News from the Controller's Office

Accounting and Reporting

  • The Controller’s Office has observed an increase in deposits over the past two years using the bank’s generic deposit slips. This has contributed to an increase in misdirected deposits and unidentified deposits in our bank account with no corresponding cash journals.

    Why does it matter?

    The bank’s generic deposit slip contains no unique identifiers to tie the deposit to the department. This makes tracking a deposit much more difficult and increases opportunity for data entry errors by the depositor or bank teller.

    When issues arise, the Controller’s Office is often unable to identify the department that submitted the deposit to our bank account. For example, if a department deposits a check using a generic deposit slip and the check is later returned due to a stop payment or non-sufficient funds, the Controller’s Office may not be able to identify and notify the department about the returned check.

    What are UCSF deposit slips and how are they unique?

    UCSF deposit slips include pre-printed UCSF bank account details and a unique 4-digit code in the bottom left corner, referred to as the deposit location number:

    Sample image of deposit slip with deposit location number highlighted

    Each department is assigned a unique deposit location number to track and identify deposits when they reach our bank. Department journal preparers also need to enter the deposit location number in the reference field when creating a cash journal.

    UCSF deposit slips are ordered through the Cash and Controls Team and shipped directly to your department from Bank of America.

    To re-order deposit slips, email the following details to [email protected]:

    • Deposit location number
    • Full delivery address (no abbreviations for street or building name)
    • Contact name for delivery mailing address

    If you have questions regarding deposit slips, contact the Cash and Controls Team at [email protected]

  • Fulfilling check requests to establish or replenish petty cash funds is a two-step process. Here’s what happens after you submit your petty cash check request form and how to get help during each step in the process.

    Step One: Review and Approval by Controller’s Office Cash and Controls

    Petty cash check request forms submitted to the Cash and Controls Service Desk generate a ServiceNow ticket. The Controller’s Office Cash and Controls Team reviews requests within two business days and will contact the Petty Cash Custodian or department requestor if there are any issues.

    Approved requests are forwarded to Accounts Payable in Supply Chain Management (SCM) for payment. Upon submission to Accounts Payable, the ServiceNow ticket is closed, and the Petty Cash Custodian or department will receive notification.

    If you have questions about completing or submitting check request forms, email the Cash and Controls Service Desk.

    Step Two: Payment Disbursement by Supply Chain Management Accounts Payable

    Under SCM’s Accounts Payable guidelines (opens in new window), payments are made approximately 10 days after receipt of the properly completed documents from the Controller’s Office.

    If you need to inquire about the payment status of your request, contact Accounts Payable through the SCM Response Team (opens in new window).

    As a reminder, Accounts Payable became part of Supply Chain Management in 2018. The Controller’s Office is not able to provide payment status updates on check requests forwarded to Accounts Payable.

Cash Handling and Petty Cash Administration

  • UCSF maintains a drop safe location at Zuckerberg San Francisco General Hospital at the UCSF OMFS Clinic, located in Building 5, Room 1N1. Deposits are permitted under the following guidelines:

    • Deposits can be made Monday, Wednesday, Thursday, and Friday, from 9 to 9:30 a.m.
    • Prior to making a deposit, call Emelyn Zavaleta (opens in new window) to notify her of the deposit.
    • Deposits must not be left at the front desk.

    The Controller’s Office maintains a list of alternative drop safe locations that are available without restricted hours. If you have questions regarding the drop safe at Zuckerberg San Francisco General Hospital, contact Archie Langit (opens in new window), CPG Cash Manager.

Student Accounting

  • New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests.

    The following session is available for registration:

    • October 24, 2022, from 1 to 2:30 p.m.

    Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) to register.

    Meeting details will be emailed to registered students prior to the class. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.

Contracts and Grants Accounting

  • The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.

    Currently scheduled and available for registration:

    • October 27, 2022: PAM3 - Billing for Sponsored Projects
    • November 17, 2022: PAM4 - Cash Management and Collections for Sponsored Projects
    • December 15, 2022: PAM5 - Financial Reporting and Award Closeout for Sponsored Projects

    Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.

  • The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom.

    We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.

    To join the new Research Administration forum on Microsoft Teams.

    1. Sign into Microsoft Teams and navigate to the Teams page.
    2. Click Join or create team.
    3. Type “Research Administration” in the Search teams search box.
    4. From the Search results, hover over the Research Administration team and click Join team.

    Visit the UCSF Information Technology website for more information about using Microsoft Teams (opens in new window).

Payroll

  • UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2022. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 10, 2022. It will not consider future committed leave.

  • The UCPath Fluid User Interface (UI) will arrive on October 15, 2022, one week earlier than previously announced. The UCPath Center moved the go-live date to minimize impacts to the established payroll processing schedule.

    Several resources are now available to help you prepare for using the Fluid UI in UCPath. Review the resources below and take any necessary actions by the dates indicated.

    Who Is Affected by this Change?

    Only users with a transactor or inquiry role will see a change in UCPath. This includes campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles.

    UCSF employees and managers who use the UCPath online portal for self-service functions are not affected by this change.

    What's Changing?

    Implementing Fluid UI is part of the Improve Navigation roadmap project to enhance the transactor experience and to enable future functionality in UCPath. The goal of this project is to make navigating to data entry pages easier and faster. Other than navigation, transactors will see no changes to procedures for entering or approving transactions.

    Transactors who also use UCSF's PeopleSoft Financial System are already familiar with the basics of Fluid navigation as a result of the March 2022 transition to the Fluid UI.

    What You Need to Know to Prepare: All Employees, Managers, and UCPath Transactors

    UCPath will be unavailable between 6 a.m. and 8 p.m. on Saturday, October 15.

    • This downtime affects all UCPath users, including employees and managers who use UCPath online.
    • The IT Service Desk will send out notifications to the UCSF community ahead of this system downtime.
    What You Need to Know to Prepare: UCPath Transactors

    Here are the actions that transactors should take before October 15 to prepare for using the new Fluid UI.

    • Learn how to navigate in the UCPath Fluid User Interface.
    • Move any Bookmarks for PeopleSoft data entry pages to Favorites by October 14.
      • Move any Bookmarks for PeopleSoft data entry pages saved in the UCPath online portal to the Favorites function in the UCPath Workcenter.
      • You will no longer access data entry pages from within the online portal, and Bookmarks for these pages will not be available after October 14.
      • Review the Dashboard Bookmarks to PeopleSoft Favorites (opens in new window) job aid for step-by-step instructions on saving Favorites.
    For More Information

    Information about UCPath's PeopleSoft Fluid UI upgrade will continue to be shared directly with UCPath transactors by email.  Funding Entry and Salary Cost Transfer users can contact the Controller’s Office Solution Center with any questions. Central teams in Human Resources and Finance should direct any questions to their project team member.

  • The next twice-yearly compensatory time payout will occur at the end of October 2022. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2022.

    HBS Leave Requests

    Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 11 to ensure that those hours are not paid out.

    Leave Requests through Clairvia, OnOrOff, and other Scheduling Systems

    Employees who use Clairvia, OnOrOff, or other scheduling systems do not have access to the HBS Leave Request page and must use the alternate procedures for future-dated leave requests:

    1. Confirm approved future-dated CTO leaves.
    2. Complete a request to preserve CTO/CTU balances approved for future leaves by 5 p.m. on October 11 using this SmartSheet request form (opens in new window).

    For more information about compensatory time off, consult the UCSF Medical Center Administrative Policies Manual available via PeopleConnect (opens in new window) (MyAccess login required).

    If you have questions about HBS or about preserving CTO/CTU balances, contact the Controller's Office Solution Center.

MyReports

  • As previously announced, UCSF is retiring WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts. WebLinks will no longer be accessible via MyAccess after October 31, 2022.

    To address limited ongoing needs for AFP data, users who accessed Weblinks in Fiscal Year 2021-22 were granted access last month to the new WebLinks Data tab in MyReports.

    Two additional reports are now available from the WebLinks Data tab:

    • General Ledger Summary Report
    • General Ledger Transaction Detail Report

    Users should transition to using the new reports in MyReports. An updated job aid provides step-by-step instructions for accessing and running these reports. Submit any questions or requests for access to the Controller's Office Solution Center.

  • The next MyReports Advisory Group meeting to review and prioritize submissions has been rescheduled for later this month. There is still time to submit your suggestions to improve MyReports.

    If you have a suggestion for MyReports enhancements or new reports, work with your Control Point Advisory Group representative to create and submit a MyReports Enhancement Concept Form by your Control Point's established internal deadline.

Payroll

  • The temporary extension (opens in new window) allowing policy-covered staff employees additional time to take vacation/PTO leave, in order to bring their accrual balances below the maximum, ends on June 30, 2022.

    Effective July 1, 2022, an employee whose balance exceeds the maximum vacation/PTO accrual limit will no longer accrue additional vacation/PTO hours until the balance is reduced below the maximum. The employee will not lose accrued vacation hours; any hours accrued by June 30, 2022, will remain in the employee’s balance, but the employee will not accrue additional hours until their balance falls below the maximum.

    Example

    An employee has a policy maximum of 240 hours and accrues 10 hours per month. Due to the temporary extension, they have accrued an additional 70 hours in excess of their maximum, for a total balance of 310 hours.

    • The employee will not accrue any additional hours until their balance falls below 240 hours.
    • In order to accrue the full 10-hour accrual for June, the employee must reduce their total balance to 230 hours prior to July 31.

    Starting July 1, 2022, employees will need to follow the standard process to request a grace period extension to accrue above the maximum for up to an additional four months.

    • Complete the Vacation/PTO Accrual Extension Form, obtain all required approvals, and follow the form instructions to submit the request for processing.
    • Section III.B.5 of the Absence from Work Policy (PPSM-2.210 (opens in new window)) describes the maximum vacation accrual limit and the extension that is allowed per policy under certain circumstances.

    For instructions on navigating to your leave balances in UCPath online, view the Review My Leave Balance (opens in new window) tutorial (MyAccess login required). Review the new Understanding Leave Balances in UCPath and HBS guide for additional information about leave accruals and balances.

    If you have questions, contact the Controller’s Office Solution Center.

  • This article was updated with the HBS Pay Codes available to record leaves related to the 2022 EPSL program.

    The UC Office of the President (UCOP) announced additional Emergency Paid Sick Leave hours for 2022 (2022 EPSL) (opens in new window) on February 23, 2022. Here are the highlights:

    • Full-time employees are eligible for up to 80 hours of paid leave (or a two-week equivalent for part-time employees) for use when they cannot work due to COVID-19 related qualifying reasons through September 30, 2022.
    • Employees may request 2022 EPSL retroactively to January 2022.
    • The 2022 EPSL program allows eligible employees with remaining 2021 EPSL hours to use their remaining hours in addition to the 2022 hours.
    • Employees who qualify for EPSL will receive their regular rate of pay when using EPSL during the 2022 EPSL period.
    • Read more information about the program on UCnet (opens in new window).

    The table below lists Pay Codes by leave type and maps them to the corresponding UCPath Earnings Codes used for payroll processing.

    Leave Type: FFCRA Emergency Paid Sick Leave (EPSL)

    HBS Pay Code

    UCPath Earnings Code

    • COVID-19 EPSL – Employee 2022
    • Salaried: EPS (Emergency Paid Sick Leave - EE)
    • Hourly: ESN (Emergency Paid Sick Leave - EE)
    • COVID-19 EPSL – Family 2022
    • COVID-19 EPSL – Family FMLA 2022
    • Salaried: ESF (Emergency Paid Sick Leave – Family)
    • Hourly: EFN (Emergency Paid Sick Leave – Family)

    If you need assistance recording leave in HBS, contact the Controller's Office Solution Center.

  • The COVID-19 Paid Administrative Leave Program, authorized by former President Napolitano and extended by President Drake, ended on June 30, 2021. Effective July 1, 2021, the HBS Timekeeping System has zeroed out all unused hours. Paid administrative leave usage information previously displayed in the Time Off section of the "Balances" tab has been moved to a new Historical Program section to maintain an audit trail of all reported usage and the final balance at the end of the program.

    Example of COVID-19 Paid Administrative Leave information move from Time Off to Historical Program sections of HBS

    Employees and Timesheet Approvers can view leave usage details by clicking "COVID-19 Paid Admin Leave (RGC)" from the Historical Program section.

    Example of COVID-19 Paid Administrative Leave information detail HBS

    For questions regarding leave usage information in HBS, contact the Controller’s Office Solution Center.

  • Update: See table below for new HBS Pay Codes available to record leaves related to COVID-19.

    In October 2021, President Drake approved an extension to the time allowed to use Emergency Paid Sick Leave (EPSL). The University’s 2021 EPSL expired on September 30, 2021, but eligible employees can use any remaining hours as Extended Emergency Paid Sick Leave (Extended EPSL) through June 30, 2022. This is a reminder that the University’s Extended EPSL is available to employees hired on or before September 30, 2021, who did not exhaust their 2021 EPSL entitlement. Read the announcement on UCnet for additional details.

    The table below lists Pay Codes by leave type and maps them to the corresponding UCPath Earnings Codes used for payroll processing.

    Leave Type: FFCRA Emergency Paid Sick Leave (EPSL)

    HBS Pay Code

    UCPath Earnings Code

    • COVID-19 EPSL – Employee 2022
    • Salaried: EPS (Emergency Paid Sick Leave - EE)
    • Hourly: ESN (Emergency Paid Sick Leave - EE)
    • COVID-19 EPSL – Family 2022
    • COVID-19 EPSL – Family FMLA 2022
    • Salaried: ESF (Emergency Paid Sick Leave – Family)
    • Hourly: EFN (Emergency Paid Sick Leave – Family)

    For questions about how to code an approved leave contact the Controller's Office Solution Center.

     

  • UC President Drake recently approved the request to extend the temporary increase to the four-month grace period for vacation leave/PTO accrual maximums for eligible staff, through June 30, 2021.

    Effective June 1, 2020 through June 30, 2021, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 12 months (instead of up to an additional four months upon request) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual maximum will not have to submit individual requests and will continue to accrue for future accrual cycles above their maximum without losing hours through June 30, 2021. This policy change applies to policy-covered staff and does not apply to represented employees.

    For questions, contact your HR representative via Find Your HR Representative.

  • Included below are updates to last months’ Vacation Maximum Grace Period Exception newsletter article.

    • The UCPath system is currently being modified to allow PTO earning employees who are approaching or at accrual max to be granted a grace period exception through December 31, 2020. This change is expected to be implemented retroactive to June 1 at the end of September. PTO earners do not need to submit a Vacation/PTO Accrual Extension Form; the grace period max will be automatic.
    • Academic employees are not eligible for the Vacation/PTO Maximum Grace Period Exception. Employees who have previously accrued above their maximum will maintain those balances but will not accrue until they are below their allowed maximum.
    • Represented employees are not covered under the UC Office of the President’s temporary program and will need to complete the Vacation/PTO Accrual Extension Form and obtain approvals prior to submitting to the Payroll Office for Processing. The UCPath system enforces the vacation max rules specific to each bargained contract.

    For additional information please see the PeopleConnect knowledge article, COVID-19 Frequently Asked Questions (FAQs) for UCSF Employees (MyAccess login required).

    For questions, contact:

  • The Vacation/PTO Maximum Grace Period Exception that was granted in April continues to be in effect through August, 2020. Employees who reached their vacation/PTO max prior to June 1 were automatically granted a grace period in UCPath. UC Office of the President announced a newly approved temporary program that allows policy-covered employees additional time to accrue vacation leave. On June 29, 2020, President Napolitano approved a temporary increase to that four-month extension for eligible staff, effective retroactively from June 1 through December 31, 2020.

    Now that we are live on UCPath we must follow a new business process for requesting a grace period exception for those employees who are not eligible for the temporary program announced by the President. Represented and PTO earning employees who are approaching or have reached their leave accrual max after June 1 must complete a COVID 19 Vacation/PTO Accrual Extension Form and submit the form to the Payroll Office in order to be granted a grace period exception. The form does not require any additional approvals prior to submitting to the Payroll Office for processing.

    Employees who have been granted a grace period and who have a vacation/PTO balance over the max will see their vacation/PTO hours converted into two entitlement buckets in UCPath:

    • Vacation/PTO: This entitlement bucket will maintain vacation hours up to the maximum.
    • Additional Vacation/PTO: This entitlement bucket will maintain hours over the maximum.

    Employees will continue to accrue hours over the maximum during the grace period. When the grace period ends, new accruals will stop and employees will no longer see additions to these accruals. New additions to these accruals will resume once balances fall below the vacation/PTO max. UCPath contains logic to decrement the “Addl Vacation/PTO” entitlement bucket first when recording any usage.

    Please view the Review My Leave Balance tutorial for instructions on navigating to your balance in UCPath Online.

    For questions, contact:

  • New HBS Pay Codes are now available to record leaves related to COVID-19. The table below lists HBS Pay Codes by leave type and maps them to the corresponding PPS DOS Codes and UCPath Earnings Codes used for payroll processing.

    Leave Type

    HBS Pay Code

    PPS DOS Code

    UCPath Earnings Code

    UC Expanded Paid Administrative Leave (PAL)

    • COVID 19 Paid Admin Leave

    RGC (Regular Paid Leave)

    • Salaried: RGC (REG Paid Leave-Salaried)
    • Hourly: RVN (REG Paid Leave-Hourly)

    FFCRA Emergency Paid Sick Leave (EPSL)

    • COVID EPSL Employee

    EPS (Emergency Paid Sick Leave – EE)

    • Salaried: EPS (Emergency Paid Sick Leave - EE)
    • Hourly: ESN (Emergency Paid Sick Leave - EE)
    • COVID EPSL Family
    • COVID EPSL Family - EFML
    ESF (Emergency Paid Sick Leave – Family)
    • Salaried: ESF (Emergency Paid Sick Leave – Family)
    • Hourly: EFN (Emergency Paid Sick Leave – Family)

    FFCRA Expanded Family and Medical Leave (EFML)

    • COVID EFML

    EFL (Expanded Family Medical Leave)

    • Salaried: EFL (Expanded Family Medical Leave)
    • Hourly: EMN (Expanded Family Medical Leave)

    Pay Continuation

    • COVID Pay Continuation

    REG (Regular Earnings)

    • Salaried: RPC (Reg. Paid Continuation - Salary)
    • Hourly: RPN (Reg. Paid Continuation - Hourly)

    For UCSF Health employees the cost center 875302 will be automatically added when an employee selects any of the COVID-19 related pay codes in HBS.

    If an employee has already recorded COVID-19 leave as Other Paid Leave/Absences (OPA) in HBS and indicated a COVID-19 leave on the timesheet notes, an automatic retro was triggered in HBS to change the OPA leave to the indicated leave.

    Consult the following resources and support contacts for recording COVID-19 related leaves:

  • Updated Guidance on Recording Paid Administrative Leave for COVID-19
    The following updates to Guidance on Recording Paid Administrative Leave for COVID-19 were added on April 7, 2020:

    • For Health employees the cost center 875302 will be automatically added when an employee selects COVID 19 Paid Admin Leave on their timesheet. This will also apply for historical timesheet corrections.
    • If an employee has already recorded COVID-19 leave as Other Paid Leave/Absences (OPA) in HBS prior to 3/21/20 and indicated paid admin leave in the timesheet notes, an automatic retro will be triggered in HBS to change the OPA leave to COVID 19 Paid Admin Leave.
      • In this case, there is no need to request a history timesheet change or submit a Time Maintenance Form (TMF) to record this leave as COVID 19 Paid Admin Leave.
      • Corrections will be made going back to the effective date of the order, March 1, 2020.
    • The Payroll office will be adjusting the paid admin leave starting balances for some variable paid employees to reflect a proration based on appointment percentage where it is more advantageous than the four week lookback.
    • Starting balances for newly-hired employees will be updated in HBS on a couple of day delay until the process can be automated.

    In response to the executive order issued on March 16, 2020 by President Napolitano, HBS has been updated to allow employees to report and track paid administrative leave as it relates to COVID-19. Guidance on remote work provisions and paid leave in response to the coronavirus can be found in the COVID-19 Manager Guide.

    A new pay code, COVID 19 Paid Admin Leave, is now available in HBS to report administrative leave with pay as a result of COVID-19. Employees may use the “Leave Requests” tab to request approval from their supervisor in advance before recording leave in HBS as COVID 19 Paid Admin Leave.

    • If an employee has already recorded COVID-19 leave as Other Paid Leave/Absences in HBS, please request a history timesheet change or submit a Time Maintenance Form (TMF) to record this leave as COVID 19 Paid Admin Leave. Corrections can be made going back to the effective date of the order, March 1, 2020.
    • All employees have received a one-time allotment of up to 128 hours of paid administrative leave which can be viewed on the “Balances” tab in HBS.
      • The total number of hours for variable employees was prorated based on a look back at the hours worked in four prior biweekly pay periods.
      • The total number of hours for those who work a fixed schedule was prorated based on their appointment percentage.
    • Paid administrative leave will be recorded on the distribution of payroll expense (DPE) and earnings statements as RGC – Regular Paid Leave.

    For questions regarding how to record paid administrative leave in HBS, contact the Controller’s Office Solution Center.

  • In response to the COVID-19 situation, UCSF is instituting an organization-wide grace period for Vacation Leave/PTO accrual maximums effective April 2020. Employees that are at or close to their Vacation Leave/PTO accrual maximum will not need to submit individual requests. Employees will continue to accrue for future accrual cycles above their maximum without losing hours for the next 4 months.

    Vacation/PTO accrual maximums will be increased in HBS to reflect this grace period. Employees should expect to see this change with the April 1 biweekly and monthly accrual posting cycle.

    For questions, contact:

    Additional guidance for employees is available on UCSF’s COVID-19 resource website.

Accounting and Reporting

  • Consult the following resources and dates to ensure you are prepared for fiscal year-end close activities.

    Presentation

    If you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on June 8, watch the recorded session and review presentation slides on the Controller's Office website.

    Year-End Key Dates 2021

    As we prepare for year-end, note the following key dates:

    • June Prelim Close: Friday, July 9
    • June Interim Close: Friday, July 23
    • June Control Point Final Close: Tuesday, July 27

    These key dates and other close deadlines are available on the General Ledger Monthly Schedule.

    Guidelines for Transferring Across Funds

    As a reminder, rules for making transfers across funds using net position transfers or expense reclassifications are established by Budget and Resource Management and have been updated recently. Refer to Guidelines for Transferring Monies Across Funds available on the Budget and Resource Management website should you have questions or need clarification.

    Guidance for Funding Extraordinary Expenses Related to COVID-19

    As a reminder, journals to support extraordinary COVID-19 related expenses recorded using Project 2014758 must be completed no later than the appropriate fiscal year-end close deadline for FY 2020-21 balances. Review the Guidance for Handling Financial Implications of COVID-19 on how to apply funding sources to support these expenses. Please complete journals to support expenses as early as possible to avoid last-minute delays. Contact your Control Point financial leadership with any questions. Questions can also be addressed to [email protected].

    Scheduling Reports

    You can use the scheduling feature in MyReports to automate production and delivery of your reports for the June Prelim, Interim, and Final Close. To use this feature, schedule your desired reports to run "At campus month-end close." The MySchedule function will deliver the report the day after the close date (e.g., on Saturday, July 10 for June Prelim) and notify the designated recipients by email. Read more about fiscal year-end and MyReports.

    Contact

    If you have questions about fiscal year-end close, contact General Accounting & Reporting at [email protected].

UCSF Business Partners

  • Net position balances for Project 2014758 must be zero at the Dept ID-Fund-Project level no later than June 30, 2021. As a result, journals to support extraordinary COVID-19 related expenses recorded using Project 2014758 must be complete no later than the appropriate fiscal year-end close deadline for FY 2020-21 balances. Review the following guidance on how to apply funding sources to support these expenses.

    General Guidance

    Policies regarding the recording of extraordinary COVID-19 expenses can be found on the Guidance for Handling Financial Implications of COVID-19 page of the UCSF Finance website. Campus departments are asked to record extraordinary expenses related to COVID-19 in Project 2014758 and are expected to use their reserves or other appropriate funding sources to support these expenses. Please note that no FEMA reimbursements have been received to date, and the likelihood of any substantial reimbursement is low.

    Funding for Expenses Recorded in Project 2014758

    Departments must identify funding sources to support all costs charged to this project. Because UCSF needs to retain the ability to identify the extraordinary expenses related to COVID-19 for a variety of critical reporting purposes and to facilitate reimbursement claims, follow these instructions:

    • Using discretionary funds (except gifts, sponsored projects, or recharges): Do not move expenses out of Project 2014758, but instead, transfer funding in to support costs at the Dept ID-Fund-Project level. Please note that journals providing funding must use the same fund in which the expense is recorded; cross fund transfers are not allowed.
    • Using gifts, sponsored projects, or recharges: Transfer expenses out of Project 2014758 into the appropriate gift, sponsored project, or recharge and add the appropriate Flexfield:
      • Sponsored projects: Flexfield SPCVID
      • Gifts and Endowments (not COVID-19 gifts): Flexfield COVID (optional)
      • Recharges: Flexfield COVID (optional)

    Note that expenses posted to Project 2014758 without offsetting funding in the corresponding Dept ID-Fund will incur STIP charges.

    Expenses Recorded in Other Projects using Flexfields

    No action is required as long as the cost is covered.

    New and Continuing COVID Expenses

    Continue to follow the guidance linked above to record extraordinary COVID-19 expenses in Project 2014758 or other sources and process the appropriate journals to transfer funding to cover expenses.

    Please complete journals to support expenses as early as possible to avoid last-minute delays; all actions must be completed no later than the appropriate fiscal year-end close deadlines for 2020-21 balances. Contact your Control Point financial leadership with any questions. Questions can also be addressed to [email protected].

  • UCSF Guidance for Handling Financial Implications of COVID-19 is now available on the UCSF Finance website. This document provides guidance primarily for campus units. It will be updated and expanded as the situation continues to evolve.

Student Accounting

  • To help facilitate the availability of funds during the COVID-19 pandemic, the Controller’s Office and Supply Chain Management are offering a direct deposit option for Visiting Scholar non-payroll stipend disbursements. Visiting Scholars can now complete the non-payroll direct deposit form to have funds deposited directly into their bank accounts, instead of receiving a paper check.

    For more information contact the Student Accounting Service Desk at [email protected].

Contracts and Grants Accounting

  • Please be advised of an important change in federal flexibilities related to salaries and benefits on federal awards provided in Office of Management and Budget (OMB) memorandums M-20-17 and M-20-26.

    As of October 1, 2020, salaries and related benefits should not be charged to federal awards for individuals who are unable to perform any work on those awards. We believe that very few Principal Investigators should be impacted, as research continues at UCSF both onsite and remotely, in some capacity. However, should there be a resurgence in COVID-19, and a reduction in our ability to conduct research in the future, additional flexibilities may be needed.

    The Council on Governmental Relations (COGR), the Association of American Universities (AAU), the Association of Public and Land-grant Universities (APLU), the Association of American Medical Colleges (AAMC), the American Council on Education (ACE), and the American Association for the Advancement of Science (AAAS) have submitted a joint letter to the Office of Management and Budget (OMB) requesting a reinstatement of flexibilities provided in the subject memorandums.

    The Office of Sponsored Research and Contracts and Grants Accounting will update the campus if any additional guidance is provided by OMB, or particular sponsors (e.g. NIH). If you have any questions or concerns, please contact Winona Ward or Ellyn McCaffrey.

  • In conjunction with campus leadership and the Office of Sponsored Research (OSR), Contracts & Grants Accounting (CGA) is working to monitor, identify, and capture the impact to sponsored funding as implications of COVID-19 continue to evolve and more information is provided.

    Additionally, UCSF Guidance for Handling Financial Implications of COVID-19 is available on the UCSF Finance website. This document provides guidance primarily for campus units. It continues to be updated and expanded as the situation evolves.

    CGA is working to ensure continuity of services during this period. Additionally, most agencies and sponsors are being flexible in meeting invoicing and reporting deadlines. Please consult your specific agency or sponsor for more detail and alert the appropriate CGA staff member if there are delays.

    Recording of Sponsored Research Expenses Related to COVID-19

    To better manage and track expenses related to COVID-19, the Controller’s Office has created two new Flexfields to be used when posting or transferring expenses for activity that can be directly related to COVID-19:

    • Sponsored activity - SPCVID
    • Non-sponsored activity – COVID

    An example of how to use these Flexfields is as follows:

    Research labs and facilities are supporting the needs of UCSF Health with the transfer of personal protective equipment and other supplies to be used in UCSF hospitals and clinics during this pandemic. UCSF Health has designated the following chartstring for this specific purpose: SFHEA-5020-875302-1111111-42-COVID, with Alt Account 64414.

    If originally purchased using sponsored research funding, departments should submit a cost transfer (545 source code) to move the cost associated with these materials to UCSF Health.

    • The sponsored project chartstring should be credited with the addition of Flexfield SPCVID.
    • The UCSF Health chartstring *SFHEA-5020-875302-1111111-42-COVID, with Alt Account 64414, should be debited.

    *This UCSF Health chart string should be used only for this purpose and should include supporting justification for any allocation methodology.

    Consult UCSF Guidance for Handling Financial Implications of COVID-19 for additional guidance and examples of recording expenses related to COVID-19.

    Guidance on Allowability of Costs

    Two categories of COVID-19 related charges have been identified:

    • Those that are extraordinary and would not have been incurred except for the current circumstances we find ourselves in, or
    • Those costs that may be allowable, or continue to be allowable, depending on agency or sponsor guidance.

    CGA is continuing to work to identify the allowability of costs associated with the disruptions to sponsored projects stemming from COVID-19. Please first follow UC travel policy and guidance found in Travel Policy & Regulations Governing Travel (G-28) when canceling or rescheduling travel. Remember, all credits or refunds that are received should offset charges on sponsored projects. Travel that is booked at a later date using these credits should be then posted onto the benefiting project. Other expense categories are dependent on ongoing guidance and are agency and sponsor specific. As we receive more information, we will post updated direction for other extraordinary and/or non-cancellable costs.

    Keep in mind that in order for a cost to be allowable on a sponsored project, it will require consistent treatment across all funding sources. We will continue to share information with the UCSF research community as it becomes available from Federal funding agencies.

    Resources from Federal Agencies and Other Sponsors

    Federal Agencies and other research-related organizations are continuing to provide guidance around this ever-changing situation. These notices and guidance are being captured on many different sites across campus and research administration organizations including federal and private announcements and FAQ’s.

    The Office of Sponsored Research is maintaining a detailed list of agency issued guidance. This page also provides information on the impact to research funding, funding opportunities related to COVID-19 and additional resources.

    UCOP is also tracking notices and relevant publications via the Research Policy Analysis and Coordination (RPAC) unit. Their Policies & Guidance Updates page provides daily listings of guidance, articles, updates and other pertinent information for the research community.

    Another good resource for the research community includes the Council on Governmental Relations (COGR). They previously had released FAQs Regarding COVID-19’s Impact on Federal Awards to provide guidance arising to administration of federal awards during this continually evolving situation. They are also capturing Institutional and Agency Responses to COVID-19 and Additional Resources.

    Recent publications include:

    • Office of Management and Budget (OMB) has issued memorandums M-20-17 and M-20-18 addressing administrative relief for recipients and applicants of federal financial assistance impacted by COVID-19 and managing federal contract performance issues associated with the Novel Coronavirus, respectively.
    • The National Science Foundation (NSF) issued Important Notice No 146 which is their response to the implementation of Office of Management and Budget (OMB) Memorandum (M-20-17). They continue to update their website for the research community to provide detailed guidance on the Coronavirus (COVID-19).
    • The Department of Defense (DOD) has issued FAQs providing updates to their previously released guidance.

    The UCSF community can access the latest updates and guidance on UCSF's COVID-19 resource page.

  • UCSF Contracts & Grants Accounting (CGA) is working to identify the allowability of costs associated with any disruptions to sponsored projects stemming from the coronavirus. Please first follow all UC travel policy and guidance found in Travel Policy & Regulations Governing Travel (G-28) when canceling or rescheduling travel. As the situation continues to evolve and we receive more information, we will post updated direction for other extraordinary and/or non-cancellable costs.

    UCSF Guidance for Handling Financial Implications of COVID-19 is now available on the Budget and Resource Management website. This document provides guidance primarily for campus units. It will be updated and expanded as the situation continues to evolve.

    Federal Agencies are beginning to provide guidance around this ever-changing situation. They include:

    • Office of Management and Budget (OMB) issued a memorandum M-20-11 addressing relief for recipients and applicants of federal financial assistance impacted by COVID-19.
    • The National Institutes of Health (NIH) has issued two Notices regarding grant management arising in relation to COVID-19:
      • NOT-OD-20-083 which addresses some general questions on proposal submission and award management.
      • NOT-OD-20-086 informs the research community of short-term administrative flexibilities identified that apply to NIH applicants and recipients conducting research activities.
    • The Council on Governmental Relations (COGR) released FAQs Regarding COVID-19’s Impact on Federal Awards to provide guidance arising to administration of federal awards during this continually evolving situation.
    • The National Science Foundation (NSF) developed a new website for the research community with detailed guidance on the Coronavirus (COVID-19). They have also issued frequently asked questions for applicants and recipients conducting research activities with the NSF related to or affected by COVID-19.

    Keep in mind that in order for a cost to be allowable, it will require consistent treatment across all funding sources. We will share more information with the UCSF research community as it becomes available from Federal funding agencies.

    The UCSF community can access the latest updates and guidance, on UCSF's COVID-19 resource page.

Cash Handling and Petty Cash Administration

  • As part of COVID-19 recovery efforts, UCSF Merchant Services has enabled the following to help ensure the health and safety of the UCSF community.

    • Temporary Waiver of Signature Requirement: UCSF Merchant Services and the Controller’s Office are suspending the payer signature requirement for payments made with a credit card during the COVID-19 pandemic.
    • Contactless Payments Active on all Bluefin P2PE Credit Card Payment Terminals: contactless payment methods (e.g., Apple Pay, Samsung Pay, Google Pay, tap-and-go cards, mobile wallets) are activated for all patient-facing Bluefin PAX P2PE devices. This allows our staff to maintain physical distancing while collecting payments, eliminates the need for patients to physically touch the pin pad or signature pen, and greatly reduces the risk of contamination of the device itself.

    UCSF Merchant Services encourages all merchants to review and update their payment operations in order to take advantage of the benefits of contactless payments. For assistance with updating your operations to prepare for contactless payments, contact UCSF Merchant Services at [email protected]

  • As UCSF has escalated actions to limit the spread of COVID-19 by implementing telecommuting and social distancing practices, the reduction in on-site work has impacted some departments' ability to perform daily credit card processing functions, including timely issuing of credit card refunds. To safeguard UCSF’s reputation and protect our patients, guests, and students from theft and fraud, Merchant Services is providing the following temporary guidelines to ensure the effective processing of credit card refunds, an essential operational function.

    Instructions for Merchants with Gateway Access with Cardholder on the Phone

    • Upon logging into the payment gateway, run a transaction search for the original transaction based on date range.
      • DO NOT ask for the full credit card number over the phone.
    • Confirm the original transaction based on one of the following combinations:
      • Transaction date and last four (4) digits of the card PAN, or
      • Transaction date and card holder name.
    • Click the refund link (or the refund tab) to process a full or partial refund.
    • If an automatic email receipt is not generated and the customer wants to receive an email receipt for the refund, enter the customer email address in the customer email field.

    Instructions for Merchants without Gateway or Terminal Access with Cardholder on the Phone

    • Collect the following information from the customer:
      • Last four (4) digits of credit card number
      • Refund amount
      • Original transaction date
    • Email [email protected] to obtain a Special Processing Request Form for Refund.
    • Complete the form, including your Merchant ID and the information collected from the caller.
    • Email the completed request form to [email protected]
      • The body of the email MUST include the department’s authorization in order for the refund to be processed.
    • The Controller's Office Cash and Controls team will process a request for exceptional refund with the UCSF Merchant Bank on behalf of the UCSF Merchant.

    Please note that the Merchant may be requested to provide proof of the original transaction at a later time.

    If you have any questions, contact UCSF Merchant Services at Merchant.Ser[email protected].

  • The drop safe location at Zuckerberg San Francisco General Hospital and Trauma Center (Building 20, 4th Floor) is temporarily unavailable during the COVID-19 response. The Cash and Controls Team is reaching out to departments to provide alternative drop safe locations to make deposits during the closure. If you have questions or need additional support, please email [email protected].

Gift and Endowment Funds

  • In response to the COVID-19 outbreak, many in our UCSF and Bay Area communities have inquired about how they can help support our response and address the urgent needs of our patients. For ways you can support our efforts during this critical time, please visit the Novel Coronavirus (COVID-19) Resources site. For those considering a gift to support UCSF’s COVID-19 (Coronavirus) Response Fund, please visit the COVID-19 (Coronavirus) gift site.

    Processing of Financial Gifts

    For departments receiving financial gifts in the form of checks, please deposit checks to the gift lockbox. Instructions for submitting gifts to the lockbox can be found on the Gift & Foundation Accounting page on the Controller’s Office website.

    In-Kind Receipt Requests

    For in-kind donation receipts and questions, excluding food donations, please contact Covina Tonel, UCSF Gift Administration at [email protected]. Include the following details in your request:

    • description and amount of item(s) donated,
    • donor name, and
    • approximate dollar value of item(s) donated.

    Food Donations

    We greatly appreciate the outpouring of consideration for our frontline staff. As you can imagine, our operations are heavily impacted. Due to the logistics around receiving, storage and distribution, UCSF is not accepting food donations at this time. We encourage anyone wishing to make food donations to consider helping the broader community who may be food insecure including the elderly who may be home-bound.

    If you have questions, contact Janet Jones, UCSF Gift & Foundation Accounting at [email protected].

  • Contracts and Grants Accounting
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  • General
    The Controller's Office needs your help. We invite you to share information about how you use the Controller's Office website by completing this brief survey (opens in new window). We appreciate you taking the time to share your thoughts on how we can continue to improve. Your feedback will help us understand how to better meet the information needs of the UCSF community. Thank you!
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From the Controller’s Office is distributed monthly, with urgent updates when needed, to individuals on the following listservs: MyReports, PeopleSoft, UCPath (UCPath-Users), and Campus Administrators (CA-List). Membership is updated every 24 hours. Individuals cannot be manually removed from these lists.

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