News From the Controller's Office

Accounting and Reporting

  • 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?...
  • 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...

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 interest you: Introduction to Connexxus - January 11 at 11 a.m. (60 minutes) New to UC? New to Connexxus? Join us and...
  • Mileage reimbursement rates for expenses incurred in connection with the business use of a private automobile have changed in accordance with the Internal Revenue Service standard mileage rates: Travel Purpose/Mileage Use Type 2017 Rate 2018 Rate Business Travel 53.5 cents/mile 54.5 cents/...
  • The U.S. Department of Homeland Security continues moving toward its REAL ID deadline.  REAL ID sets requirements for identification that U.S. residents can use to board domestic flights. Here is the latest information: On January 22, 2018, all domestic U.S. air travelers will be required to: Show a driver’s license issued by a...

Cash Handling and Petty Cash Administration

  • We need your help to ensure deposit journals prepared, submitted and approved by Departments are posted in a timely manner. On average, the Controller’s Office receives approximately 1,250 deposit (source code 320 and 323) journals each month and roughly 40% are received during the week of month-end close. Additionally, we have seen an...

Contracts and Grants Accounting

  • As previously announced in the November 2017 Controller’s Office Newsletter, changes were implemented to the deferred revenue process for contracts and grants. These changes leverage our system to more efficiently meet Governmental Accounting Standards Board (GASB) accounting standards. GASB requires that revenue be recognized when earned. If...
  • The campus has received a new Facilities and Administrative costs (F&A) agreement from the Department of Health and Human Services, Division of Cost Allocation. These rates will be used for all new, renewal, resubmission, or competitive supplement proposals for grants, contracts, and other agreements with the Federal Government ...
  • The National Institutes of Health (NIH) Notice NOT-OD-0217 defines Graduate Student Researcher (GSR) compensation for those GSRs funded by NIH research grants and cooperative agreements. The compensation level is tied to the National Research Service Award (NRSA) Postdoctoral stipend level 0 that is in effect at the time the grant award is...
  • The NIH issued NOT-OD-17-094 to provide guidance and updates on salary supplementation and compensation for recipients of Career (“K”) Awards. Salary supplementation refers to the effort committed to the K Award whereas salary compensation refers to effort not committed to the K Award. Salary supplementation for the effort directly committed can...
  • On behalf of the Research Advisory Board, UCSF is adopting new policies and procedures to allow for additional compensation from federal funds for Ruth L. Kirschstein National Research Service Award (NRSA) Fellows. The NIH Grants Policy Statement 11.2.10.2 was amended to remove the prohibition for any additional salary support for NRSA...
  • The next Research Administration (RA) Town Hall will take place on March 27, 2018 from 1:30 to 3:30 p.m. in rooms 1401 and 1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions...
  • The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. 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

  • Based on input from the MyReports Advisory Group, the Organization Report has been enhanced to allow for the display of subtotal records in expenses. A new checkbox filter “Show Expense Subtotals” has been added to the Report Specific Filters section. Selecting this filter will generate and display subtotals for payroll (account nodes 5000B, 5040B...
  • Based on input from the MyReports Advisory Group, the Payroll Detail by Month Report has been enhanced to allow users to search and run the report by Employee(s) across multiple chartstrings. The Payroll Detail by Month Report (job aid) is located on the Faculty Portfolio tab and displays General Ledger (GL) and projection data for payroll...

Payroll

  • UCSF Employer Contribution Rates for Benefits are changing effective January 2018.  You can download and view the revised rates from Resources for Administrators in the Payroll section of the Controller's Office website.  If you have questions about the rates, contact the Controller's Office Solution Center.

Accounting and Reporting

  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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....
  • Accounting and Reporting
    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....
  • Accounting and Reporting
    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.
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    The General Ledger Monthly Schedule for October 2016 to April 2017 has been posted to the Controller's Office website.
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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.
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...
  • Accounting and Reporting
    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...

Accounts Payable (AP) and Travel

  • Accounts Payable (AP) and Travel
    When submitting an order via America To Go (ATG) or the BearBuy Meeting & Entertainment Payment Request Form, you must include the guest list containing the participant name, their title, and their occupation or group affiliation to establish the business-related relationship to the University.  Not including the attendee list will result in payment delays and possible late fees incurred...
  • Accounts Payable (AP) and Travel
    The U.S. Transportation Security Administration (TSA) introduced new security changes effective October 26, 2017 aimed at boosting safety in the airport and on flights bound for the United States. The new security changes included stricter passenger screenings and interviews, inspections of personal electronic devices, and other measures.  These changes may create longer wait times and...
  • Accounts Payable (AP) and Travel
    The following key changes made to Policy and Regulations Governing Moving and Relocation, UC Policy G-13, went into effect on October 15, 2017: Eliminates payment of a relocation allowance intended to offset higher living costs in a new location. Allows for reimbursement of certain actual and reasonable expenses associated with closing costs for purchase of a new primary residence,...
  • Accounts Payable (AP) and Travel
    Travel Regulations, UC Policy G-28, applies to all official University travel by: Staff and academic employees of the University Non-employees including students, visiting scholars, foreign visiting scholars, prospective employees, and independent contractors Consultants Spouse/Domestic partners Inbound travelers hired by the University for a temporary assignment at the campus Generally...
  • 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 interest you: Peninsula Visa Services - October 5 at 11 a.m. (30 minutes) The University of California has signed an agreement with Peninsula Visa to provide visa and...

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.

If you are not on one of these auto-generated lists and want to be added to the listserv for From the Controller’s Office:

  1. Send an email with no subject to: [email protected]
  2. The one line in the message is: subscribe CONTROLLER firstname lastname
  3. Make sure you delete your signature information from this email before you send it.

Your email address will be pulled from the FROM field of your email.