News from the Controller's Office

Contracts and Grants Accounting

  • The National Institutes of Health (NIH) and the Agency for Healthcare Research and Quality (AHRQ) published updated information regarding the Fiscal Year 2023 salary limitation under NOT-OD-23-056 (opens in new window) and NOT-HS-23-005 (opens in new window) respectively. The Further Consolidated Appropriations Act, 2023 (Public Law 117-328 (opens in new window)), signed into law on December 29, 2022, restricts the amount of direct salary which may be paid to an individual under an HHS grant, cooperative agreement, or applicable contract to a rate no greater than Executive Level II of the Federal Executive Pay Scale. Effective January 1, 2023, the Executive Level II salary level is $212,100.

    Proposals

    The Office of Sponsored Research (OSR) implemented use of the new salary cap on January 6, 2023, with an effective date of January 1, 2023, for all new, renewal, supplement, or resubmission NIH proposals. To do so, eProposal was updated to include the new salary cap option: $212,100- FY2023 NIH Salary Cap 01/01/23-Forward.

    As a reminder, please be sure to indicate in the budget justifications when personnel are over the salary cap.

    Existing Awards

    Rebudgeting

    The new salary cap may be used for existing awards if adequate funds are available, as described in the NIH Notices. If the increased salary cap is adopted on existing awards, you will be allowed to rebudget funds to accommodate the new cap; however, no additional funding will be provided by the sponsor.

    Payroll Processing

    UCSF will use an effective date of January 1, 2023, for payroll processing using the new salary cap. The HHS cap type in the UCPath system has been updated to $212,100 with an effective date of January 1, 2023.

    Adjusting Payroll

    To avoid the need for salary cost transfers, please complete funding entry changes in UCPath prior to January funding entry deadlines.

    To update payroll funding prospectively, create a new effective-dated funding record using the Salary Cap/MCOP Funding Worksheet and apply the updated “Cap Rate” on appropriate earnings distribution lines. While use of the Faculty Salary Calculator (FSC) worksheet is never required for funding entry, in keeping with past practice the FSC worksheet has been updated to include the new salary cap option, $212,100-FY2023 NIH Cap 01/01/23.

    Training materials and additional resources are posted on the Information for Funding Entry Initiators and Approvers (opens in new window) and Information for Salary Cost Transfer Initiators and Approvers (opens in new window) pages on the UCPath website.

    Contacts

  • 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:

    • January 26, 2023: PAM1 - Compliance for Sponsored Projects
    • February 23, 2023: PAM2 - Award Acceptance and Setup for Sponsored Projects
    • March 23, 2023: PAM3 - Billing for Sponsored Projects
    • April 27, 2023: PAM4 - Cash Management and Collections for Sponsored Projects
    • May 25, 2023: PAM5 - Financial Reporting and Award Closeout for Sponsored Projects

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

UCSF Business Partners

  • Join Audit & Advisory Services for a Preventing and Detecting Payroll Fraud webinar on February 9, 2023, from 11 to 11:40 a.m. This training is part of a series of webinars aimed at creating awareness about potential fraud trends and schemes that can be perpetrated both from within and by parties external to the organization, their impact on healthcare and higher education institutions, and the use of strong internal controls to prevent, detect and respond to fraud.

    The webinar will be held via Zoom. Register here (opens in new window) to receive the Zoom link for the webinar.

Payroll

  • The Pay for Family Care and Bonding (PFCB) program introduced in July 2021 is expanding (opens in new window). In 2023, the income replacement offered by PFCB will increase from 70% to 100% of eligible earnings. The increase is effective Jan. 1, 2023, for employees paid on a monthly basis and December 25, 2022, for employees paid on a biweekly basis and is available for up to eight workweeks per calendar year.

    Required changes to support the expanded program in HBS are underway and are expected to be delivered in January 2023. Expected changes on HBS timesheets are as follows:

    • Some timesheets will continue to show a 70/30 split for PFCB
    • Biweekly Timesheets
      • PFCB pay codes will be selected in full-day increments based on the employee’s standard work schedule.
      • If an employee is in a bargaining unit that has not opted into the 100% pay program: HBS will calculate a split of the reported hours to display 70% PFCB paid hours and 30% leave without pay for employees.
      • If an employee is in a bargaining unit that has opted into the 100% pay program: HBS reported hours will display 100% PFCB paid hours for employees.
      • HBS will send the PFCB paid and unpaid hours to UCPath for payroll processing.

    The HBS pay codes and Salary Expense Reimbursement process developed for the 2021 PFCB release will not change.

    Delivery of these changes is dependent on development and testing execution with the UCPath Center. Until programing changes are available, employees and timesheet approvers should continue to follow the existing process, and Payroll will manually enter PFCB earnings so that they are correctly interfaced to UCPath at 100% for eligible employees.

  • UCPath begins processing 2022 W-2 statements in late January. Employees from all UC locations will receive one W-2 statement from UCPath.

    Please take the following steps by January 13, 2023, to ensure the information on your W-2 is complete and accurate.

    • Verify your personal email and home address in UCPath online. Even if you elect to receive an electronic W-2, it’s important to keep your personal information up to date (opens in new window).
    • Verify your dependents. The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees, their spouses/domestic partners, and dependents. To review or update your information, log into UCPath online, then select Employee Actions > Health and Welfare > Dependent Coverage.
    • Consent to receive an electronic W-2. There are many good reasons to go paperless (opens in new window). To sign up, log into UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2.
    • International workers: Verify your GLACIER account information. International employees may receive a W-2 or 1042-S (Foreign Person's U.S. Source Income Subject to Withholding). To ensure your tax information is sent correctly, verify that your personal email and home addresses in UCPath online and the GLACIER tax database match exactly. You may also opt to have an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).

    Important security reminder

    UC does not send W-2 statements or tax forms by email or text. If you receive an email or text with a link or an attachment for viewing a W-2, it is a phishing scam designed to gain your private information. Do not open attachments or click email links that claim to provide access to your W-2. To access your electronic W-2, always visit UCPath online using a safe or known link.

    Federal and State Earned Income Tax Credit (EITC or EIC)

    Per the Earned Income Tax Credit Information Act, UC includes a notice with all Form W-2 statements notifying employees that they may be eligible for the federal EITC. This is a benefit for working people with low to moderate income. To qualify, you must meet certain requirements (opens in new window) and file a tax return, even if you do not owe any tax or are not required to file. EITC reduces the amount of tax you owe and may give you a refund. For more information about the federal EITC, reference IRS Notice 797 (opens in new window) or contact the Internal Revenue Service at (800) 829-3676 or via www.irs.gov (opens in new window).

    You also may be eligible to receive the California EITC, starting with the 2015 tax year. The California EITC is a refundable state income tax credit for low-income working individuals and families. It is treated in the same manner as the federal EITC and generally will not be used to determine eligibility for welfare benefits under California law. To claim the California EITC, even if you do not owe California taxes, you must file a California income tax return and complete and attach the California EITC Form (FTB 3514). For information on the availability of the credit, eligibility, how to obtain necessary forms, and help filing, contact the Franchise Tax Board at (800) 852-5711 or via www.ftb.ca.gov (opens in new window).

    Claiming exemption from withholding

    The IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2023, you must make this choice in UCPath online before February 15, 2023.

    Have questions or need help?

    Log into UCPath online (opens in new window) and click Ask UCPath to submit an inquiry. You may also call the UCPath Center to speak with an associate at (855) 982‐7284 from 8 a.m. to 5 p.m. (PDT) Monday through Friday.

  • In December, HBS was enhanced to apply new daily overtime rules for employees in the Clerical and Allied Services Unit. Employees covered under the Clerical and Allied Services Unit contract earn overtime when work hours exceed the hours of a full-time employee’s regular daily schedule on pay status or when hours exceed forty hours on pay status in a work week. The new daily overtime provision allows that an employee whose work hours exceed their regular scheduled shift of eight hours, or more, a day will earn overtime.

    • Overtime hours for hours worked in excess of eight hours are compensated at one and one-half time the straight-time rate.
    • Overtime hours are compensated at two times the straight-time rate for hours worked in excess of twelve hours in a day.

    The daily overtime provisions are effective November 27, 2022, for biweekly paid employees and December 1, 2022, for monthly paid employees.

    The new daily overtime rules reference the scheduled shift designated in HBS when calculating the daily overtime; standard shifts are 8-hours or alternative schedules include 9-hours, 10-hours, and 12-hours. To ensure the correct calculation, managers and supervisors must regularly review employee schedules and contact HBS Processing Center to make any needed updates.

  • The UCPath Center is reevaluating the recently announced March 18, 2023 go-live for the Salary Cost Transfer (SCT) Redesign project. The integration testing phase of the project uncovered systemic defects related to inconsistent dollar and effort percent results during GL processing. The UCPath Center is assessing options for remediation and working with campus Controllers to determine a new go-live date.

    More information will be shared as a new timeline is finalized.

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 scheduled to meet in February to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point representative to create and submit a MyReports Enhancement Concept Form by your Control Point's established internal deadline. 

  • Based on input from the MyReports Campus Advisory Group and feedback from our users, the Employee and Position Distribution Report has been enhanced with the following additional features:

    • New secondary sort/group filter added
      • Report Sort 1 defaults to Employee
      • Report Sort 2 defaults to None
    • New option added to sort output by Project
    • New subtotal added to the Distribution % column when any sort/group option is selected

    An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache to take advantage of the enhancements.

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

Cash Handling and Petty Cash Administration

  • This month, petty cash verification letters will be distributed via DocuSign to all petty cash custodians. To ensure petty cash is properly accounted for and that records are accurately stated, custodians must complete their 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.

    Please submit any petty cash account changes before January 10, 2023, to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.

    If you do not receive your letter by January 17, 2023, or if you have questions about the verification process, contact the Cash and Controls Team.

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.

Cash Handling and Petty Cash Administration

  • 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].

  • Payroll
    Monday, December 26 is the last day for managers to approve timesheets for the biweekly pay period ending December 24. As UCSF holidays on Friday, December 23 and Monday, December 26 overlap with the close date for the pay period, 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...
  • 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. Has your petty cash account recently changed custodianship? Does your account need to be terminated? Please process any petty cash account changes before January to help ensure a smooth verification...
  • MyReports
    In December, MyReports will remove unused and expired schedules created using the MySchedules feature. MySchedules allows users to schedule the email delivery of reports with saved MyFavorites filter criteria. Existing schedules that meet any of the following criteria will be removed: The schedule has no associated favorite (MyFavorite Name is "No favorites attached"). The...
  • 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 Monthly Variance reports for UCSF Health have been partitioned into current versions and archive periods: Monthly Variance Summary Report Monthly Variance by Alt...
  • MyReports
    Based on input from the MyReports Campus Advisory Group, the Distribution of Payroll Expense (DPE) reports by Account and Alt Account have been enhanced with the following additional functionality:  Subtotal for Percent of Effort column  Subtotal for Percent of Pay column  Users may need to clear their web browser cache to take advantage of...
  • 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. The final module of the current series, PAM5: Financial Reporting and Award Closeout of Sponsored Projects,...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit...
  • Payroll
    As previously announced, UCPath is changing the chartfield order displayed on several pages, including Direct Retro and Funding Entry inquiry and data entry screens. Beginning December 12, transactors in UCPath will need to enter chartstrings following the order of the new systemwide Common Chart of Accounts (CCOA). This change will be a visual update only to align UCPath with the CCOA...
  • Gift and Endowment Funds
    Note the following deadlines and instructions from University Development and Alumni Relations (UDAR) Gift Administration and Gift Accounting teams for handling year-end gifts. Gift processing and gift transfer forms and instructions are available in the Gift & Foundation Accounting section of the Controller’s Office website. Year-End Gifts Cash Gifts Promptly forward all gifts...
  • Payroll
    The UCPath Center announced a new go-live date of March 18, 2023, for the redesigned salary cost transfer (SCT) process. As previously announced, the timeline is being extended due to delays in development and the need for significant defect remediation. The UCPath Center and UC campus Controllers selected the new timeline to ensure sufficient time for testing and preparing location users for...
  • 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: November 17, 2022: PAM4 - Cash Management and...
  • Payroll
    On October 15, 2022, UCPath implemented the PeopleSoft Fluid User Interface (UI). Users with transactor and inquiry roles now navigate to lookup and data entry pages using the new PeopleSoft Homepage menu and Fluid navigation tiles. Transactors should note that session timeouts on the PeopleSoft Homepages are controlled by timeouts on the main UCPath online portal. If you have a UCPath online...
  • Payroll
    On October 12, UCPath introduced virtual agents to its phone service. Employees calling UCPath now experience the following: After authenticating their identity, callers will be greeted by a virtual agent. The virtual agent can answer several common questions, such as questions about W-2s, paychecks, vacation and sick accruals, direct deposit, employment verification, and Public Service Loan...
  • Payroll
    The UCPath roadmap project to improve the user experience and reduce the complexity of the salary cost transfer process is delayed. The timeline is being extended due to delays in development and the need for significant defect remediation. The extended timeline will also ensure sufficient time for testing and to prepare system users for this change. A new go-live date is under discussion between...
  • Payroll
    In November, the UCPath Center will implement an automated process to deactivate systemwide general deductions, additional pay, active stipends, and active direct deposits for terminated employees with no active appointments 60 days after their separation date. The automated process does not apply to garnishments or locally managed deductions (i.e., parking/transit, resident benefits). This...
  • Accounting and Reporting
    UC Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. The systemwide CCOA was designed to create consistency while allowing UC locations to maintain local charts of accounts within the established framework. It has been designed to enhance reporting, budgeting, and financial management and to...
  • Payroll
    In December, UCPath will change the chartfield order displayed on several pages, including Direct Retro and Funding Entry inquiry and data entry screens. The UC Office of the President (UCOP) recently established a new systemwide Common Chart of Accounts (CCOA) for use within all UC systemwide financial applications in order to create a consistent financial reporting structure at the UC...
  • MyReports
    The Monthly Report has been enhanced this month based on input from the MyReports Campus Advisory Group. New date filter options: You can now choose to run the report to display Plan, Actual, and Forecast amounts for a single fiscal year or to display Actuals only for one or more fiscal years. By default, the report displays Plan, Actual, and Forecast amounts for the current fiscal year...
  • MyReports
    The Transaction Detail Report (TDR) has been enhanced by adding the following columns to the Unformatted Data report output: Account Level E Account Level E Description Parent Award ID Parent Award ID Description You can review Account Tree (opens in new window) and Project (opens in new window) values using the Financial/Payroll Codes and Data Lookup tool on the Controller's Office...
  • Contracts and Grants Accounting
    Two recent updates to the web version of the Award Verification Tool make it faster to find information to review and verify. New way to navigate the Award Project Summary Page: For one-click navigation through a PI's award portfolio, use the arrow icons instead of selecting from the dropdown menu. A counter indicates where you are within the list of awards in the PI’s portfolio...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit...
  • Accounting and Reporting
    Fulfilling check requests to establish or replenish petty cash funds is a two-step process. Here’s what happens after you submit your petty cash check request form and how to get help during each step in the process. Step One: Review and Approval by Controller’s Office Cash and Controls Petty cash check request forms submitted to the Cash and Controls Service Desk generate a ServiceNow ticket....
  • Accounting and Reporting
    The Controller’s Office has observed an increase in deposits over the past two years using the bank’s generic deposit slips. This has contributed to an increase in misdirected deposits and unidentified deposits in our bank account with no corresponding cash journals. Why does it matter? The bank’s generic deposit slip contains no unique identifiers to tie the deposit to the department. This...
  • MyReports
    The next MyReports Advisory Group meeting to review and prioritize submissions has been rescheduled for later this month. There is still time to submit your suggestions to improve MyReports. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point Advisory Group representative to create and submit a MyReports Enhancement Concept Form by your Control Point'...
  • MyReports
    As previously announced, UCSF is retiring WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts. WebLinks will no longer be accessible via MyAccess after October 31, 2022. To address limited ongoing needs for AFP data, users who accessed Weblinks in Fiscal Year 2021-22 were granted access last month to the new WebLinks Data tab in MyReports. Two...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit...
  • Contracts and Grants Accounting
    The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules. Currently scheduled and available for registration: October 27, 2022: PAM3 - Billing for Sponsored Projects...
  • Student Accounting
    New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests. The following session is available for registration: October 24, 2022, from 1 to 2:30 p.m. Attendance is limited, and...
  • Payroll
    The next twice-yearly compensatory time payout will occur at the end of October 2022. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2022. HBS Leave Requests Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout....
  • Payroll
    UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2022. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 10, 2022. It will not...
  • Cash Handling and Petty Cash Administration
    UCSF maintains a drop safe location at Zuckerberg San Francisco General Hospital at the UCSF OMFS Clinic, located in Building 5, Room 1N1. Deposits are permitted under the following guidelines: Deposits can be made Monday, Wednesday, Thursday, and Friday, from 9 to 9:30 a.m. Prior to making a deposit, call Emelyn Zavaleta (opens in new window) to notify her of the deposit. Deposits must not...
  • Payroll
    The UCPath Fluid User Interface (UI) will arrive on October 15, 2022, one week earlier than previously announced. The UCPath Center moved the go-live date to minimize impacts to the established payroll processing schedule. Several resources are now available to help you prepare for using the Fluid UI in UCPath. Review the resources below and take any necessary actions by the dates indicated....
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, September 15, from 1:30 - 3:30 p.m. via Zoom. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to...
  • 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: September 26, 2022 (NEW DAY & TIME): PAM2 - Award...
  • 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: September 8, 2022, from 10 to 11:30 a.m. October 24, 2022, from 1...
  • 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. Advisory Group members are nominated by the Control Points and actively gather and prioritize input from their constituents. If you have a suggestion for MyReports...
  • Payroll
    Starting October 1, 2022, employees will receive most supplemental payments on their regularly scheduled (on-cycle) payday instead of receiving an off-cycle payment. Supplemental payments to be paid on-cycle include clinical incentives and SPOT awards; moonlight payments will continue to be paid off-cycle. This change increases the timeliness of supplemental payments for UCSF employees and...
  • UCSF Business Partners
    The UCSF Post Award Managers Committee (opens in new window) is excited to announce a new self-paced training series for the sponsored research post-award community. Training resources have been developed by the committee with input from the Office of Sponsored Research and the Controller’s Office. Over time, the series will encompass a range of post-award topics, including communicating with PIs...
  • Payroll
    Update: an earlier version of this announcement stated this change will be implemented on October 22, 2022. It has been updated to reflect a revised implementation date by the UCPath Center of October 15, 2022. On October 15, 2022, UCPath will implement PeopleSoft's Fluid User Interface (UI), bringing a simplified way for users with transactor roles to navigate within UCPath. Who is affected by...
  • Payroll
    UCPath is on track to deliver a significantly redesigned Salary Cost Transfer process to UC campus locations. The redesigned process aims to improve the UCPath experience for the more than 600 Salary Cost Transfer Initiators and Approvers at UCSF by: Reducing the complexity of current data entry and processing steps Addressing data accuracy, page performance, and processing performance issues...
  • MyReports
    A new Subaward Status Report is now available to assist in the review and reconciliation of subaward financial activity. Based on a proposal from the MyReports Campus Advisory Group, the report provides subcontract details and financial activity for subawards recorded in the Research Administration System (RAS), including intercampus subcontracts. Users can drill to subaward budget and...
  • MyReports
    As previously announced, UCSF is retiring WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts (COA). To address limited ongoing needs for AFP data, existing users who accessed Weblinks in Fiscal Year 2021-22 will transition to using new reports in MyReports. The following reports are now available in MyReports: Report with filters Asset...
  • Payroll
    A technical issue resulted in several delayed or missed HBS notifications between April and August. We are happy to report that all HBS notifications are now working as expected. We apologize for the inconvenience the missed notifications have caused. Beginning this month, HBS will email new alerts to help employees, timesheet group owners, and supervisors monitor vacation and PTO balances. The...
  • MyReports
    The Distribution of Payroll Expense (DPE) reports by Account and Alt Account were recently updated to improve the accuracy of percent of effort calculations for biweekly employees. Previously, percent of effort calculations were based on 160 working hours regardless of the actual number of biweekly pay cycles in the accounting period or earning period. Based on input from the MyReports Campus...
  • Cash Handling and Petty Cash Administration
    A new file, Unclaimed Bank Deposits Transferred to the Central Fund, has been added to the Controller’s Office Cash, ACH & Wires folder in Box. It lists all bank deposits unclaimed for thirteen or more months that were transferred in fiscal years 2020-21 and 2021-22 to the Central Fund. Funds transferred to the Central Fund are still available for your department to claim using a cash...
  • 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. The next series begins this month.  Currently scheduled and available for registration: August 25, 2022...
  • Contracts and Grants Accounting
    The next Research Administration (RA) Town Hall will take place on Thursday, September 15, from 1:30 - 3:30 p.m. via Zoom. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to...
  • 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: August 16, 2022, from 2 to 3:30 p.m. September 8, 2022, from 10 to...
  • Payroll
    Audit & Advisory Services recently added six metrics to the Financial Management Dashboard (opens in new window), including two new metrics to help departments identify payroll transactions requiring corrections: Payroll Default Chartstrings: Identifies campus payroll transactions requiring correction after posting to department default chartstrings due to invalid funding setup Payroll...
  • MyReports
    WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts (COA), will be retired on October 1, 2022. Data sets in WebLinks have been static since February 2014, when the AFP COA was replaced by the current COA in March 2014. To address limited needs for AFP data after WebLinks is retired, the following new reports will be available in MyReports on...

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