave requests for their employees, review employee leave balances, and reset passwords. This job aid visually explains completion of these tasks in HBS.
  • This guide describes how to prepare, edit, and submit Source Code 535 financial journals.
  • Deposits logged in the Unapplied Cash Deposits list are now integrated into the Deposit/Payment Inquiry Report in the Research Administration System (RAS). See Identifying Unapplied Sponsored Research Payments for further guidance. The Unapplied Cash Deposits list previously available via UCSF box is no longer maintained.
  • Departments are responsible for notifying the Controller's Office General Accounting Service Desk, when changes to this list are required. See the end of this page for detailed instructions on how to update this list.
  • Moving Money The method used to transfer money or balances (e.g., "move money") depends on the Account Type. Specific Accounts and Account Types must be used consistently to ensure that reporting is accurate, clear, and consistent. Refer to the Moving Money Quick Reference Guide for details on:
  • Article Contents Receiving and Booking Gifts UCSF General Endowment Pool Accumulations of Endowment Income - Five Year Rule Methods for Spending Gift and Endowment Income Funds Transferring Gift & Endowment Income Funds Infrastructure and Operations (I&O) Funds Contact Information
  • UCSF Health Reports are designed specifically for the Health Business Units. Campus Business Units are not available in these reports and PeopleSoft Alt Accounts are used in lieu of Account codes.
  • Access resources and training to view details, steps, demonstrations, or try actions available in the Award Verification Tool.
  • This letter can be used as a confirming statement that UCSF retains tax exempt status as described in the April 2014 letter from the Internal Revenue Service (IRS).
  • Participant support costs are defined in the Uniform Guidance as direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to, or on behalf of, participants or trainees (but not employees) in connection with conferences or training projects (except NIH Kirschstein-NRSA programs).
  • This guide defines and explains how to search for, enter into transactions, create, and maintain SpeedTypes in PeopleSoft.
  • Function is a two-character chartfield in the UCSF Chart of Accounts that fulfills internal and external reporting requirements to track higher education function classifications.  Function defines the mission/purpose of the transaction.  Functions also determine how costs are treated in the Facilities & Administration (F&A), or indirect cost, calculation.  Functions are designed for specific uses.  Users should select the Function code that best reflects the mission associated with the transaction or activity. 
  • Thank you for your interest in making a gift to the University or California, San Francisco. We are grateful for your support! To make a gift to UC San Francisco or the UCSF Foundation please visit Giving to UCSF for more information including what to support and ways to give. Following are specific instructions on how to make donations by wire transfer, donating stock and mutual funds, and accepting Credit Card donations manually when unable to do so on the Giving to UCSF site.
  • Follow these step-by-step instructions for using the Stipend Payment Request Application to request non-payroll stipend payments for students, Clinical Fellows, and Visiting Scholars.
  • Source Codes identify the purpose of PeopleSoft journals. They are also a selection criterion for reporting in the MyReports Transaction Detail Report. Some source codes are limited to PeopleSoft Journal Preparers who are assigned a specific PeopleSoft role to use the source code. Several source codes have additional approval workflow connected with them. Online Financial Journals Campus Departments and Controller’s Office
  • UCSF uses the web-based application Tracker I-9 Complete for Form I-9 and E-Verify processes for UCSF employees. 
  • Access Employees who need access to financial information to fulfill their job requirements should be granted access to MyReports. If you have financial reporting needs and find you do not have access to MyReports, contact your Manager/Supervisor or departmental Access Administrator. Follow the Accessing MyReports job aid to login to MyReports using MyAccess.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. If a timesheet submission deadline is missed, the un-submitted timesheet is retained along with all previously submitted timesheets in HBS History. Employees are paid regardless of approval status of their timesheet at the time the pay period closes. However, employees should still review and submit the timesheet. This job aid explains the process of accessing and submitting an HBS History timesheet for employees.
  • The goal of this guide is to explain the biweekly payroll accrual process in greater detail, including how to identify biweekly payroll accrual transactions within financial reports.
  • Prior to spending, foundation gift and endowment income balances must be transferred from the Foundation Business Unit (SFFDN) to the Campus (SFCMP) or Medical Center (SFMED) Business Units. This document addresses the guidelines and PeopleSoft procedures required to complete a transfer of gift and endowment funds.
  • This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim cash received.
  • Cash and Credit Card journals in PeopleSoft are used to record payments received from third parties. Journal Preparers and Journal Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation, knowledge of the activity, and conformity to applicable UCSF Policies and outside agency requirements. 
  • 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. At a glance MyReports enables users to view data to answer questions including:
  • Departments that wish to establish a new method of accepting credit cards or make changes to existing payment methods must contact UCSF Merchant Services to obtain authorization and support prior to change or implementation. All departments who accept electronic payments in any form are required to adhere to PCI DSS standards, including initial training of staff, periodic updates to policies and procedures, and periodic testing of knowledge, policies, and procedures, as required by the PCI Council, in order to retain merchant status.
  • Private sponsors of contracts and grants require periodic Financial Status Reports (FSRs) to help ensure that the funding they have provided is being spent in accordance with their policies and the approved budget. To help ensure that this process is performed timely, CGA sends an email notification to the RSA and to Principal Investigator 45 days prior to the reporting deadline. To create and submit a Financial Status Report to a private sponsor:
  • Capital Lease or Operating Lease
  • The federal government and other sponsors define cost sharing as the portion of sponsored project costs not borne by the sponsor.  There are three types of cost sharing:
  • When non-payroll costs benefit two or more awards or projects it is required that departments understand the benefit to each award and document the allocation methodology used to charge each award. As non-compliance in documenting and applying a cost allocation methodology is an area of focus for all audits, adhering to the following best practices is recommended.
  • Contracts and Grants Accounting (CGA) is responsible for completing the setup of both new awards and award modifications in the Research Administration System (RAS) and ultimately generates a Project for the department and PI to use for spending on the award. Once setup is complete, the CGA Service Team notifies the PI, Research Services Analysts (RSA), and OSR Primary Analyst.
  • Read about UCSF's new award verification procedure being implemented in April, 2021. Award verification is UCSF's procedure to support Principal Investigators (PIs) in meeting the requirements of the Uniform Guidance for federal awards.
  • The chart is this document summarizes the rules for account types that can be used for transferring money or balances. By using these types of accounts, reporting is clear and consistent. The other pages highlight the accounts to use: Page 2 when transferring money within the Campus, and Page 3 between the Campus and UCSF Health.
  • The Function chartfield is a 2-character alphanumeric value which fulfills internal and external reporting requirements to track higher education functional classifications. Function code also determines how costs are treated in the research Facilities & Administrative (F&A) or indirect cost rate calculation. For this purpose, it is particularly important that costs are accurately coded and that it is consistent with OMB Circular A-21 (federal) functional definitions. Function also facilitates internal mission-based reporting.
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  • The following guide outlines the necessary steps for departments and Contracts & Grants Accounting (CGA) during final financial reporting, invoicing and closeout for all types of sponsored awards. While federal and non-federal awards are treated differently in some cases, in general the principles are the same. Variances are highlighted where appropriate.
  • Huntington Business Systems (HBS) is used by UCSF employees to submit timesheets and leave requests. HBS helps you submit a correct timesheet by providing notifications, errors, and warnings during the submission process. A timesheet containing errors cannot be submitted. Warnings are guidelines, and do not prohibit timesheet submission. This quick reference guide explains the errors, warnings, and notifications in HBS and what to do when encountered.
  • The Post Award Responsibility matrix shows Contracts and Grants Accounting (CGA) and Principal Investigator (PI)/Department responsibilities by function.
  • Student Accounting provides individualized assistance to UCSF students who have active loans.  If you need to postpone your loan payments, please contact Maria Maniego in the Student Accounting department for help in choosing an option listed below.
  • Internal controls are divided into key and non-key controls. Key controls are the primary procedures relied upon to mitigate a risk or prevent fraud. Non-key controls are considered secondary or back up controls. All controls can be grouped into one of the four components of internal control:
  • Contracts and Grants Accounting (CGA) is responsible for financial reporting for sponsored awards. CGA works with Principal Investigators and departments to ensure that financial reporting is completed timely. Frequency of submission will vary and is based on the terms of each agreement or sponsor request.
  • UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. UCSF managers also use HBS to fully review and approve employee timesheets and leave requests. This guide provides an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid
  • A subaward is a formal legal agreement between the Regents of the University of California on behalf of its San Francisco campus (UCSF) and another organization (subrecipient). An outgoing subaward is used when a substantive portion of the programmatic work outlined in a UCSF proposal is conducted at another organization.
  • UCOP and Federal Regulations require that campus departments perform a physical verification of all capitalized assets listed in the UCSF asset management database system every two years. The Controller's Office schedules the inventory date for each department. Each department custodian is given 45 working days to:
  • This procedure streamlines the administrative steps needed to process certain award advances without increasing institutional risk. Use of an award advance allows for spending in the correct Award and Activity Period, minimizing cost transfers. Without an award advance, departments will need to record expenditures on a discretionary fund until the sponsor funds the award/budget period.
  • This is the list of Journal Preparer IDs currently in use.
  • This step-by-step guide explains the process of navigating to and completing the Final Reporting Certification in RAS.
  • At UCSF, Principal Investigators and department research administrators work with the Office of Sponsored Research (OSR) on pre-award activities from proposal development and submission through award negotiation and acceptance. OSR negotiates award terms on behalf of UCSF and the Regents of the University of California. 
  • Establishing Journal Preparers and Approvers in PeopleSoft Take the two-part online course “Understanding PeopleSoft Journals” in the UC Learning Center. Completion of this course is required for access to PeopleSoft General Ledger and Journals.
  • Purpose The Flexfield chartfield is an optional value for departmental use designed to track information not captured by other chartfields. Before creating a Flexfield, a department should determine whether or not it is possible to track the activity using the other chartfields, or combinations of chartfields, in the new COA such as Account, Fund, Department, Project, Activity Period, or Function.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • The Current Year vs. Prior Year Actuals Comparison Report provides a side-by-side comparison of the current fiscal year’s actual transactions through the last closed month and the previous fiscal year’s actual transactions through the same month. Report defaults to Level C of the account tree, but can also be viewed at Account Level B through F.
  • UCSF Health departments are open on the Cesar Chavez Day holiday. For Medical Center hospitals and clinics, Personnel Policy for Staff Members (PPSM) and some collective bargaining agreements allocate a floating holiday in lieu of an administrative holiday for Cesar Chavez Day.
  • Each month, if a payroll transaction attempts to post to a chartstring that is not at a posting level, the transaction will route to the Payroll Suspense Account. These payroll transactions are commonly referred to as “in suspense”. To keep the General Ledger and Distribution of Payroll Expense (DPE) report in sync, departments must use a salary cost transfer to move salary and benefits in suspense to a valid posting chartstring.
  • The proper administration of an award, including award spending, is the responsibility of the Principal Investigator (PI) and department. It is important the PIs and departments understand the terms and conditions of the award in order to fulfill the requirements outlined by the awarding agency. PIs are responsible for oversight of financial, scientific, and compliance aspects of the award.
  • UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:
  • The General Ledger (GL) Verification online tool streamlines the General Ledger Verification (GLV) process with the goal of ensuring overall reasonableness of department financials. The tool uses a risk and sampling approach rather than a full reconciliation.
  • Faculty Portfolio is a financial reporting tool designed to aid in the management of a faculty member’s contract, grants, gifts, start-up, retention, and other discretionary funding. The set of Faculty Portfolio Reports include:
  • Customers who receive an invoice for use of property or receipt of goods or services provided by a UCSF department (other than from UCSF Health or for a sponsored project), should use the following information to prepare payments. Payments that include all the necessary information are more easily and quickly applied to invoices. Payments should be made as an electronic transfer, either as a wire transfer or ACH (Automated Clearing House). Checks should only be used when payment by electronic transfer is not possible.
  • 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. The HR Data Reports in MyReports include:
  • Capital equipment has a value of $5,000 or more, or software with a per copy cost of $5,000 or more, with a normal life expectancy of more than one year, and is not "expendable". There are specific procedures for capital equipment purchases as well as special procedures applicable over the lifetime of the capital asset. Before you make a purchase of capital equipment, be sure that you understand and follow the specific procedures:
  • For Employees on a Monthly Timesheet
  • Article Contents E-Verify Background and Implementation Responsibilities of the Federal Contractor Employing F-1 Students on Optical Practical Training Where to Learn More E-Verify Background and Implementation
  • Department accounts receivable (Dept A/R, also known as Sundry Debtor) invoices are provided to external customers (customers not affiliated with the University of California) who use UCSF property or receive goods or services and do not make payment at the time of service. External customers must first be established in the University’s financial system and the department providing the goods or services must be associated with the external customer in the system before invoices can be submitted for recording and distribution to the external customer.
  • An award closeout is the final reconciliation and reporting of expenses and activities. This involves reviewing project expenditures, resolving open commitments, collecting subrecipient documents, and preparing required final reports and deliverables for submission to the sponsor. An automated notification from Contracts and Grants Accounting (CGA) will be sent to departments 45 days prior to the award end date that the award is coming to an end. Departments should then determine whether to request a No Cost Extension (NCE) or carryover.
  • Departments manage the request and setup for Projects within PeopleSoft. Workflow moves requests through department and Control Point approval, then through the final approval process by the Controller’s Office to complete the Project setup. This guide provides an overview of how Projects are set up, general guidelines for the types of activities that should be tracked using Projects, and step-by-step instructions on how departments request new Projects.
  • Learn what you can do now to get ready to use the Award Verification Tool beginning in April.
  • As a part of overall Equipment Custodian Responsibilities, this manual describes how to complete required duties in PeopleSoft Asset Management. For additional information on related procedures, see the Equipment Custodian Guide.
  • Accessing the Chart of Accounts Fund Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • Outlines the reasons for requesting a new Chartfield, and how the set-up and request are coordinated.
  • On-cycle Payment Off-cycle Payments Expedited Pay through Pay Card Expedited Pay by Accounts Payable Check
  • This guide explains how to create sub-TSGs and assign the desired employees and approver to each sub-group.
  • PeopleSoft Standard Journal Entries (SJEs) provide functionality to automate the scheduled recurring entry of similar or identical journals. This job aid explains how to define and review Standard Journals.
  • UCSF Physical Inventory Custodian Schedule 2019 - 2021 Cycle
  • The Distribution of Payroll Expense (DPE) Report displays detailed payroll information for all transactions processed through the Payroll/Personnel System (PPS) and UCPath.
  • The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. Group members are appointed by the Control Points and actively gather input from their constituents. The Advisory Group meets regularly to review all submissions and prioritize recommendations for improvements to MyReports.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • This guide discusses the responsibilities of your role as an Equipment Custodian, and provides links to other resources available to help you.
  • Use the Combo Edit Guide to identify which chartfield combinations may or may not be used together. It is especially useful when planning or troubleshooting journals which have unusual combinations of chartfields.
  • Program income is gross income earned by the University that is directly generated by a supported activity or earned as a result of a federal award, in whole or in part, during the period of performance. The period of performance is typically the award period but may be defined as alternative dates in the award document. Examples of program income include:
  • The Employee and Position Salary Report displays employee salary information on a fiscal year basis by the compensation types of Base Salary (X), Negotiated Salary (Y), and Other Compensation (Z), based on UCPath position funding entry records and recurring additional pay entries.
  • No property shall be removed from University custody without first obtaining the necessary approvals outlined in the procedures below. Only equipment for which the University holds clear title can be disposed ­of without the written permission of the title holder. Departments are responsible for verifying title on all sponsored funded equipment.
  • Download this job aid for more details on how Net Position is calculated and displayed in MyReports.
  • The Asset Management Report can be found under the Transactional Reports tab in MyReports. There are numerous ways to search for and filter data in MyReports to meet your needs. For inventory purposes it is easiest to search by Custodian Name or Custody Code. These fields are in the Report Specific Filters section on the bottom of the page:
  • Award Modification When project modifications (i.e., revised budgets, no-cost extensions, etc.) are necessary, principal investigators/departments must provide adequate justification and ensure required approvals are obtained. Modifications such as those listed below, typically require approval from the sponsor, RMS as well as CGA.
  • UCSF routinely conducts business with other campuses and with Office of the President (UCOP). This guide provides an overview of these transactions, describes how transactions are processed, and identifies resources for users who need assistance with related processing. These transactions are divided into the following categories: Category Source Code(s) Interlocation Transfer of Funds (ITFs)
  • The Student Accounting Team works with departments to disburse funds to students and post doctoral candidates. 
  • Occasionally, a department may hire an employee who will be paid by the University yet will not physically work at the University.  Regardless of where employees perform their duties, everyone employed within the United States must complete a Form I-9.  The employee must also complete the University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgement Form (UPAY 585).
  • It is the responsibility of each department to ensure that financial transactions recorded in the general ledger are in accordance with all relevant policies, regulations, and sponsor or donor terms and conditions. The following guidelines are provided for Verifiers and Approvers when using the GL Verification Tool for general ledger verification activities.
  • Account Description 51321 Spon proj equip >$5K, non-comp 51322 Spon proj computer >$5K 51323 Spon proj software >$5K 52303 MC USE-equipment less than $5K 52304 Computers less than $5K 52305 Software less than $5K 52315
  • This job aid provides step-by-step instructions on preparing a recharge journal. 
  • Name Certification Begin Date Certification Expiration Date Akbarian,Amy A. 6/1/2020 6/30/2025 Al-Kubati,Mohammed 8/23/2017 8/31/2022 Ames,Holly A. 5/19/2020 5/31/2025 Asato,Maria L. 5/27/2020 5/31/2025 Assaf,Cheryl E. 11/21/2022
  • General Ledger Verification (GLV) is a UCSF key internal control required by Campus Administrative Policy 300-46. The system is comprised of 3 roles – Verifier, Viewer, and Approver. This job aid discusses how to perform your role as a Verifier.
  • This guide describes how to enter and maintain Department Functional Roles in PeopleSoft.
  • This step-by-step guide outlines the purpose for preparing budget entries that facilitate financial reporting and compliance management for sponsored research, along with the step-by-step process for preparing, editing, and submitting Budget Adjustment Journals in PeopleSoft.
  • This step-by-step guide assists PeopleSoft users who have the Chartfield Approver role in identifying requests to approve new Projects and Flexfields.
  • Department Access Managers use the Access Management Application to request access to PeopleSoft including the Research Administration System (RAS), and MyReports. To find your department Access Manager, use the Inquiry Reports. Access Administrators also validate current user roles every six months for PeopleSoft Financials and UCPath. See the UCSF PeopleSoft User Verification for Access Administrators job aid for more information.
  • The Termination Notice (TN) documents the termination of appointments for National Research Service Award (NRSA) recipients.
  • Users needing access to financial information to fulfill their job requirements should have been granted access to MyReports.
  •   Sponsor Type Description Usage 01 Federal Government Departments, agencies, etc. of the United States government 02 State Government
  • This guide explains Journal Approver responsibilities and how to review and approve or deny a journal in PeopleSoft. 
  • Research Services Analysts (RSAs) and department users with the appropriate access may use the UCSF PeopleSoft Financial System to update Project Details. This step-by-step guide explains the required steps to change the RSA assigned to a Project, the Project Nickname, and the Dept Preferred Posting Level.
  • UCSF Campus 2022 Annual Financial Report 2021 Annual Financial Report
  • This guide provides step-by-step instructions for completing a PeopleSoft journal to properly offset student tuition and fees.
  • PeopleSoft Journal Header - Input Record Definition Field Name Length Column Positions Comments/Issues Record Type 1 1 'H' indicates a Journal Header record Business Unit 5 2- 6 Required field; Input value of 'SFCMP' or ‘SFMED’ or ‘SFFDN’ Journal ID
  • Award Requirements All end of project financial reports must be received per the sponsor’s requirements and deadline. The financial report must accurately account for all expenditures. Institutions must liquidate all obligations incurred per the sponsor’s requirement and deadline. All awards must be closed out in the institution's financial system within 120 days of the project end date.
  • The PeopleSoft Research Administration System (RAS) is the system of record for post-award contracts and grants including expense processing, budgeting, revenue recognition, billing, and payment. This guide describes key data in PeopleSoft RAS that are relevant to understanding an award.
  • A Salary Key is a single-use, six-digit code that you can provide to a verifier as consent to access your income information. In most cases, your consent is provided at the point of application for a service (for example, when you sign a loan application or similar agreement), and in these cases, a Salary Key is not required. A Salary Key is never required for verification of employment; it may be required for verification of income.
  • This reference is provided to outline the definitions of, and differences between commonly used Gift Administration terminology. What is meant by Private Support? Private support is a Council For Advancement & Support For Education (CASE) management reporting standard that includes all gifts and private grants provided by private (i.e., non-governmental) entities in support of the institution’s missions.  
  • Accessing the Chart of Accounts Alt Account Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • Earnings statements for earnings issued prior to UCSF's implementation of UCPath are available online via At Your Service Online (AYSO).
  • This guide explains how to delete journals in PeopleSoft.
  • This guide outlines how to understand PPS Payroll Transactions on the Transaction Detail Report (TDR) and the Distribution of Payroll Expense (DPE) by Account and Alt Account Reports.
  • The Activity Period chartfield is a 2-character alphanumeric value which identifies the activity period for projects with multiple periods. Activity period chartfield allows reporting in a unit of time within an overall project. Activity period is primarily intended for sponsored projects to allow reporting on multi-year awards with competitive renewals for different project periods. Nevertheless, it can also be used for non-sponsored projects across multiple periods where interim reporting is needed.
  • This page describes the escalation process to ensure that effort reports generated from the Effort Reporting System (ERS) are certified timely. Contracts & Grants Accounting (CGA) retired ERS on June 30, 2022. The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. All effort reports, including related certification activity through June 30, 2022, have been archived.
  • This guide outlines the steps to prepare a non-payroll accrual entry, which may be required under Final Financial Reporting, Invoicing and Closeout of Sponsored Awards.
  • Letter from the State of California Franchise Tax Board confirming that the University of California and its affiliated organizations are considered part of the State of California and not subject to income tax. 
  • The following chart describes the selections for Flow Through Type that appear on the Flow Through detail page when creating a Subcontract proposal in RAS. When your proposal has an Agreement Type of Subcontract, you are required to select a Prime Sponsor and a Flow Through Type for your proposal. The nature of a subcontract is that you are requesting money from another institution that has an award from a sponsor such as NIH, DOD, or any other sponsor; the sponsor where the money originates is called the Prime Sponsor.
  • Review answers to common questions about award verification.
  • Employees, including student employees, who occupy multiple appointments (i.e., have more than one job and/or supervisor) should follow the procedures outlined in this job aid to enter and edit time and to complete (submit) timesheets for approval.
  • As a Journal Approver, when an absence takes you out of the office you have the ability to temporarily assign an alternate approver who can review and approve or deny your journals so they post as intended. Approval delegation is performed in the PeopleSoft My System Profile page.
  • This document describes the process of preparing and submitting journal entries electronically via flat files.
  • Contents Guidelines for Using the Award Verification Tool Before You Verify a Sponsored Award Using Comments Using Award Verification Tool Reports Reviewing Non-Sponsored Projects Guidance for Selected Circumstances and Cost Categories
  • Overview These procedures set forth the accounting to move the deficit/overdraft or surplus associated with a sponsored award as well as to sweep the cost share for a sponsored award. These procedures ensure consistency in accounting treatment while allowing for proper mission-based reporting. Deficit Transfers Transfers are needed to clear overspending on an award which can result from:
  • All merchants who accept electronic payments are required to understand, adhere to, and provide evidence of compliance to international payment security standards. UCSF is committed to ensuring the utmost protection of payment and personal information for our customers and patients.
  • MyFavorites functionality allows MyReports users to save and retrieve commonly used filter criteria. A selection of MyFavorites can then be used to schedule reports with MySchedules. Scheduled reports send email with the attached report(s) to identified recipients. This job aid explains how to create and manage MyFavorites and how to use MyFavorites to create and maintain MySchedules.
  • This reference details a history of enhancements to the GL Verification tool.
  • The gift should meet the criteria of a capital asset: Tangible, Freestanding, Useful life of one year or longer, and Estimated value of $5,000 or greater. Donor, private individual, a corporation, or some other entity should provide a statement in writing that:
  • The Transaction Detail Report displays detailed transaction information including Payroll, Accounts Payable, Purchase Orders, Financial Journals, and Budget Journals. This report facilitates research and reconciliation, and is used for Step 1 in GL Verification and to review general ledger detail for a set of criteria.
  • This job aid explains modifications made to HBS to comply with the arbitration agreement between the University of California (UC) and the California Nurses Association (CNA).
  •   This table allows pre-award offices to easily compare preferable, acceptable, and not acceptable award terms and conditions along with other considerations and comments. Required Award Term Preferable Position Acceptable Position Not Acceptable Position Considerations
  • Award Purpose defines the type of sponsored award. For additional information on Award Purpose see the UCSF Research Administration Glossary located on the Office of Sponsored Research website
  • This step-by-step guide outlines the process for accessing the RAS Invoice/Payment Reconciliation Report and reconciling invoices and payments in RAS to ensure that billing is complete and payment is received.
  • HR Action Code Description 01 Initial Employment 02 Employment with prior service 04 Merit Increase 06 Separation 07 Leave with pay 08 Leave without pay 09
  • Recharges and central costed activities occur when one unit of the University provides services that benefit other units internally. These activities may be specifically identifiable based on usage such as expenses for off-site storage, or generally in support of a shared resource such as information technology. Only units approved by Budget and Resource Management may use recharges and distribution of central costed activities.
  • MyReports Accounts Payable/Purchase Order (AP/PO) Inquiry Report Job Aid
  • Effective April 1, 2015, the following procedures will apply to foreign currency awards. Exchange Rate Consideration The exchange rate is the price of one currency expressed in terms of another currency. For example, the average exchange rate of the U.S. Dollar to the Euro for March, 2014 was 0.72. This means 1 U.S. Dollar was equivalent to 0.72 Euros.
  • Governmental Accounting Standards Board (GASB) Statement #47 requires two classification types of termination benefits – voluntary and involuntary. Voluntary termination benefits include inducements to hasten separation from employment or as a result of voluntary termination. Involuntary termination benefits include benefits provided as a direct result of an involuntary termination.
  • The Research Administration System (RAS) has seven inquiries that can be used to view and download data. This guide describes the required steps for Research Services Analysts (RSAs) to run these inquiries in RAS.
  • Reports in MyReports are grouped by tab or report category. This page describes each report and is organized by tab. 
  • A special state appropriation is a type of agreement which is a hybrid between a sponsored project and internal University of California agreement. Special state appropriations exist for all four tenets of the Mission Statement of the University of California, San Francisco: Instruction, Research, Patient Care and Public Service. For research purposes, a special state appropriation is a study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement.
  • This document contains job aids for the entire Labor Productivity suite of reports. 
  • This guide provides an overview of active attributes used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each attribute would be added to an award. Attributes are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Attributes enable tracking and reporting based on various features of an award.
  • General Ledger Verification (GLV) is a UCSF key internal control required by Campus Administrative Policy 300-46. The system is comprised of 3 roles – Verifier, Viewer, and Approver. Depending on your Departmental practice, Verifiers or Approvers may perform monthly trend analysis.
  • If you need to print or save a PDF of a PeopleSoft journal, you can do so using the Print Journal process from the journal’s Lines tab. The process creates a PDF file that can be saved or printed. There is no requirement to save PDFs or print journals; PeopleSoft is the system of record. This step-by-step guide explains how to download and/or print a PeopleSoft Journal PDF file.
  • The Educational Travel Grant Procedure was established to streamline the acceptance, processing, payment application, and close-out of nominal travel grants from select private sponsors. This procedure applies only to a small subset of travel grants and is not meant as a general substitute for normal grant submission, acceptance, and post-award procedures.
  • This quick reference provides brief a explanation of each PeopleSoft/Research Administration System (RAS) Award Milestone.
  • New Award Setup Process When the appropriate unit within the Office of Sponsored Research (OSR) completes the input and loading of appropriate documents into the Centralized Agreement Contract Tracking and Approval System (CACTAS), they hand off the record to CGA by populating the “Award Set-Up Queue” in CACTAS which indicates that the record is ready for processing.
  • Business Registration Renewal Confirmation Document
  • This quick reference provides the list of DOS Codes and Descriptions that roll up into the Base Salary (X), Negotiated Salary (Y), Other Compensation (Z), Over the Cap of X (OTC-X), and Over the Cap of Y (OTC-Y) Compensation Types displayed in the MyReports Payroll Funding Report.
  • The Asset Management WorkCenter enables Equipment Custodians and others with a role assignment in the Asset Management module to quickly access pending transactions for review, equipment inventory modification requests in process, and other information related to equipment inventory maintenance. This step-by-step guide explains how to access the Asset Management WorkCenter.
  • The Controller’s Office encourages continuous improvement and welcomes new report and enhancement ideas from the entire campus community. We work with the MyReports Advisory Group to ensure that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. If you have an idea or suggestion to improve campus-based reports in MyReports:
  • UCSF assigns the responsibility for financing overdrafts, unallowable charges and deficits as well as receiving surpluses to the department that owns the award. During the award lifecycle, situations may arise that require the use of a discretionary journal to transfer identified charges from an award to the department. After consultation with campus and in order to complete these transfers in an efficient, consistent, and timely manner, discretionary journals will use a default chartstring following the procedure outlined below.
  • This is a detailed list of MyReports enhancements from October 2016 to current. For previous enhancements, see MyReports Enhancements Prior to October 2016.
  • The Purchase Order Lien Balance Report displays purchase orders with open balances for the specified search criteria, as of the close of the previous business day.
  • This job aid contains instructions for running and working with the General Ledger (GL) Verification tool's reports.
  • Information for prospective and current postdocs, postdoc alumni, and faculty mentors is available on the Office for Postdoctoral Scholars website.  In the Controller's Office:
  • General Ledger Verification (GLV) is a UCSF key internal control required by Campus Administrative Policy 300-46. The system is comprised of 3 roles – Verifier, Viewer, and Approver. This job aid discusses the Approver role.
  • Departments use the PeopleSoft Research Administration System (RAS) to submit invoices for processing. This step-by-step guide explains how to submit fixed price invoices in RAS.
  • Sample CGA notice of upcoming award termination. 
  • Sign up for the MyReports listserv to receive communications about MyReports including notification of new reports, enhancements, and system downtime.
  • HBS pay codes are tailored to timesheet groups which are determined by your collective bargaining unit, campus or UCSF Health affiliation, FLSA status (non-exempt or exempt) and pay frequency (monthly or biweekly). For questions about the use of HBS pay codes for leave entitlements:
  • This table of Project Use, Project Name, and Project Descriptions indicates whether a user can add a non-shared Project.
  • Beginning October 2023, represented academic student employees (ASEs) and graduate student researchers (GSRs) use the HBS Timekeeping System to record and submit time and leave. In the Controller’s Office, the Payroll Office is the functional owner of HBS used by ASEs and GSRs to report and track hours, personal time off (PTO), sick leave, and other leave. Timekeeping procedures differ, depending on the employee's FLSA status. Consult the following training resources for step-by-step instructions.
  • Complete details on how to review and approve a timesheet with multiple appointments are included in this job aid.
  • The Net Position Report allows you to view beginning and ending net position calculations by Dept ID, Fund, Project, and Parent/Award ID. The term Net Position was previously known as “Equity”, “Fund Balance”, “Unexpended Balance”, and “Net Assets”.
  • This is a combined job aid provides step-by-step instructions for filtering and working within the Monthly Variance suite of reports in MyReports.
  • The Employee and Position Distribution Report displays current and future funding entries, including additional pay, in a list by HR Department, Position Department, Employee, Reports To, Position, and/or specific chartstring.
  • Each report has a unique filter page; most reports have very similar filter pages to help you more easily enter your report criteria. Most filter pages have four major sections: Report Date Filters Chartstring Filters Report Specific Filters Report Output Selection.
  • All new Form I-9 and I-9 changes must be entered into Tracker I-9 Complete.  You must complete Historical Section 3 in Tracker I-9 Complete when an employee:
  • This guide provides an overview of active terms used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each term would be added to an award. Terms are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Terms provide management with insight to compliance requirements. The comment field of the Term will provide the unique details about the Term specific to the award; generally are excerpts of the award agreement clauses themselves.
  • This Quick Reference Guide explains the procedures for payment remittance for all sponsored projects. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT).
  • For each country outside of the United States where UCSF has established operations, financial transactions are recorded in PeopleSoft using a foreign Business Unit. Intended only for use by UCSF Global Programs accounting teams, the Business Units allow for the recording and reporting of transactions in each country's respective local currency. Current Business Units, countries and corresponding currencies are as follows:
  • UCSF Capital Equipment & Accounting uses DocuSign to send Physical Inventory Certification Forms to Equipment Custodians. Custodians use DocuSign to sign, or “certify,” their forms and forward them to their Manager for approval.
  • The Sponsored Awards Summary Report displays Research Administration System (RAS) billing and payment information as well as Budget Balance and current fiscal year Net Position by Award-Project-Activity Period.
  • Both the video from the June 8, 2020 broadcast, and the PDF slides include the question and answer session. For easy access to the website references used in the slide presentation, see 2019-20 Fiscal Year-End Close Presentation Website Links.
  • This guide demonstrates how to attach and maintain documents and photos related to an equipment record in PeopleSoft Asset Management.
  • The Payroll Funding Report  provides a fiscal year view of employee pay information by Compensation Types Base Salary (X), Negotiated Salary (Y), Other Compensation (Z), Over-the-Cap (OTC), and Benefits. Displays monthly Actuals for closed periods and Future Distributions based on position funding entry in UCPath. Report display options include a choice of Summary or Detail View.
  • This step-by-step guide explains how to act as a Control Point Approver in PeopleSoft.
  • The General Ledger (GL) Verification Advisory Group's charter is to support the continuous improvement of the GL Verification Tool.
  • The Payroll Detail by Month Report displays General Ledger (GL) for Payroll expenses by month. The report is run for Project-Activity Period or by Employee. By default, the report displays all payroll elements, such as Gross Pay, Benefits, Accruals, and VLA/Vacation Accrual, but the output can also be filtered to display single or multiple elements.
  • The Employee and Position Roster Report displays Employee and Position details with default department funding in a list by HR Department, Position Department, Employee, Reports To, Position, and/or specific chartstring.
  • In certain instances, the University may act as a fiscal agent for outside agencies such as student, faculty, staff, governmental, or private organizations or activities. An agency fund is used to record the administration of monies for the outside agency where the intended use is for a mutually beneficial and agreed-upon purpose that supports or enhances the mission of the University. Agency funds are not considered University monies or charitable contributions to the University. Examples of appropriate agency funds include establishing funds for:
  • This guide outlines how to understand UCPath Payroll Transactions on the Transaction Detail Report (TDR) and the Distribution of Payroll Expense (DPE) by Account and Alt Account Reports.  
  • Research Services Analysts (RSAs) and department users granted the proper security may use the UCSF Research Administration System (RAS) to manage the Subawards issued under an Award. This step-by-step guide explains how to monitor the Subaward’s amounts authorized, amounts invoiced, and amounts paid. 
  • The Asset Management Report lists detailed information about capitalized assets to enable departments to perform their physical inventory. The report can also be used for basic inquiry, including the status of an asset.
  • Faculty Portfolio is a financial reporting tool designed to aid in the management of a faculty member’s contract, grants, gifts, start-up, retention, and other discretionary funding.
  • Examples of year-end processes as described in "Methods for Spending Gift and Endowment Income Funds" in Receiving, Booking, and Spending Gift and Endowment Funds.
  • The Monthly Report contains two formats: 1. Displays monthly Actuals; compares Plan to Actuals/Forecast with variance in dollar amount and percentage. Report can only be run for a single fiscal year. 2. Displays monthly Actuals on a Fiscal year basis. Report can be run by single or multiple fiscal year(s). The Monthly Report defaults to Level C of the account tree, but can also be viewed at Account Levels B through F.
  • The Award Verification Tool was designed with built-in flexibility to meet the varied needs of research teams. The following workflow process diagrams illustrate a few of the ways to integrate the award verification process and use of the Award Verification Tool into local financial procedures. Your local award verification process and role assignments should complement and leverage your existing procedures such as PI/RSA meetings, and BSR or other financial reports. 
  • This guide explains how to use the PeopleSoft Worklist. The Worklist provides one easy-to-locate tile within PeopleSoft to view and take action on items.
  • The Faculty Portfolio (FP) Monthly Report displays monthly actual financial information by Project-Activity Period-Dept ID.
  • The McKesson AP (Accounts Payable) Detail Report displays detailed transaction information for vouchers created in McKesson and posted to PeopleSoft, including PO, Invoice, Vendor, Voucher, Functional Owner, and Item Description.
  • This step-by-step guide explains how to log into PeopleSoft Mobile Approvals to approve or deny journals on Apple iOS or Android devices.
  • This job aid defines program income, explains reporting requirements for program income on sponsored projects, and outlines how to account for program income using the accounting method required by the award.
  • Data in the Plan and Forecast columns of the MyReports Operational and Management reports come from UPlan, UCSF’s planning system. The following will help you to correctly interpret the data in these columns. How is Plan and Forecast Data Brought Into and Displayed in MyReports? Data in the Plan and Forecast columns of the MyReports Operational and Management reports comes from UPlan, UCSF’s planning system:
  • This step-by-step guide explains the differences between creating journals in foreign currency and U.S. dollars.
  • This step-by-step guide explains how to use the custom Capital Equipment Internal Search page to locate specific equipment records.
  • Completion of this two-part course is required for access to the PeopleSoft General Ledger module.
  • Watch the video from the June 8, 2021 broadcast. The PDF slides include the question and answer session, as well as easy access to the website references used in the presentation.
  • Departments are responsible to ensure that billing is complete and payment is received per the terms and conditions of each award. In some cases, payments intended for research projects may not have enough information included with them to identify the correct project and distribute the funds appropriately. The Controller’s Office maintains the following tools to support departments in identifying incoming funds and distributing them to the correct sponsored award.
  • Slide deck from the UC Office of the President on the UC Effort Reporting System - Cost Sharing. NOTE: The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. Effort reporting has been replaced by award verification.
  • This job aid has been created to clarify indirect cost application when UCSF and another UC campus are working together on a specific activity requiring significant time and resource investment.
  • The Access Management application is used to process and track access requests made by Access Administrators and Security Administrators for the following Financial Systems supported by the Controller’s Office: PeopleSoft Financials, RAS, MyReports, GL Verification (GLV) Tool, and Effort Reporting System (ERS). This document provides instructions on how to request and modify access to MyReports using the Access Management application.
  • UCSF will implement a new award verification procedure in April 2021 to support Principal Investigators in meeting the requirements of Uniform Guidance for federal awards. Following are detailed considerations you can consider now to get ready to use the Award Verification Tool in April.
  • The Alt Account Detail Report (ADR) displays detail transaction information for all financial transactions and journal entries posted to the PeopleSoft general ledger. Provides accurate and timely information for researching transactions Facilitates reconciliation to source documents and/or source systems Displays when drilling through for more detail from other reports
  • The MyPortfolio Report displays summary level General Ledger (GL) data for a single Faculty or Principal Investigator’s (PI) portfolio of Projects.
  • The Sponsored Projects Balances Report is a valuable tool for departments to monitor Awards/Projects at any point in time and at any level of the Dept ID tree.
  • This guide describes the steps used by Site Administrators to add, remove, and modify users, IRRs and Aging Reports in the Intercampus Requests for Reimbursement (IRR) SharePoint.
  • Watch a recording of the Overview of Unclaimed Payments and Cash Application Webinar (Microsoft 365 login required). This webinar provides an overview of the changes to the unclaimed payments and cash application process that became effective on September 12, 2023, and includes a demonstration of the key features of the new Unclaimed Payments List.  Watch Now
  • The Fund Group Report enables users to review Actual Revenues, Expenses, Other Changes and Net Position by Fund Group (source of funds). Report can be expanded and collapsed up and down the Fund tree (Levels C-E) and the Account tree (Levels BE) to see data at various levels.
  • Beginning January 1, 2023 Senate Bill 1334 (SB 1334) introduced new missed meal and missed break rules for employees providing direct patient care or supporting direct patient care in general acute care hospitals, clinics, or public health settings. This job aid explains the HBS Pay Codes used for missed meals and breaks, and how to enter them in HBS. 
  • Beginning April 3, 2022, nurses covered by the California Nurses Association (CNA) who elect to receive compensatory time in lieu of overtime pay will see a change to when shift differential is paid. In coordination with HR Labor and Employee Relations and CNA, HBS has been modified to pay shift differentials at the time the compensatory time off (CTO) is earned. This change does not apply to comped holidays or comp floating holidays. This reference guide provides examples of how HBS records the shift differential for compensatory time off.
  • The Balance Sheet report displays Asset and Liability account activity and balances for a selected date range. The report can be displayed at a summary Account level, or at a detail level including Fund, Dept ID, and Project.
  • Compares YTD Actuals to YTD Plan and calculates variance. Also compares Actuals/Forecast to Fiscal Year Plan and calculates variance. Report defaults to Level C of the account tree, but can also be viewed at Account Level B through F.
  • Slide deck from the Spring 2018 go-live training sessions for the new General Ledger Verification Online Tool.  
  • The report allows you to view Restricted Gifts, Unrestricted Gifts, and Endowment income across Business Units. The report displays transfer activity between the Foundation and the Regents by leveraging Pair logic. Pair Logic identifies when the same Project is used in recording activity across all Business Units (BU).
  • The Organization Report compares YTD Actuals against YTD Plan or YTD Forecast and calculates the variance by Department(s) or Department Nodes. Report can be expanded and collapsed up and down the Dept ID tree to see data at all department levels. Report defaults to Level C of the account tree, but can also be viewed at Account Levels B through F.
  • This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim credit card payments received.
  • The Award/Parent Summary Report displays summary level General Ledger (GL) and projection data for Project Award/Parent IDs. The report runs for Award/Parent ID(s).
  • Research Services Analysts (RSAs) have the ability to manage Program Manager assignments directly in RAS. The steps in this guide describe the procedure RSAs can follow to add the Program Manager Reporting Role to an award.
  • The matrix in this Quick Reference Guide displays the recommended reports for various financial activities by role. The information is provided to help you choose the report(s) to use in your day-to-day business.
  • University of California Office of the President (UCOP) Risk Services manages a self-insurance program that provides coverage for loss of assets. All campuses and medical centers contribute to the fund annually. Valuation of loss is based on repair or replacement of damaged or destroyed property. Deductibles per occurrence:
  • Award verification presentation materials are available for RSAs, department administrators, and others interested in sharing details locally about the Award Verification project. MyAccess login is required. If you have questions, email [email protected].
  • The HR Event Report displays HR Events such as Appointments or Separations with the ability to drill-through to the HR Event Detail Report for more information. Data is available from July, 2013 and the report is static as of June 1, 2020. You can look up HR Action Codes with inquiry reports (VPN required).
  • The Mission Based Report displays Actual Revenues, Expenses, Other Changes, and Net Position by Mission (Function Code). Report defaults to Level C of the account tree, but can also be viewed at Account Level B, D, & E.
  • The Project Summary Report displays summary level General Ledger (GL) and projection data for the Project chartfield. The report can be run for single or multiple Projects.
  • The Key Operating Trends report displays monthly Revenue, Expense, Non Operating Income/Expense, Other Changes, and Net Position on a fiscal year basis. The report includes monthly trend calculations of Operating Margin and Operating Earnings before Non-Operating Income, Interest, Depreciation, and Amortization (EBIDA). The monthly actuals can be displayed at a summary or a detail level by selecting the desired Alt Account level.
  • The Annual Report on Private Support provides extensive information that demonstrates the impact of philanthropic giving on the University of California. Each year's report is presented to the Board of Regents in a public session of a regents meeting, then posted online. The system summary and the section for each of the individual campuses indicate the private support received directly by the university and the support given via campus foundations.
  • The Balance Sheet Report (UCSF Health) displays Asset, Liability, and Net Position Account balances as of a selected date. The report can be displayed at a summary level for all UCSF Health Business Units (BUs), for a single Business Unit, or for a selected number of BUs.
  • The Income Statement Report displays Revenue, Expense, and NonOperating Income actuals by Business Unit as of a selected month and fiscal year-to-date (YTD). It also displays Fixed Budget for a selected month and fiscal YTD. The report can be displayed at a summary or a detail level.
  • The Project Use Report displays Actual Revenues, Expenses, Other Changes, and Net Position by Project Use, an attribute of the Project chartfield, which indicates a specified activity or purpose of the project. Report defaults to Level C of the Account tree, but can also be viewed at Account Level B, D, & E.
  • The Income Statement Variance Report displays Revenue, Expense, NonOperating Income/Expense, Other Changes, and Net Position actuals as of a selected month and fiscal year-to-date (YTD). Monthly and YTD Fixed Budgets are also displayed, with options to include or exclude Flex Budget and Prior Year Actuals amounts. The report can be displayed at a summary or a detail level by selecting the desired Alt Account level.
  • This guide describes the steps to upload, email, delete, and view IRRs and Aging Reports in the Intercampus Requests for Reimbursement (IRR) SharePoint Site for staff users. The IRR SharePoint site is a central repository for documents (IRRs and Aging Reports) for all UC locations. The goal of this SharePoint is to make it easier for all ten campuses, DANR, and UCOP to submit and retrieve IRRs for Multiple Campus Awards facilitating more rapid payment. Documents are stored and maintained in the library by location being billed. For example, UC San Francisco’s IRRs requesting payment from UC Davis are stored in the UC Davis document library.
  • Use this checklist to assess your readiness to begin using the Award Verification Tool in April 2021 and as new sponsored awards are funded and set up in the Research Administration System (RAS).  More information is available on the Get Ready for Award Verification web page.
  • This guide documents the basic steps for using the Intercampus Requests for Reimbursement (IRR) SharePoint Site for Principal Investigators. The IRR SharePoint site is a central repository for “invoices” between campuses (IRRs) for all UC locations. The goal of this SharePoint site is to make it easier for all ten UC campuses, DANR, and UCOP to submit and retrieve IRRs for Multiple Campus Awards facilitating more rapid payment. Documents are stored and maintained in the folders by the location being billed. For example, UC San Diego’s IRRs requesting payment from UC Davis are stored in the UC Davis document library.
  • This UCSF Cash Handling Training is assigned to all new Cash Handlers upon hire and must be completed annually thereafter.
  • The Program Portfolio Report provides summary General Ledger (GL) and projections data for multiple Project-Activity Period-Dept IDs and includes enhanced report filters that allow increased flexibility in defining dates and data parameters. These features allow reporting on an entire program of Projects that span multiple Principal Investigators (PIs) and/or multiple Dept IDs.
  • Fund Numbers for 2015-16 though 2017-18 for State General Fund, General Fund Specific State Appropriations, and Special State Appropriation. 
  • This reference guide describes Self-Assessment Questionnaire (SAQ) Types used in the PCI DSS compliance monitoring process.
  • The Distribution of Payroll Expense by Alt Account Report displays detailed payroll information for all transactions processed through the UC Payroll System (UCPath) and the Payroll/Personnel System (PPS) by UCSF Health Alt Account.
  • The Project Comparison Report displays Revenues, Expenses, Other Changes, and Net Position by Project in side-by-side columns. The report is best used to compare a small set of non-sponsored Projects.
  • Chapter 23 (Assembly Bill 74), Statutes of 2019: LIST OF STATE GENERAL FUND, UC GENERAL FUND & SPECIAL STATE APPROPRIATION FUND NUMBERS FOR 2017-18 THROUGH 2019-20
  • This step-by-step guide demonstrates how employees with direct reports can assign and monitor the completion of required training courses available in the UC Learning Center. Satisfactory completion of training is a prerequisite for certain financial roles at UCSF. Managers can assign any required training available in the Learning Center to direct reports and monitor completion.
  • In UCPath, hourly-paid biweekly MSP Physicians are assigned an individual position number for each base and non-base pay rate on which they were paid in the legacy payroll system. This change will impact how hourly-paid MSP Physicians must record their time in HBS in order to receive correct payment. This job aid contains four important things to consider when completing a biweekly Staff Physician timesheet in HBS after UCPath goes live on June 1, 2020.
  • Access this course in the UC Learning Center that covers foundational information about Cost Transfers at UCSF.
  • The Department Accounts Receivable Report provides information about department accounts receivable invoices billed to external customers (non-UC affiliated) for use of UCSF property, or for receipt of goods or services.
  • Most MyReports filter pages have a Report Specific Filters section. Report specific filters are usually optional and provide you with additional ways to limit the data returned in the report. In some cases, the report specific filters have been preset. To change the preset filter, follow the instructions in this Job Aid.
  • The Post Award Management (PAM) training series is designed as an introduction to post-award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate 90-minute modules in the PAM series; the PAM series is presented twice per year.
  • This training discusses the responsibilities of your role as an Equipment Custodian and provides links to other resources available to help you. Inventorial equipment is defined as free-standing, non-expendable equipment with a useful life of over one year and acquired at a cost of $5,000 or more (including sales tax, freight, and installation needed to enable operability). The designated Equipment Custodian oversees the inventorial equipment assigned to the 4-digit custody code(s) for which they are responsible.
  • Click the links above to watch the video from the June 8, 2023 broadcast and to download the PDF for easy access to the website references used in the presentation.
  • Issue Platform Mitigation Plan Resolution When using the Send and Email feature to email comments from the mobile app, comments entered with line breaks (by tapping the Return button) appear in the email message with "<BR>" in place of each line break. Mobile   This is a known issue with iOS 14.x versions 14.6 and higher. Upgrade to iOS version 15 to resolve.
  • This course prepares Salary Cost Transfer Initiators to look up, enter, and submit salary cost transfers using UCPath. It also prepares Salary Cost Transfer Approvers to review and approve salary cost transfer transactions.
  • This job aid describes the steps required for Access Administrators to validate current user security for all active users of UCSF PeopleSoft Financials and/or UCPath.
  • Watch this webinar to learn more about recent changes in MyReports in conjunction with UCPath. This presentation will focus on changes to the Distribution of Payroll Expense (DPE) Report and HR Reports.
  • Contents Roles and Access Award Verification Procedure and Timing General Ledger Verification Reports Additional Resources
  • This course prepares Funding Entry Initiators to look up, enter, update, and submit funding distributions using UCPath. It also prepares Funding Entry Approvers to review and approve funding entry transactions.
  • PIs and their research/support teams across UCSF have unique needs. The new Award Verification Tool, deployed on April 12, 2021, was designed to be flexible to meet the varied needs of different research teams. A critical planning step for award verification will be to determine how each research team will work together and use the Tool to ensure the verification of each sponsored award at least quarterly.
  • */ In MyReports, the percent of effort rate, sourced from UCPath, for biweekly employees is recalculated from an average of 174 working hours per month to a rate based on the number of 80-working hour pay cycles in a period. The search filters below can be used to show the number of pay cycles in MyReports by Campus and Health business units for each earning period and accounting period.
  • This guide explains how timesheet approvers and managers can use HBS Manager Reports to monitor timesheet completion and approval within their assigned Timesheet Groups (TSG) and/or Management Groups (MG).
  • Uniform Guidance reformed federal government procedures for assistance awards (e.g., grants and cooperative agreements) with the goal to increase accountability and transparency while reducing the administrative burden on award recipients. As a result, many peer organizations have implemented alternatives to effort reporting.
  • WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts (COA), was used for historical data reporting (through February 2014). In conjunction with the 2022 retirement of WebLinks, select historical AFP datasets are now available in MyReports. This job aid provides step-by-step instructions to filter and run these reports.
  • Award Principal Investigators (as documented in RAS) can view data, enter comments, review projects, and verify awards. Project Principal Investigators and Program Managers (as documented in RAS) can view data, enter comments, and review projects.  Multiple Principal Investigators (as documented in RAS) can view data and enter comments.
  • Investment Guidelines for the Endowed Investment Pool
  • Regular inspections of credit card devices for tampering or skimmers is essential to protect UCSF and our customers, clients and patients from credit card fraud.
  • The live instructor-led Non-Payroll Stipend Process presentation is designed as a complete guide through every aspect of handling non-payroll stipends including, but not limited to: How to use/submit the required template Handling a nonresident alien Reporting challenges Duration: 90 minutes
  • This Payment Card Industry Security Awareness Training is required annually for all UCSF Medical Center (UCSF Health) and Campus staff handling credit cards and/or cardholder information. New employees handling this information must complete this course upon hire, and annually thereafter. The purpose of this course is to familiarize employees with credit card security issues and enhance your skills in maintaining the security and safety of the UCSF payment card environment and cardholder data.
  • To access the web version Log into MyAccess (opens in new window) and DUO multi-factor authentication, if prompted. Select Award Verification Tool from the applications list. If necessary, click Manage Favorites to find and save the Award Verification Tool to your list of applications.
  • Petty cash fund custodians learn and apply provisions of UCSF's petty cash fund policy (Policy 300-32) when administering their funds. This course identifies the core areas of the policy all petty cash fund custodians should be aware of.
  • WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts (COA), provides historical data reporting (through February 2014). Datasets in WebLinks have been static since February 2014, when the AFP COA was replaced by the current COA in March 2014. Data prior to July 2013 were not converted to the current chart of accounts and are not available in PeopleSoft Financials.
  • System Availability The Award Verification Tool is available 24/7/365 except during the following regularly scheduled maintenance and data load windows:
  • The Subaward Status Report provides subaward financial details for review and reconciliation, including subaward budget, accounts payable (AP), and ledger activities.
  • This course provides an overview of the UCPath Help site. It explains how to access the site, as well as how to navigate and search the site to locate learning and support resources for the UCPath.
  • This introduction to the UCPath PeopleSoft Fluid User Interface (Fluid UI) provides a general navigation overview for all UCPath transactors and demonstrates the features you can use to navigate to the menus and pages most commonly used by those with UCPath initiator, approver, and inquiry roles at UCSF. Duration: 10 Minutes
  • This course provides an overview of all standard functionality in UCPath. It is intended as a prerequisite for all new transactional users of the UCPath system, including funding entry and salary cost transfer users.
  • This course introduces two key UCPath concepts: Positions and Funding Entry. It is intended for department managers, administrators, and anyone interested in learning more about key UCPath concepts.
  • There are 12 main requirements in the PCI DSS, which are designed to provide a comprehensive framework for securing cardholder data.
  • This reference details a history of enhancements to the Award Verification Tool. See Using the Award Verification Tool to view detailed instructions on using this application. August 2023 August 2023 enhancements to the mobile version of the Award Verification Tool:
  • Per international regulatory requirements, PCI DSS (Payment Card Industry Data Security Standards) must be tested regularly through a combination of assessments, audits, and validations to ensure that all organizations that handle payment card data are compliant with the security standards. These assessments can be conducted by the organization itself, internal audit teams, or external Qualified Security Assessors (QSAs).
  • Function/Feature/Data Web Version Mobile Version UCSF VPN Required Not required Save a default Principal Investigator or Program Manager to view Available Not available Verify awards and Review projects Can verify multiple awards or review multiple projects with one action
  • Watch the video (opens in new window) from the May 31, 2021 broadcast. The PDF slides (opens in new window) provide easy access to the website references used in the presentation.
  • Here are key responsibilities merchants have in handling credit card payments safely. Failure to adhere to the Merchant Services agreement can result in termination of credit card payment acceptance privileges.
  • Select from the training options below to learn how to navigate in the Peoplesoft Fluid User Interface (UI). This introduction provides a general overview of the components most commonly used by department administrators at UCSF. To learn about the steps to navigate to a specific page, refer to training materials available on the Controller's Office website.
  • This document outlines the reimbursement process and department responsibilities for tracking expenses related to childcare reimbursement programs for eligible postdoctoral scholars.
  • Diversity supplements are administrative supplements sponsored by the National Institutes of Health (NIH). They are intended to improve the diversity of the research workforce by recruiting and supporting post-baccalaureate, pre-doctoral students, post-doctorates, and eligible investigators from groups that have been shown to be underrepresented in health-related research.
  • Eligible employees earn vacation leave on a biweekly or monthly basis. For employees paid biweekly, vacation pay is recorded in the same earnings period as the leave is taken. For employees paid monthly, vacation pay is recorded in arrears.
  • Effort is the portion of time spent on a given professional activity expressed as a percentage of the total professional activity for which an individual is employed by the University of California. Total professional activity includes research, teaching, patient care, administrative and other University appointed activities. Effort is divided into three categories:
  • Department managers must maintain a ledger of all staff currently eligible for handling electronic payments at any stage within the department and are required to report new credit card handlers to Merchant Services to ensure PCI Security Training is assigned and completed prior to payment acceptance. Proof of background check completion for new or established employees must be maintained on file within the department as well as the appropriate HR Service Center.
  • Email [email protected] to request decommissioning of Merchant IDs and return of terminal equipment in order to protect from fraudulent use and ensure that continued merchant expenses are not incurred.
  • Merchants who wish to obtain user guides for terminals at their location can find them in this section or contact [email protected] when troubleshooting issues with an existing terminal.
  • Contents How Leave Accruals and Service Credit Are Calculated Monthly Accrual Process Biweekly Accrual Process UCPath vs HBS Leave Balances Understanding Vacation/PTO Maximum Caps
  • This article outlines the procedures required for departments to accept electronic transfers of funds as a depository option.
  • Collection efforts for department accounts receivable (Dept A/R) invoices are the responsibility of the department providing the property, good, or service. If an external customer does not pay an invoice within 30 days it is considered delinquent. Departments should contact the external customer to follow-up on delinquent invoices.
  • Department Accounts Receivable (Dept A/R, also known as ‘sundry debtor’ receivables) is the amount due to the University from an external customer for payment of a good supplied and/or service already rendered. Dept A/R excludes sponsored projects, student/employee and UCSF Health related receivables. Dept A/R is not applicable to business conducted with other campuses or with the Office of the President (UCOP); see Handling ITF and IOC for procedures related to Interlocation Transfer of Funds (ITFs) and Intercampus Orders & Charges (IOCs).
  • UCSF implemented Total Compliance Tracking (TCT) to efficiently manage PCI DSS testing and compliance tracking across the University. This online web-based tool assists in documenting our efforts to maintain data security standards across all merchants.
  • Review the procedures to record credit card journals in UCSF's PeopleSoft financial system following UCSF's credit card journal entry process.
  • Departments send requests for UCSF deposit supplies to the Controller's Office Cash Operations Team.
  • This article describes the requirements and procedures to establish Cash Handlers at UCSF.