Accounting & Reporting How-To Guides

  • Chart of Accounts: Flexfield

    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...

  • Establishing Journal Preparers and Approvers in PeopleSoft

    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.

  • Handling ITF and IOC

    UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:

  • Using the GL Verification Tool

    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.

  • Department Accounts Receivable Remittance Information

    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...

  • Doing Business with UCSF Health

  • UC Guidelines - California Partial Sales and Use Tax Exemption

  • Buying Capital Equipment

    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...

  • Chart of Accounts Fund Tree

    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 ...

  • Submitting Department Accounts Receivable Invoices

    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...

  • Physical Inventory Custodian Schedule

    UCSF Physical Inventory Custodian Schedule 2019 - 2021 Cycle

  • Chartfield Set-Up Matrix

    Outlines the reasons for requesting a new Chartfield, and how the set-up and request are coordinated.

  • Combo Edit Rules

    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.

  • Financial Statements

    UCSF Campus 2022 Annual Financial Report 2021 Annual Financial Report

  • Disposition of and Transfer of University Capital Equipment

    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...

  • Viewing Asset Management Reports

    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...

  • Processing Interlocation (ITF) and Intercampus (IOC) Transactions

    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...

  • GL Verification Guidelines

    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...

  • Equipment Account Codes

    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...

  • Student Accounting for Administrators

    The Student Accounting Team works with departments to disburse funds to students and post doctoral candidates. 

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