News from the Controller's Office

Accounting and Reporting

  • To assist departments with the tracking of unapproved verifications, the General Ledger (GL) Verification Tool recently began sending email notifications of unapproved items. Designated Approvers will receive a monthly email informing them of all verifications pending their approval by accounting period and department.

    Additional features within the GL Verification Tool allow departments to review verification and approval status reports and perform monthly trend analysis. Review additional training materials on the General Ledger Verification page of the Controller’s Office website. If you need assistance, email [email protected].

  • Fiscal year-end close is approaching! If you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on May 31, watch the recorded session and review presentation slides on the Controller's Office website. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.

    Year-End Key Dates 2022

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

    • June Prelim Close: Wednesday, July 13
    • June Interim Close: Friday, July 22
    • June Control Point Final Close: Wednesday, July 27

    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., for June Prelim on Thursday, July 14) and notify the designated recipients by email. See the Managing and Scheduling MyFavorites in MyReports job aid for detailed instructions.

    Contact

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

Cash Handling and Petty Cash Administration

  • To help ensure your department has captured and accurately reported all department revenues by fiscal year-end, this is a reminder to check if any revenues from your expected receipts list have arrived and are logged on UCSF’s unclaimed cash, ACH, and wire payments list. Funds deposited into UCSF’s campus bank account are often intended for campus departments and must be claimed to move them to the appropriate chartstring.

    The Controller’s Office maintains listings of all unclaimed items received to the campus bank account. If you see receipts that belong to your department, prepare a cash journal in PeopleSoft to claim your funds.

    If you need further assistance, contact the Cash & Controls team.

  • During the pandemic, merchants experienced more losses to fraud due to a significant increase in card-not-present transactions. We will likely continue to see an increase in fraud as we move to a post-pandemic world. According to the Nilson Report (opens in new window), payment card industry losses due to fraud will amount to $408.50 billion over the next 10 years.

    UCSF’s merchants need to understand how credit card fraud can happen and its consequences. Review these important tips for detecting a common type of credit card fraud activity – known as card testing - and for protecting your merchant account.

     

    Credit Card Fraud and Card Testing

    Credit card fraud can take many forms, including:

    • Card-not-present (CNP) fraud: Occurs without the use of the physical card, mainly online.
    • Counterfeit and skimming fraud: Occur when card details are taken illegally, directly from a credit card using a device hidden in a regular card reader called a skimmer, to create a counterfeit credit card.
    • Lost and stolen card fraud: Occur with cards that have been lost or stolen.
    • Card-never arrived-fraud: Occurs on cards ordered by a customer that they never receive in the mail.
    • False application fraud: Occurs when an account is established using someone else’s identity.

    Card testing is a type of fraudulent activity where a payment or payment authorization is made to determine whether stolen credit card information is valid in order to use it to make purchases later. For example, fraudsters may purchase stolen credit card information and then attempt card testing to validate which cardholder data are still valid.

    Card testers use two common methods to determine whether stolen card information is valid. Testing activity could happen against any merchant’s account – including accounts at UCSF.

    • Authorizations: Fraudsters prefer to test cards via payment authorizations. Because authorizations do not usually show up on cardholder statements, cardholders are less likely to identify or report this activity.
    • Payments: Card testers usually make small dollar value purchases that are less likely to be identified and reported as fraudulent. Donation sites and businesses that normally have small value purchases are ideal targets for card testers.

    As manual testing requires considerable time and labor, fraudsters often program networks of compromised computers (known as bots) to make many small dollar value purchases as quickly as possible. Purchases may be from the same card information or from multiple cards.

    Card testing attacks can leave a merchant with expenses from authorization processing fees, not to mention the resource costs to correct the damage. Additional consequences of card testing include:

    • Disputes: Card testing may result in successful payments. Cardholders who notice these payments will report them as fraud to their credit card company, requiring time and effort to resolve.
    • Higher Decline Rates: Card testing causes a high rate of declined sales. A high decline rate damages UCSF’s reputation with card issuers and card networks, which makes all of UCSF’s transactions appear riskier. This can result in an increased decline rate for legitimate payments, even after card testing stops due to the merchant account being locked.
    • Additional Fees: Card testing activity can result in additional fees, including authorization fees, chargeback fees, and dispute fees.

     

    How To Tell If Your Merchant Account Has Experienced Card Testing

    Card testing has negative impacts on UCSF’s entire financial system. UCSF Merchant Services, the Controller’s Office, and our merchant banks want to help you detect and stop it. If you see any of the following, there is a good chance that your merchant account is experiencing a card testing attack:

    • Any unexpected or sudden spike in your average daily transactions
    • Repeated small transactions from the same credit card number or IP address
    • A large number of authorization failures, which could indicate that a fraudster is testing combinations of credit card details looking for valid information
    • A large number of Address Verification Service (AVS) alerts
    • A sudden increase in the number of credit cards declined
    • Declines with CVV errors, which often occur when the fraudster does not have the correct Card Verification Value (CVV) information

    As a last line of defense, the Controller’s Office will receive a notice from our merchant bank informing us of suspected fraudulent activity. UCSF Merchant Services will research the activity, notify the affected merchant, and work with the merchant to remediate the damage.

    If you experience any of the above, contact UCSF Merchant Services immediately.

     

    Best Practices to Protect Your Merchant Account

    No single method can prevent card testing fraud. Review these best practices and reach out to UCSF Merchant Services to discuss how to best protect your merchant account.

    • Establish minimum thresholds: It is common to see card testing transactions for very low amounts, usually less than five dollars. The smaller the charge, the less likely it is to attract attention that results in the cardholder reporting the fraudulent activity. If possible, a merchant should request a minimum value that is as high as possible while still being appropriate for the business. This is especially true for donation sites.
    • Apply velocity limiters: Our credit card processors have several tools to track not only transaction totals, but also other specific data elements called velocity checks. These tools identify potential fraud based on the rate at which a buyer submits multiple transactions. A buyer is identified based on a variety of factors including (but not limited to) email address, IP address, device fingerprint, card number, first name, and last name. UCSF Merchant Services will help you determine if and how velocity tools can help you prevent fraud.
    • Require CAPTCHA for online payments: CAPTCHA is an effective challenge-response test technology used to determine if a user is human. CAPTCHA can sometimes block automated scripts used by card testers.
    • Keep merchant account details secure: Don’t publish your account information, especially your API key.
    • Monitor refund requests: Merchants should never issue a refund on any card other than the card from the original transaction. There may be circumstances when another approved refund process is preferred or necessary. A merchant should work with UCSF Merchant Services to document their Controller’s Office approved alternate refund processes. However, if you suspect a refund request may be fraudulent, contact UCSF Merchant Services before issuing the refund.

    There is no single solution that can prevent card testing fraud. Merchants need to use a combination of best practices and risk tools at every stage, from account events to transaction requests, to successfully counter credit card fraud. Through this multilayered approach, we can protect UCSF from credit card fraud.

Contracts and Grants Accounting

Payroll

  • The fiscal year-end funding rollover program is scheduled to run at the end of June 2022. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.

    About the Fiscal Year-End Funding Rollover Process

    Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath Center run the fiscal year-end funding rollover process to create funding distributions for unexpired fund sources for the next fiscal year. This eliminates the need to re-enter funding for payroll distributions that continue beyond the current fiscal year.

    The rollover process determines how position funding is established for the next fiscal year.

    • If the position’s Funding End Date is blank, the rollover process will create a new funding distribution row for the new fiscal year.
    • If the position’s Funding End Date has expired, the rollover process will replace the expired funding chartstring with the department default chartstring.
    • Position funding chartstrings containing inactive projects will be replaced with the department default chartstring.

    Fiscal Year 2021-22 Dates, Deadlines, and Actions

    Date/Deadline Department Action UCPath Action
    June 23 No department action required. Academic renewals for HCOMP faculty July 1 extensions will be updated in UCPath through a mass academic renewal process. Includes only renewals approved through APRP.

    By June 23

    Review current fiscal year funding distribution lines and make any updates required for funding changes to roll forward into the next fiscal year. As a best practice, the Funding End Date should be left blank for all distribution rows.  
    By June 23 Funding Entry Approvers review and approve/deny all funding entry updates required for funding changes to roll forward into the next fiscal year.  
    From 8 a.m. on June 24 to 12 p.m. on June 30 Funding entry freeze: updates prohibited during Fiscal Year End Funding Rollover processing. UCPath Center will execute the Fiscal Year End Funding Rollover process for position funding created using the Salary Cap / Multiple Component of Pay (MCOP) Funding Worksheet as well as non-MCOP funding created using the main Funding Entry page.

    Beginning July 1

    Funding Entry Initiators can enter new funding for faculty with no compensation change who need to have their funding sources reallocated.

     
    Beginning July 1 Departments review position funding in MyReports for distributions appearing on the department default chartstring (i.e., Project = 2222222). Funding entry updates should be initiated and approved before the next funding entry deadline.  
    By July 3 No department action required Academic renewals for July 1 compensation will be updated in UCPath through a mass academic renewal process. This date is tentative and depends on UCPath Center deadlines.
    Beginning July 5 For faculty who receive a July 1 compensation change, have distributions set up on capped funding sources and have a compensation rate that is over the salary cap, Funding Entry Initiators must enter new funding using the Salary Cap/MCOP Funding Worksheet to align distributions with new component pay amounts.  

    Help Resources

  • A new reference guide is available to help you understand key topics related to your vacation and paid time off (PTO) leave. Understanding Leave Balances in HBS and UCPath addresses:

    • How and when leave accruals and service credits are calculated
    • Differences between viewing leave balances in UCPath and HBS
    • Understanding vacation/PTO maximum caps
    • Requesting vacation/pto maximum grace period exceptions

    We know that navigating your leave balance information can be complicated, as different policies apply based on an employee's applicable policy or collective bargaining agreement. Do you have questions about your leave balances or how to request leave and leave extensions? Start by contacting the Controller's Office Solution Center; we can help determine how to best address your issue.

  • All salary cost transfers (Direct Retros) for payroll that originated in UCPath must be approved by 5 p.m. on July 5 in order to be recorded in fiscal year 2021-22. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 5. The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end.

    Review the following reminders to help minimize delays in processing salary cost transfers in UCPath in preparation for year-end close.

    Confirming Valid Chartstrings

    When submitting a Direct Retro, UCPath will perform a chartstring validation on the “new data” chartstrings. Although “old data” chartstrings are not validated during the submission process, it is equally important that these chartstring are valid at the time of processing. If a Direct Retro is reversing expenses on an “old data” chartstring, that chartstring must also be valid at the time of posting to the General Ledger. If it is not valid, the reversing salary and benefits will post to the payroll suspense account.

    • When performing a salary cost transfer check that sponsored projects are active by using the chartfield validator in PeopleSoft (MyAccess login required).
    • Contact your CGA Service Team to verify that sponsored projects will remain open during the entire salary cost transfer transaction processing period (submission, approval, batch processing, and posting to the General Ledger).

    Using the Distribution of Payroll Expense (DPE) Report to Prepare Direct Retros

    The Distribution of Payroll Expense (DPE) report is an important tool for reviewing payroll expenses in preparation for submitting a salary cost transfer. As a best practice, use DPE data to identify specific payroll expense transactions requiring salary cost transfer adjustments.

    The UCPath Direct Retro online page does not always reflect all of the detailed debit and credit lines by earnings period or earnings date. You may only see a ‘net’ amount by earnings code and chartstring within UCPath Direct Retro pages. In addition, for each paycheck the UCPath Direct Retro page could display a combination of data across earnings periods, including:

    • regular salary expenses for the current earnings period
    • leave expenses (e.g., vacation, sick, holiday) and the corresponding offsetting lines for the prior earnings period which are reported in arrears for monthly employees

    MyReports provides the option to run the DPE report by Accounting Period or Earning Period.

    • Reports run by Accounting Period will show all payroll transactions that were posted in the selected data range. This is the default setting.
    • Reports run by Earning Period will show all payroll transactions that were earned in the selected date range.

    When reconciling effort percent by month, run the DPE report by Earning Period to view all transactions associated with an earnings end date, including leave transactions for the earnings period that may have posted in arrears in the next accounting period. Any adjustments required for a specific month should be based on the complete information by earnings end date provided in the DPE report.

    Addressing Issues Related to Prior Period Leave Redistribution

    Review the latest update on Prior Period Leave Redistribution (opens in new window) emailed to current UCPath salary cost transactors on May 10, 2022, and reviewed during the May 11 office hours session. A subcommittee of the UCSF UCPath Customer Advisory Board developed guidance and reports to help UCPath transactors and department finance managers identify leave transactions that require correction and determine whether to make a manual correction or wait for the Mass Leave Correction (MLC) process.

    The UCPath Center will run an enhanced Mass Leave Correction process in June. The dates for the running of the MLC will be shared once known.

    Please contact the Controller’s Office Solution Center if you need further assistance.

  • The Mass Funding Upload Template for UCPath Funding Entry was updated recently to streamline processing. This template provides the option to update funding through a mass file upload for multiple employees who are not funded using the Salary Cap/MCOP Funding Worksheet.

    Users should download the latest version of the template with each submission and review instructions in the first tab. It is important to note the following guidelines:

    • Data provided for each position must represent a complete funding entry. All rows for each ERN code must total 100% (as is required when entering funding in UCPath).
    • Email completed templates to [email protected]. A ServiceNow incident ticket will be created to track progress.
    • Normal funding entry deadlines apply. Please allow a two-day lead time for processing.
    • Any position numbers containing errors will be reported back to you through the incident ticket; corrections for these position can be resubmitted or entered manually using the main Funding Entry page in UCPath.

    If you have questions about preparing or submitting a mass funding upload, contact the Controller’s Office Solution Center.

  • 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.

MyReports

  • In recent months, MyReports users may have noticed an increase in occurrences when the nightly refresh runs later than 7 a.m. The recent increase in refresh processing time is mainly attributed to an increase in daily transactions and related processing in the source systems that feed MyReports.

    MyReports continues to be available on days when a nightly refresh batch runs longer than expected. When accessing MyReports prior to the batch completion, all data except the prior day’s activity is available for reporting. On days when refresh processing will not finish before 7 a.m., alerts within the application keep users apprised of the refresh status until it has completed.

    Example one: sample announcement in MyReports

    Example two: sample announcement in MyReports

    The Controller’s Office is facilitating a cross-functional review with our integration partners to examine technical infrastructure and business processes with the aim of reducing processing times and providing refreshed reports by 7 a.m. Look for updates on these efforts in future editions of the Controller’s Office Newsletter.

  • This month, authorized MyReports users can access a new Employee and Position Salary Report. Based on a proposal from the MyReports Campus Advisory Group, the report provides employee salary information on a fiscal year basis. Salary amounts are sourced from UCPath compensation and recurring additional pay records and are aggregated into the compensation types of Base Salary (X), Negotiated Salary (Y), and Other Compensation (Z).

    MyReports users with the HR Data role can access the new report from the HR Data Reports tab. Users may need to clear their web browser cache for the new report to appear.

    To learn more, review the new job aid in the MyReports section of the Controller's Office website. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.

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 [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].

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    Based on input from the MyReports Campus Advisory Group, two new columns have been added to the Transaction Detail Report (TDR) to provide additional details about accounts payable transactions:  Invoice Number  Voucher Line Description (for vouchers entered since July 2021) Use the Display Columns filter to include the new columns and tailor...
  • MyReports
    The McKesson AP Detail Report was recently enhanced with the following new data fields and improved functionality.  Filter Enhancements  A new Display Codes and Descriptions filter allows for tailoring of the display of chartfield information, available on both the filter page and the On Screen HTML report output.  Report Sort 1...
  • Payroll
    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...
  • Payroll
    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....
  • Contracts and Grants Accounting
    The Post Award Management (PAM) training series 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: February 17, 2022: PAM2 - Award Acceptance and Setup for Sponsored...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, March 24, 2022, from 9:30 - 11:30 a.m. via Zoom. We will use the Research Administration Town Hall Chatter Group to communicate further details about the March Town Hall, including the agenda and the Zoom webinar link. Planning is underway to migrate the Research Administration Town Hall Chatter Group...
  • Contracts and Grants Accounting
    You can now download the Award Verification Tool mobile app for your Android devices. The mobile app provides convenient access to the Award Verification Tool and is designed to help you complete essential tasks including reviewing projects and verifying awards when you are away from your computer. How to Access the Mobile App You must enroll your Android or Apple iOS device using the Intune...
  • Payroll
    All employees can now access their 2021 W-2 in UCPath online. Employees who requested an electronic version of their W-2 received an email notifying them of the online availability. Employees who did not select an electronic version may still access their W-2 in UCPath online and will also be mailed a printed W-2 no later than January 31, 2022. To access your W-2, log into UCPath using...
  • Payroll
    In October 2021, we identified a UCPath defect resulting in missing leave expense transactions in the Distribution of Payroll Expense (DPE) reports and the General Ledger (GL). The defect was the result of the UCPath GL process marking leave expense lines and the offsetting reversing regular earning expense lines as “do not post” when the net impact of the lines summed to zero at the chartstring...
  • Payroll
    The UCSF chartstring validation interface with UCPath will be updated later this month to allow for more flexibility when validating sponsored award chartstrings on Funding Entry and Salary Cost Transfer pages in UCPath. Currently, Funding Entry and Salary Cost Transfer Initiators encounter combo edit errors when entering chartstrings where: A future effective dated funding entry distribution...
  • Payroll
    Beginning in February UCPath transactors will be able to enter funding subject to a salary cap for a biweekly paid employee directly in the main Funding Entry and Direct Retro pages without being routed to the Salary Cap/MCOP Worksheet. The existing Salary Cap/MCOP Worksheet was designed to enforce salary cap compliance for salaried employees paid monthly and cannot correctly calculate salary cap...
  • Contracts and Grants Accounting
    On February 10, 2022, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2022 salary limitation under NOT-OD-22-076. NIH is currently operating under a Continuing Resolution. The “Continuing Appropriations Act, 2022” (Public Law 117-70) applies the terms and conditions of the Consolidated Appropriations Act, 2021. These terms and conditions of the...
  • Contracts and Grants Accounting
    The Post Award Management (PAM) training series 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: January 27, 2022: PAM1 - Compliance for Sponsored Projects February 17, 2022...
  • Cash Handling and Petty Cash Administration
    To ensure petty cash is properly accounted for and that records are accurately stated, petty cash verification letters will be distributed via DocuSign to petty cash custodians in early January. Custodians must complete and return their verification letters no later than Monday, February 14, 2022. Failure to comply with the required process may result in closure of the petty cash fund. The...
  • MyReports
    The Employee and Position Roster Report now includes details about each UCPath position’s effective status. Two new columns available in all report outputs indicate whether a position is active or inactive: Position Status, with values “A” and “I” Position Status Descr, with values “Active” and “Inactive” Users should clear their web browser cache to take advantage of the new columns....
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, March 24, 2022, from 9:30 - 11:30 a.m. via Zoom. We will communicate further details about the Town Hall in the February Controller's Office Newsletter, including meeting logistics and how to submit topic requests for upcoming Town Hall meetings. If you have questions about the RA Town Hall, email...

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