News from the Controller's Office

Capital Equipment and Accounting

  • University of California (UC) policy BFB-BUS-29: Management and Control of University Equipment (opens in new window) requires the department and its Equipment Custodians to conduct a complete physical inventory of all property assigned to a faculty member or Principal Investigator (PI) who is separating from the University. All discrepancies must be reported to Capital Accounting for further review.

    In no case may the departing faculty member or PI remove University property without first obtaining the appropriate written approvals as outlined in UC policy BFB-BUS-38: Disposition of Excess Property and Transfer of University-Owned Property (opens in new window). Regardless of fund source used, proper disposal procedures must be followed. All disposals and transfers are coordinated through UCSF Logistics.

    Faculty or PIs wishing to transfer equipment to another non-profit institution must make a written request and obtain a multi-tiered pre-approval (Department Chair, Dean, and the Chief Procurement Officer). Except where prohibited under the terms of an award (open or closed), or in cases where an open award is relinquished to the recipient institution, the University reserves the right to disallow no-cost transfer requests and sell all property to the recipient institution at fair value.

    If you have questions or need assistance with the disposition of capital equipment, please contact Capital Accounting.

Contracts and Grants Accounting

  • Effective July 1, 2023, the Facilities and Administrative (F&A) indirect cost recovery rate for State of California funded agreements will increase to 35% for on-campus awards. The indirect cost recovery rate for projects performed off-campus will remain at a maximum of 25% of Modified Total Direct Costs (MTDC).

    Rates as of February 2023 are as follows.

    Period On-Campus Off-Campus
    July 1, 2022 through June 30, 2023 30% 25%
    July 1, 2023 through June 30, 2024 35% 25%

    These rates do not apply to funds originating from a federal award subject to the Uniform Guidance (opens in new window). In accordance with 2 CFR § 200.414 (opens in new window) and 2 CFR § 200.331 (opens in new window), when UC performs as a subrecipient to a state pass-through entity under a federal award, the campus will recover its federally-negotiated F&A rate.

    Additional information about UC rates for indirect cost recovery for on-campus projects funded by State of California agencies is available on the UC Office of the President's website (opens in new window). If you have questions about your state-funded agreements, contact the CGA Service Desk.

  • The next Research Administration (RA) Town Hall will take place on Thursday, June 22, 2023, from 9:30 - 11:30 a.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.

    Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.

Payroll

  • As part of the UC Gender Recognition and Lived Name Policy (opens in new window), UCPath is being upgraded to display an employee’s lived name throughout the system.

    Beginning on June 20, 2023, an employee's lived name recorded in UCPath will display in “Name” fields throughout the system and will be visible to the employee, managers, UCSF transactors, and UCPath Center staff. Legal names will only be visible to authorized users and on pages where the use of a legal name is required.

    Learn more about how UCSF has begun to implement the Gender Recognition and Lived Name Policy (opens in new window) to ensure that all individuals are recognized with their accurate gender identity and lived name.

    Review details below on how to prepare for the UCPath lived name implementation coming June 20.

     

    Implementation Timing

    Implementing lived name in UCPath is one component of a larger upgrade to UCPath’s underlying Oracle PeopleSoft Human Capital Management (HCM) platform, scheduled to go live on June 20, 2023. This upgrade will require a cutover period during which all employees, managers, and transactors across all UC locations will not have access to UCPath.

    • Outage begins: 3 p.m. on Friday, June 16, 2023
    • Outage ends: 9 p.m. on Monday, June 19, 2023

    The IT Service Desk will send out notifications to the UCSF community ahead of this system downtime.

     

    How to Prepare: All Employees

    Employees can log into UCPath online to verify whether they have recorded a lived name, currently referred to as "Preferred Name" in UCPath online. Beginning June 20, labels in UCPath for these name fields will change from “Preferred Name” to “Name”. For employees who do not have a lived/preferred name, "Name" fields will be populated with their legal name. The "Name" in UCPath will then populate the lived name field in UCSF's Identity Management System, Bravura (formerly Hitachi).

    Visit the Office of Diversity and Outreach website (opens in new window) to learn more about the actions you can take now to manage your name and data.

     

    How to Prepare: UCPath Transactors

    Beginning June 20, all UCSF users with a transactor role will see changes to how names are displayed in UCPath. Transactors include 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.

    • Department Funding Entry and Salary Cost Transfer Initiators and Approvers will no longer see legal names when searching for, reviewing, initiating, or approving transactions for employees who have recorded a lived name in UCPath.

    • For central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles, legal names can only be accessed based on specifically developed criteria to ensure privacy. Additional details are being shared by each central team’s project representative.

    The best way to search for employees in UCPath beginning June 20 is to use the UCPath Employee ID, also known as EMPLID. Transactors should use the name that is provided in the "Name" fields in UCPath to identify employees. An employee's name could be a lived name or legal name.

    Transactors should review the Gender Recognition and Lived Name policy and additional resources (opens in new window) available on the Office of Diversity and Outreach website.

     

    For More Information

    Learn more about the policy, gender identity, lived names and pronouns, on the Office of Diversity and Outreach website (opens in new window), where you will find links to resources, tools, and online training.

  • On June 20, 2023, the HBS timekeeping system will display an employee’s full lived name when one is recorded in UCPath. After a prior enhancement in May 2021, HBS currently displays a lived or preferred first name on timesheets when one is recorded in UCPath. HBS will align with the June UCPath Lived Name implementation to display the full lived name on all screens across the timekeeping system.

    Searching by name in HBS will search an employee’s lived name as it is recorded in UCPath. Enhanced HBS search functionality will enable users to search for employees using either their last name, UCSF ID, or UCPath Employee ID (Empl ID). The best way to search for employees in HBS beginning June 20 is to use one of their ID numbers.

    No action in HBS is needed by users at go-live. If you have questions, please contact the Controller’s Office Solution Center.

  • UCPath is upgrading the underlying Oracle PeopleSoft Human Capital Management (HCM) platform from version 37 to version 44. This upgrade will address several defects and will enable future improvements. In conjunction with the upgrade, some UCPath users will experience new enhancements to the Fluid User Interface (UI) navigation in UCPath.

     

    Who Is Affected by This Change?

    Only users with a transactor role will see improved navigation changes in UCPath. Transactors include 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 these navigation changes. However, all users will be affected by a system outage during the implementation weekend.

     

    What’s Changing?

    Users with transactor roles in UCPath will see the following navigation improvements in UCPath:

    • A new color scheme that helps with visual accessibility
    • New toolbar icons for quick access to Recently Visited pages and Favorites
    • Expanded Global Search functionality
    • New Back button functionality

    Users will not experience changes to tile or data entry page functionality.

     

    How to Prepare: All Employees, Managers, and UCPath Transactors

    Enhancements to UCPath will be live on June 20, 2023. The implementation will require a cutover period during which all employees, managers, and transactors across all UC locations will not have access to UCPath.

    • Outage begins: 3 p.m. on Friday, June 16, 2023
    • Outage ends: 9 p.m. on Monday, June 19, 2023

    The IT Service Desk will send out notifications to the UCSF community ahead of this system downtime.

     

    How to Prepare: UCPath Transactors

    Here are the actions that transactors should take before June 16 to prepare for this upgrade:

     

    For More Information

    Additional information about UCPath's PeopleSoft upgrade will 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. UCPath transactors who work in central teams in Human Resources and Finance should direct any questions to their project team member.

  • Note the following UCPath year-end processing timelines, including a revised deadline to submit salary cost transfers for fiscal year 2022-23.

    Final Fiscal Year 2022-23 Salary Cost Transfer Processing

    The UCPath Center has extended the deadline to approve all salary cost transfers (Direct Retros)  in UCPath until 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year 2022-23. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 7.

    Salary Cost Transfer Initiators and Approvers are advised to submit and approve any required Salary Cost Transfers as early as possible. The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end.

     

    Fiscal Year-End Funding Rollover

    The UCPath fiscal year-end funding rollover program is scheduled to run at the end of June 2023. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. The UCPath Center has announced that the freeze period for all Funding Entry Initiators and Approvers will be from 8 a.m. on June 23 until noon on June 29.

    Departments can begin to prepare for fiscal year end by reviewing position funding with end dates set to expire in June. To review the full list of funding rollover actions departments needs to take:

     

Accounting and Reporting

  • Fiscal year-end close is approaching! If you are responsible for any year-end close activities, please attend the year-end presentation on June 8 from 10-11 a.m. (registration required (opens in new window)). 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.

    Key 2023 Year-End Dates

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

    • June Prelim Close: Wednesday, July 12
    • June Interim Close: Friday, July 21
    • June Control Point Final Close: Wednesday, July 26

    In addition, the last day to submit new chartfield requests or to modify chartfield values in PeopleSoft prior to year-end processing is June 23. Exceptional requests made after June 23 will be reviewed on a case-by-case basis.

    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 13) and notify the designated recipients by email. See the Managing and Scheduling MyFavorites in MyReports job aid for detailed instructions.

    Support Contact

    If you have questions about fiscal year-end close, contact the General Accounting Service Desk.

  • As previously announced, UC's Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. UCOP designed the CCOA to create consistency at the systemwide level while allowing UC locations to maintain local charts of accounts within the established framework.

    The Controller’s Office Accounting & Reporting team is leading the initiative to comply with the new CCOA standards by July 1, 2023. Although the structure of our UCSF chart of accounts is not changing, we need to change some of our accounting procedures in order to correctly report financial activity to UCOP in a way that conforms to the new CCOA. The Accounting & Reporting team has discussed these accounting changes with impacted UCSF departments.

    Financial administrators responsible for preparing and approving journals, establishing SpeedTypes, and determining how to record expenses in the General Ledger should review the following changes and update local accounting procedures accordingly. All changes will be in effect on July 1, 2023.

     

    What's Changing?

    1. Journal Combo Edit Validation Rules

    The following new journal entry combo edit rules will be in effect on July 1, 2023.

    • The following subcontract services accounts should be used with sponsored funds only.
      • 51311 - Subaward exp <= $25k 3rd party
      • 51312 - Subaward exp >$25,000 3rd party
      • 51313 - Subaward to other UC campus
    • Account 51314 - Subaward exp 3rd party NonSpon will be created to record subaward expenses for non-sponsored funds.
    • Function Code 76 - Auxiliary Enterprise should only be used with Auxiliary Fund 5300.
    • Function Code 78 - Financial Aid cannot be used with salary expense accounts.
    • Medical Center salary expense accounts 50910 through 50925 can only be used with UCSF Health Business Units.

    As a reminder, PeopleSoft Financials will prevent the use of chartfield combinations that do not pass these validations. Be sure to also update any journal templates and SpeedTypes, including those used for BearBuy purchases and recharge journals.

    Use the PeopleSoft SpeedType Search and Chartfield Validator available from MyAccess (opens in new window) to confirm valid chartfield combinations following the new rules.

    2. Intercampus Recharges and UCOP Allocations

    The Controller's Office General Accounting team will use the following new account codes for intercampus recharges and UCOP allocations.

    Intercampus Recharge: Expense Accounts

    Account Description
    77301 UCB-Recharge Expense
    77303 UCD-Recharge Expense
    77304 UCLA-Recharge Expense
    77305 UCR-Recharge Expense
    77306 UCSD-Recharge Expense
    77307 UCSC-Recharge Expense
    77308 UCSB-Recharge Expense
    77309 UCI-Recharge Expense
    77310 UCM-Recharge Expense
    77311 UCOP-Recharge Expense

    Intercampus Recharge: Revenue Accounts

    Account Description
    77201 UCB-Recharge Revenue
    77203 UCD-Recharge Revenue
    77204 UCLA-Recharge Revenue
    77205 UCR-Recharge Revenue
    77206 UCSD-Recharge Revenue
    77207 UCSC-Recharge Revenue
    77208 UCSB-Recharge Revenue
    77209 UCI-Recharge Revenue
    77210 UCM-Recharge Revenue
    77211 UCOP-Recharge Revenue

    UCOP Allocations

    Account Description
    55604 Trf-Legal Support exp from OP
    55605 Trf-Legal external exp from OP
    52504 Trf-Utilities exp from OP
    55057 Trf-Computer svc exp from OP
    52309 Trf-Other operating exp from OP
    57351 Trf-Vehicle Insurance exp fr OP
    54252 Trf-malpractice Insurance exp fr OP
    49119 Trf-Other revenue from OP

    These transactions are used to eliminate recharge activities on the UC systemwide consolidated financial statements and must conform to the new CCOA reporting requirements.

    3. Funds on Balance Sheet Accounts

    UCSF does not require journal preparers to populate Fund, Dept ID, Project, and Function for journal lines posting to balance sheet accounts (asset and liability account types). However, when reporting financial activity to UCOP, the new CCOA requires that all transactions include Fund codes.

    To meet CCOA requirements, UCSF will post an automated fund allocation journal (using Journal Source Code 579) at month end to populate transactions with Fund 5018 if no Fund has been used. Journal Preparers will not need to change their procedures for recording these transactions.

     

    How to Prepare for the July 1 Implementation

    All users of PeopleSoft Financials, including the Research Administration System and Capital Asset Management, should expect a system outage on Saturday, July 1, 2023. An IT Service Desk Notification will be distributed to PeopleSoft users with further details.

    In order to prepare for these system changes, please note the following dates:

    • Chartfield requests affecting the June and fiscal year-end close must be submitted by June 23, 2023.
    • Departments can resume submitting chartfield requests for Fiscal Year 2023-24 after July 1, 2023.

    The Combo Edit Rules reference guide on the Controller’s Office website will be updated to reflect these changes prior to the July 1 CCOA implementation.

    If you have questions or need assistance recording financial transactions, contact the Controller’s Office Accounting and Reporting team.

     

MyReports

  • Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to incorporate BearBuy Purchase Orders (POs) associated with shipments fulfilled through UCSF’s Inbound Freight Program (opens in new window). Report users can now see the PO Number on the transaction line and can drill to the originating PO directly by clicking the Voucher ID link. This change eliminates the need to run the Accounts Payable/Purchase Order Inquiry Report separately.

    The following example highlights the addition of the PO Number for these transaction rows.

    Prior to enhancement:

    Transaction Type Source Code Account Account Description Transaction Description Journal Date Actual PO Number Voucher ID
    Voucher 426 52104 Pharmaceuticals VANTAGE POINT LOGISTICS INC 5/3/23 25.50   03727829

    After enhancement:

    Transaction Type Source Code Account Account Description Transaction Description Journal Date Actual PO Number Voucher ID
    Voucher 426 52104 Pharmaceuticals VANTAGE POINT LOGISTICS INC 5/3/23 25.50 B002518610 03727829

    Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Payroll

  • Vacation/Paid Time Off (PTO) Maximum Grace Period Exception Ends June 30, 2022

    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.

  • Emergency Paid Sick Leave (EPSL) Extended

    UPDATE: the University has extended the time to use any remaining 2022 EPSL or 2021 EPSL entitlement from September 30, 2022, to December 31, 2022. Read additional details about this change on UCnet (opens in new window). See the 2022 Emergency Paid Sick Leave (EPSL) Notice and Request Form (opens in new window) for details about how to request EPSL.

    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 December 31, 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.

  • COVID-19 Paid Administrative Leave Data Moved to HBS Historical Program Section

    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.

  • Eligibility for Extended Emergency Paid Sick Leave for COVID-19 Relief

    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.

     

  • Update on Vacation/Paid Time Off (PTO) Maximum Grace Period Exception

    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.

  • Update: Vacation Maximum Grace Period Exception

    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:

  • Vacation Maximum Grace Period Exception

    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:

  • HBS: New Pay Codes for Families First Coronavirus Response Act (FFCRA) and Pay Continuation

    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:

  • Guidance on Recording Paid Administrative Leave for COVID-19

    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.

  • Vacation/PTO Maximum Grace Period Exception

    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

  • Reminders: Year-End Fiscal Close

    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

  • Guidance for Funding Extraordinary Expenses Related to COVID-19 Recorded in Project 2014758

    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].

Student Accounting

  • Direct Deposit for Visiting Scholar Non-Payroll Stipends

    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

  • Update on Federal Grant Flexibilities provided in M-20-17 and M-20-26

    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.

  • Updated Guidance for Handling Financial Implications of COVID-19 on Sponsored Projects

    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.

  • Guidance for Handling Financial Implications of COVID-19 on Sponsored Projects

    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.

Accounts Receivable and Banking Services

  • Updates to Credit Card Payment Methods during COVID-19 Recovery

    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]

  • Emergency Procedures for Credit Card Refunds during COVID-19 Pandemic

    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].

Gift and Endowment Funds

  • COVID-19 (Coronavirus) Donations

    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].

  • Accounts Receivable and Banking Services
    Beginning April 27, 2023, journals for recording cash receipts (using Source Code 320) and credit card payments (using Source Code 323) are no longer routed to the Controller’s Office via PeopleSoft workflow for review and approval. Journals post as part of the PeopleSoft nightly batch process upon approval by department journal approvers. This change allows for more accurate department...
  • 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 sessions are available for registration: May 15, 10 - 11:30 a.m. Attendance is limited, and registration is...
  • 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. Contracts and Grants Accounting presents the PAM series twice per year in five separate modules. The final module of the current series, Financial Reporting and Award Closeout...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, June 22, 2023, from 9:30 - 11:30 a.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...
  • MyReports
    Based on input from the MyReports Campus Advisory Group, the Net Position Report now includes an option to display the Project Manager/PI in the report output. Users can also select Project Manager/PI as a Report Sort option from the filter page or the on screen HTML output. Users should clear their web browser cache to take advantage of this enhancement. Contact the Controller's Office...
  • MyReports
    Based on input from the MyReports Campus Advisory Group, the Purchase Order (PO) Lien Balance Report now includes PO Date in the report output. In addition, three new filter options are now available to refine report results: filter by Vendor choose to Show Codes and/or Descriptions add a secondary Sort/Group option Users should clear their web browser cache to take advantage of this...
  • MyReports
    MyReports recently enhanced the Distribution of Payroll Expense reports and additional reports to more accurately reflect the percent of effort for employees paid biweekly. A new reference guide is available to confirm the biweekly working hours used by MyReports to calculate percent of effort for earning periods and accounting periods back to 2020. The list of periods can be filtered for campus...
  • UCSF Business Partners
    Join UCSF Audit and Advisory Services (opens in new window), in partnership with a cybersecurity and fraud expert from the FBI, for the annual fraud awareness webinar. This webinar is aimed at creating awareness of current fraud trends and schemes, their impact on the healthcare and higher education institutions, and how these schemes may be prevented or detected. The webinar will be held on...
  • Payroll
    On April 30, 2023, the University of California began using The Work Number, a third-party employment verification vendor, to verify employment and income for student employees. Student employees no longer need to contact the UCPath Center for employment verification. The UCPath Center notified student employees by email and provided instructions for opting out and managing data stored in The...
  • Payroll
    The fiscal year-end funding rollover program is scheduled to run at the end of June 2023. 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-...
  • Payroll
    Monday, May 29, 2023, is the last day for managers to approve timesheets for the biweekly pay period ending May 27. As this deadline falls on a UCSF holiday, encourage employees to submit timesheets with enough time for managers to review and submit approvals before the period closes to editing. Employees and managers who want to avoid submitting and approving timesheets on the holiday should be...
  • Accounting and Reporting
    The Controller’s Office will host a presentation on Thursday, June 8, 2023, to communicate fiscal year-end close activities, timelines, and expectations. Participants will have an opportunity to raise questions during the live broadcast. Department managers, financial administrators, financial analysts, research administrators, and anyone else involved in the year-end close process should plan...
  • Accounts Receivable and Banking Services
    On Friday, May 12, 2023, the location of the drop safe on the Parnassus Campus will move to Millberry Union East (MUE), Room 232A. Depositors may use the current drop safe location at the Millberry Union: G Level, Room G3 until Thursday, May 11. The drop safe is scheduled to be available for deposit at the new location beginning at noon on May 12. Access to the new drop safe location will...
  • Payroll
    Update: this announcement was updated to reflect the UCPath Center's decision to extend the final salary cost transfer processing deadline from July 3 to July 7. Department salary cost transfers users should start preparing now for fiscal year-end close. All salary cost transfers (Direct Retros) must be approved in UCPath by 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year...
  • 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. Contracts and Grants Accounting presents the PAM series twice per year in five separate modules. Currently scheduled and available for registration: April 27, 2023: PAM4 - Cash...
  • 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 sessions are available for registration: April 20, 1 - 2:30 p.m. May 15, 10 - 11:30 a.m. Attendance is limited,...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, June 22, from 9:30 - 11:30 a.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...
  • Accounting and Reporting
    We need your help to ensure that we receive a copy of every IRS Form 1099-MISC issued to UCSF. During tax season, the Controller’s Office must review all IRS Forms 1099-MISC issued to UCSF to verify if tax has been withheld and to report and reclaim withholding amounts. Review the guidelines below to identify when your department may receive a Form 1099-MISC issued to UCSF and how to...
  • Capital Equipment and Accounting
    April 1, 2023, begins the next biennial cycle for the physical inventory process. Department Finance Administrators and their Equipment Custodians should review the updated 2023-2025 Physical Inventory Custodian Schedule on the Controller’s Office website. Additional guidance on performing physical verification of capital assets and Equipment Custodian responsibilities are available on the...
  • Payroll
    Update: a previous version of this announcement did not include the go-live date. The announcement was also updated to include a training video link. On April 17, 2023, UCPath will update the Ask UCPath support site with a new design that improves access to information for all employees submitting an inquiry to the UCPath Center. Users will experience a redesigned landing page with the following...
  • MyReports
    As the amount of data in MyReports continues to grow, MyReports is partitioning some reports into current and archived versions. This change is expected to reduce the duration of the nightly data refresh for MyReports. The following UCSF Health Financial reports have been partitioned into current and archived versions: Balance Sheet Report Income Statement Report Income Statement Variance...
  • MyReports
    The Employee and Position Distribution Report and the Employee and Position Roster Report have been enhanced with the addition of a Pay Frequency filter. The new filter allows targeting of specific employees by selecting one of the following values: B – Biweekly: report results are limited to employees with a biweekly pay frequency M – Monthly: report results are limited to employees with a...
  • Payroll
    In July 2019, UCSF implemented a policy to provide Health Sciences Compensation Plan (HSCP) faculty a 12-week childbearing and childrearing (CB/CR) leave benefit. To support CB/CR leaves the campus applies an assessment to HCOMP faculty salaries. Salary and benefit expenses incurred while on a CB/CR leave are charged to the faculty’s normal department funding and are reimbursed from the CB/CR...
  • Payroll
    The UCPath Center announced a new go-live date of November 19, 2023, for the redesigned salary cost transfer (SCT) process. In December, the UCPath Center announced they were reevaluating the March 2023 go-live date for the SCT Redesign project and that the system integration phase of the project would be extended. With the additional time, the UCPath Center completed a focused analysis to...
  • Accounts Receivable and Banking Services
    Improvements to the department accounts receivable (Dept A/R) process became effective on March 1. The improvements announced in last month’s Newsletter were based on stakeholder survey responses and interviews with the goal of making the process easier and more efficient for departments without requiring modifications to the UCSF financial system. Departments that used the previous sundry...
  • Contracts and Grants Accounting
    As previously announced, the Student Accounting function has moved from Contracts and Grants Accounting (CGA) to join the newly-formed Accounts Receivable and Banking Services team. Contracts & Grants Accounting Service Team 1 (opens in new window) continues to support post-award research administration functions, such as termination notices and award management, for all fellowships and...
  • Accounts Receivable and Banking Services
    Credit Card Merchant Services is excited to announce the planned implementation of Total Compliance Tracking (TCT) compliance software to support UCSF’s PCI compliance management process. The tool provides automated PCI testing, including automated task management and email reminders. It will also help manage the retention of testing documentation for each merchant, including task activities,...
  • Payroll
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  • Payroll
    Update: the UCPath Center has postponed this implementation, originally scheduled for April 2023. This announcement has been updated to include the current implementation timeline, now planned for May 2023. After additional testing, the UCPath Center has also confirmed that there will be no change to the look and feel of earnings statements for non-exempt employees. The UCPath Center has set a...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, March 16, from 9:10 to 11 a.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...
  • 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: March 23, 2023: PAM3 - Billing for Sponsored Projects...
  • Student Accounting
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  • Accounting and Reporting
    The Controller’s Office is combining the Student Accounting, Cash and Controls, UCSF Merchant Services, and Department Accounts Receivable functions into a new Accounts Receivable and Banking Services team (opens in new window). Previously, similar services in cashiering, billing, and student accounting were spread across the Accounting and Reporting unit and the Contracts and Grants Accounting...
  • MyReports
    Based on input from the MyReports Campus Advisory Group, two new columns have been added to the Transaction Detail Report (TDR) and Distribution of Payroll Expense (DPE) by Account Report: Project Manager Research Services Analyst (RSA) Use the Display Columns filter to include the new columns and tailor the report output as desired. Users must clear their web browser cache to take...
  • MyReports
    To align with a recent enhancement to the Distribution of Payroll Expense (DPE) reports, the Payroll Funding, Faculty Portfolio Monthly, and Payroll Detail by Month reports have been updated to more accurately reflect the percent of effort for biweekly employees in months with three biweekly pay cycles. Previously, the percent of effort was based on 160 working hours per monthly period regardless...
  • MyReports
    MyReports has released a new Department Accounts Receivable Report as a component of UCSF’s improved process for handling department accounts receivable. It provides information about department accounts receivable (Dept A/R) invoices billed to external, non-UC affiliated customers for payment of goods supplied and/or services already rendered. This type of A/R was formally referred to as...
  • MyReports
    Based on input from the MyReports Campus Advisory Group, the Faculty Portfolio Monthly Report has been enhanced with new functionality to display expense subtotals when viewing the report for sponsored projects. Checking the new Show Expense Subtotals checkbox filter on the filter page or in the On Screen HTML report output will include additional subtotals for Direct Project Expenses, Indirect...
  • Contracts and Grants Accounting
    A revised version of the Cost Sharing Budget Template is now available for download from the Controller's Office website. The redesigned template includes three new features to help departments streamline their work and to ensure compliance with University and federal policy: Use a dropdown menu to select the type of "Cost Sharing Funding Source" that will be used to cover the commitment....
  • Accounts Receivable and Banking Services
    We are pleased to announce improvements to the Department Accounts Receivable (formerly Sundry Debtor) process. Department Accounts Receivable (Dept A/R) is the amount due to UCSF from an external customer for payment of goods supplied and/or services already rendered. Dept A/R does not apply to sponsored projects, UCSF Health, or student/employee receivables. Changes to the process were based...
  • MyReports
    The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. MyReports Campus Advisory Group members are nominated by the Control Points and actively gather and prioritize input from their constituents. The MyReports Advisory Group is...
  • MyReports
    Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to summarize rows with identical transaction attributes into a single row. This change reduces the number of similar records that are often seen in postings such as General, Automobile, Employee Liability (GAEL) and suspense journals. The following example illustrates the change users...
  • 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: February 23, 2023: PAM2 - Award Acceptance and Setup for...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, March 16, from 9:10 to 11 a.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...
  • Payroll
    To ensure UCSF complies with applicable federal, state, and local laws and regulations, as well as UC policy and labor agreements, managers and timesheet approvers must approve timesheets in a timely manner. Approving timesheets by established deadlines is necessary for UCSF to ensure that employees receive a correct paycheck for each pay period and the correct accruals for the month. Failure to...
  • Contracts and Grants Accounting
    A revised version of the Late Cost Transfer Policy Exception Request Form is now available on the Controller’s Office website. The updated form aims to streamline departmental preparation and to reduce the review and approval time by Contracts and Grants Accounting (CGA). Here are four new features of the updated form: You must indicate a "Reason for Late Cost Transfer". Selecting the...
  • Payroll
    Effective January 1, 2023, Senate Bill 1334 changed the rules about mandated meal and rest periods for public employers, including the University of California. SB 1334 applies to non-exempt employees of the University who provide direct patient care or support direct patient care in a general acute care hospital, clinic, or public health setting. Covered employees are entitled to one unpaid 30-...
  • Payroll
    UCSF is enhancing the HBS Timekeeping System to address invalid chartstring values, also known as FAU (Full Accounting Unit) values. Effective as of the biweekly pay period ending February 4, 2023, this enhancement prevents the transmission of invalid chartstrings from UCPath and removes existing invalid and expired chartstrings. HBS users can expect to see the following changes: Current...
  • MyReports
    Beginning February 1, 2023, all reports generated in MyReports include a timestamp to indicate when the report’s data source was last refreshed. Users can find the new Data Refresh Time attribute in the report header, along with related attributes that indicate who generated the report and when. Users should clear their web browser cache to take advantage of this enhancement.
  • Accounts Receivable and Banking Services
    Petty Cash verification letters were distributed via DocuSign to all petty cash custodians on January 13, 2023. Custodians must complete verification letters no later than Tuesday, February 14, 2023. Failure to comply with the required process may result in closure of the petty cash fund. If you did not receive a DocuSign email containing your petty cash verification request or if you have...
  • Accounts Receivable and Banking Services
    The Controller’s Office will conduct an informational session for departments to learn more about UCSF Merchant Services from 1 to 2 p.m. on Thursday, February 23. UCSF Merchant Services is the first stop for schools, departments, and clinics across UCSF for all services related to handling credit cards and electronic payments. This session is designed to provide administrators with an overview...

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