News From the Controller's Office

Accounting and Reporting

  • As collaborations between the Campus and UCSF Health's continue to grow, the number and complexity of the required financial transactions is increasing.  It is important that all transactions be recorded accurately and timely to aid with financial and regulatory reporting, analysis, related party eliminations, and consolidation.  A...
  • We are approaching deployment of the General Ledger Verification (GLV) online tool!  The GLV online tool will be available to authorized campus users beginning mid-May for the April 2018 monthly ledger verification. Control Point representatives are working with their departments to coordinate access.   To help users prepare to use...
  • The FY2016-17 UCSF Annual Report is now available.  You can find this and previous year's financial reports in the Financial Statements section of the Controller’s Office website.  We thank everyone for the work they do every day to make creating a report like this possible! If you have any questions about the UCSF Annual Report,...

Accounts Payable (AP) and Travel

  • The University of California Office of the President (UCOP) Central Travel Office hosts webinars to educate and inform UC travelers on travel benefits and topics. Click the session title to register for the session(s) that interests you:​ Introduction to Connexxus - April 5 at 11 a.m. (60 minutes) New to UC? New to Connexxus? Join...
  • In order to comply with IRS regulations, beginning on July 1, 2018, employee expense reports submitted to an Approver more than 60 days after the trip or last purchase date will be reported as taxable income for the employee being reimbursed and subject to applicable payroll taxes.   UC Travel Regulations Policy G-28 and Expenditures...

Contracts and Grants Accounting

  • Effort reports for the July 1 to December 31, 2017 period are available for review and certification. Effort report certifications for this period are due by April 30, 2018. UCSF Campus Administrative Policy 300-20 requires all personnel paid from, or with effort commitments to, a federally sponsored project (including federal flow-through...
  • Contracts and Grants Accounting (CGA) has implemented a lockbox service with Bank of America for all sponsored research and institutional loan checks.  This service requires that checks be sent directly to the bank.  Our bank will scan the checks, deposit the funds, and make the data available to the authorized employees of the...
  • The Contracts and Grants Accounting (CGA) Project and Data Team provides support to the campus for both pre-award and post-award data and reporting.  The Project and Data Team is organizationally and physically located in CGA, but since July 2016 has been supporting both CGA and the Office of Sponsored Research (OSR).   You can...
  • Contracts and Grants Accounting (CGA) remains committed to providing the best possible customer support to the campus.  In the December 2017 Newsletter, we brought to your attention that the ServiceNow resolution note was hidden in the middle of the notification email.  We heard your concerns that the location of the resolution...
  • The National Institutes of Health (NIH) has published updated information regarding the Fiscal Year 2018 salary limitation under NIH Notice NOT-OD-18-137. With the passing of the Omnibus Appropriation on March 23, 2018, NIH received its FY2018 appropriation. NIH continues to operate under the "Continuing Appropriations Act, 2018" (Public Law No:...
  • Register now for the NEW Certified Research Administrator (CRA) Review Session and the Certified Financial Research Administrator (CFRA) Review Session. A Certified Research Administrator (CRA) Body of Knowledge review session has been added to coincide with, and complement, the previously scheduled Certified Financial Research Administrator...
  • The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and also serves as a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year. Currently scheduled and available for...

MyReports

  • In order to improve Dept ID searching, an effort is underway to add an additional level to the Dept ID filters that allows searching across all levels of the Dept ID tree. The new level is called “Level All” and will be the default level for most reports, allowing users to more quickly and simply find Dept IDs without first selecting the tree...
  • The MyReports and IT Enterprise Content Management teams have been working together to address post-migration issues resulting from the consolidation of the ImageNow environments earlier this year.  We discovered that previously unknown configuration changes made to the export and routing processes resulted in corrupt URL links to...

Payroll

  • The University of California Office of the President has selected an online system by Tracker Corporation called I-9 Complete for systemwide implementation. Adoption of this system reflects a “best practice” business process for I-9 processing and E-Verification across all UC locations, with a focus on establishing consistent nondiscriminatory...

Capital Equipment and Accounting

  • Capital Asset Management (CAM) has implemented the use of DocuSign to transmit and certify Final Inventory Reports as part of the physical verification of capitalized assets.  University and Federal Regulations require that campus departments perform a physical verification of all capitalized assets every two years.  Use of DocuSign...

Accounting and Reporting

  • Have you ever looked at your department’s recharges and wondered who recorded the recharge or who to call with questions you have about a specific recharge transaction? The Recharge Source Codes and Contacts List published on the Controller’s Office website may provide the answers you need. The Controller’s Office maintains this list to help campus departments with their...
  • It’s tax time again.  One of the key IRS forms the Controller’s Office must review are any IRS Form 1099-MISC issued to UCSF.  Since these forms are sent by many parties with varied relationships to UCSF, we need your help to ensure that we see every one of these forms. What is Form 1099-MISC? Form 1099-MISC (miscellaneous Income and interest) is an information...
  • As we previously communicated, the Controller's Office is implementing a new General Ledger Verification (GLV) online tracking tool to automate and streamline the review and documentation activities. We have been working closely with an external development company to build the user interface for this online tool and are now completing the user data testing phase. Testing has been very fruitful...
  • Journal Approvers play a crucial role in ensuring journals are valid, complete, and accurate! Approvers are responsible for understanding the nature and purpose of the journal, and for performing a detailed review of the journal lines and supporting documentation. Did you know PeopleSoft workflow functionality helps facilitate this process?  If an Approver determines a journal needs...
  • As previously communicated, the Controller's Office is implementing a new General Ledger Verification (GLV) online tracking tool to automate and streamline the review and documentation activities. We have been working closely with an external development company to build the user interface for this online tool and are now in the user data testing phase. We anticipate testing through January...
  • The redesigned Controller's Office website features a financial calendar on the main page.  You can select the dates you wish to view from the drop down menu; choices include all, employee pay, event, general ledger, holiday, and OLPPS/OPTRS.  Selecting "--All--" will display the deadlines and other information you may need to complete financial activities related to the Controller's...
  • A new Fund 5017, “Sales and service, central use only”, has been added to the Fund Tree.  This new unrestricted fund will be used to record the net position associated with some specific central long-term liabilities. Although you will see this Fund on the Fund Tree, it is intended for Central use only and should not be used by Departments. If you have any questions about this...
  • In September, several new Business Units will be created in PeopleSoft.  These new Business Units are designed to facilitate consolidated financial reporting for both UCSF and Office of the President (UCOP), and should only be used by the Controller's Office and UCSF Health accounting teams. The new Business Units will have a naming convention of ELxxx. The new Business Units will...
  • The ITS Recharge System is a web-based application that provides faculty and staff with tools to view details related to recharge including the Data Network, IT Field Services, telephones, and server recharges. ITS is hosting 90-minute training sessions designed to introduce department financial administrators and financial analysts to the ITS Recharge System. The training also provides...
  • In the January Newsletter, we announced our plan to implement a new General Ledger Verification (GLV) online tracking tool to automate and streamline the review and documentation of the required general ledger verification key control activities. At that time, we estimated the campus roll-out would take place in Spring. We have been tuning the GLV system to improve performance, and have decided...
  • The ITS Recharge System is a web-based application that provides faculty and staff with tools to view details related to recharge including the Data Network, IT Field Services, telephones, and server recharges. ITS is hosting 90-minute training sessions designed to introduce department financial administrators and financial analysts to the ITS Recharge System. The training also provides...
  • Presentation If you are responsible for any year-end close activities and were unable to attend a presentation last month, or if you want to review key close activities, you can watch a recording of the Fiscal Year 2017 Year End Close Presentation. General Ledger Monthly Schedule through September 2017 The General Ledger Monthly Schedule for June to September 2017 is available on the...
  • Presentation Fiscal year-end close is approaching and to help ensure you are prepared, please attend the close presentation at Parnassus on June 5. As a reminder, the close presentation provides information surrounding the year-end close process, including dates and discussion on key close activities. If you are responsible for any year-end close activities, please plan to attend the session....
  • On Sunday June 18, the session time out for PeopleSoft Financials--including the Research Administration System (RAS)--will be shortened from 120 to 20 minutes. This change will bring PeopleSoft Financials into compliance with the heightened UCSF Security Standards. Beginning on June 19, your PeopleSoft session will time out after 20 minutes of inactivity. At timeout, any unsaved activity will...
  • The ITS Recharge System is a web-based application that provides faculty and staff with tools to view details related to recharge including the Data Network, IT Field Services, telephones, and server recharges. ITS is hosting training sessions designed to introduce department financial administrators and financial analysts to the ITS Recharge System. The training also provides experienced users...
  • The Controller’s Office will host two presentations to communicate fiscal year-end close activities, timelines, and expectations. Department managers, financial administrators, financial analysts, post-award research support analysts, and anyone else involved in the year-end close process should plan to attend one of these presentations or watch the live broadcast or recorded presentation....
  • The General Ledger Monthly Schedule for May 2017 has been posted to the Controller's Office website. To access this schedule and previous schedules or other calendars, select the Calendars & Schedules link in the blue banner on the Controller's Office website.
  • The ITS Recharge System is a web-based application that provides faculty and staff with tools to view details related to recharge including the Data Network, IT Field Services, telephones, and server recharges. ITS is hosting training sessions designed to introduce department financial administrators and financial analysts to the ITS Recharge System. The training also provides experienced users...
  • A new Dept ID Request Form will be available in the Accounting and Reporting Forms section of the Controller's Office website the week of April 3rd. This form streamlines the process for both requesting a new Dept ID and changing an existing Dept ID (including location on the Dept ID tree and modifications to the Dept ID name). Use of the form makes it easy for individuals to submit all...
  • All journals submitted as flat files for electronic upload to PeopleSoft must use FTP (file transfer protocol). Beginning on February 1st, journal flat files sent using FTP will no longer require an email notification from the requester to IT Production Services for processing. Rather, files sent to the FTP server will be automatically picked up for processing during the next regularly scheduled...
  • General Ledger (GL) verification is a key control of UCSF, and is a requirement per Campus Administrative Policies and the University of California Office of the President (UCOP). This key internal control requires all departments to review and verify financial transactions on a monthly basis. Acknowledgement of verification and documentation currently resides in the campus departments requiring...
  • We have created pooled worklists to reduce the processing time of departmental PeopleSoft journals requiring review and approval by central units. Journal entries routing to the Controller's Office for final approval in PeopleSoft now forward to a group of individuals within the Controller’s Office. Journal preparers and department approvers continue to follow the same procedures; no change is...
  • Donations made by the University to charitable organizations may reduce UCSF’s unrelated business taxable income, provided the University received an acknowledgement letter from the recipient organization. If your department made charitable contributions during the year, send a copy of the acknowledgement letter to Accountant Lihua Gu. If you did not receive an acknowledgement letter and are able...
  • The General Ledger Monthly Schedule for October 2016 to April 2017 has been posted to the Controller's Office website.
  • Final close for Fiscal Year 2015-16 is Friday, July 29th. Central Accounting and Budget & Resource Management will be reviewing and recording entries during the week of August 1st. We anticipate MyReports will reflect Fiscal Year 2016-17 opening balances including beginning Net Position during the week of August 8th. MyReports users will be notified via a listserv communication when these...
  • The June Prelim General Ledger closes on July 15, June Interim closes on July 22, and June Final closes on July 29. Two tools are available to help keep you on track: Review the General Ledger Monthly Schedule for Fiscal Year-End deadlines. A video (requires MyAccess login) and the slides of the Fiscal Year-End Close presentation are available on the Training & Job Aids tab of the...
  • July (period 1 FY2016-17) will open on Monday, July 18th. PeopleSoft defaults to the current calendar date as the journal date. If you are creating a FY2015-16 journal after July opens, you will need to change the journal date to 6/30/16.
  • Recorded Presentation now Available for Viewing If you were unable to attend one of the year-end close presentations in May, you can watch the recorded presentation and view or print the presentation slides to learn more about fiscal year-end close activities, timelines, and expectations. Department managers, financial administrators, financial analysts, post-award research support analysts, and...
  • Beginning in Fiscal Year 2016-17, Payroll will change the way that accrual amounts for biweekly employees are posted to the General Ledger. The new accrual amounts will be posted monthly at the full chartstring level as part of the monthly payroll journal. A reversal of these accrual amounts will be posted to the General Ledger along with the actual payroll expenses in the next monthly payroll...
  • The process to print or save a journal changed with the PeopleSoft 9.2 upgrade. Now when you run the print journal process, the output is a file in PDF format. To access this file, go to the Report Manager using the link on the journal Lines tab. The file will take a few seconds to generate. Click the Refresh button periodically until a link to the file appears. From here the file can be saved...

From the Controller’s Office is distributed monthly, with urgent updates when needed, to individuals on the following listservs: MyReports, BearBuy, PeopleSoft, Online-L (PPS), Campus Administrators (CA-List), and Control Points. Membership is updated every 24 hours. Individuals cannot be manually removed from these lists.

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