News From the Controller's Office

Accounting and Reporting

  • Consult the following resources and dates to ensure you are prepared for fiscal year-end close activities. Presentation If you are responsible for any year-end close activities and were unable to attend the 2017-18 Year-End Close Presentation held on June 5, watch a recording and review presentation slides on the Controller's Office website...
  • In July, six Business Units will be available in PeopleSoft to facilitate the recording of financial transactions in the General Ledger for UCSF foreign operations.  Following a standard naming convention, each Business Unit begins with SFN followed by a two-letter country code (for example, the Business Unit for foreign operations in Kenya...

Accounts Payable (AP) and Travel

  • To comply with IRS regulations, employee expense reports submitted to an Approver more than 60 days after the trip or last purchase date are now reported as taxable income for the employee being reimbursed and are subject to applicable payroll taxes. If you missed seeing earlier communications about this change, refer to the Newsletter...
  • The latest GL Monthly Schedule includes these key Accounts Payable fiscal year-end dates:  Due Day Department Action Wednesday, July 18 (5 p.m.) Last day for central Accounts Payable to process invoices, payment request forms (e.g. check requests, M&E, BearBuy Payment Request Forms),...

Contracts and Grants Accounting

  • The California Institute for Regenerative Medicine (CIRM) has implemented a new salary cap, effective July 1, 2018.  The CIRM salary cap has increased from $246,000 to $266,000 per year at 100% FTE. The new salary cap can be used for existing awards, and funds can be re-budgeted to accommodate the increase in salary starting July 1. ...
  • Fiscal year-end close is quickly approaching!  To help ensure you are prepared, note the following key dates for fiscal year-end close out activities for sponsored awards.  Be advised that these activities occur before the Control Point Final Close on July 24. Category Due Date Department Action June Payroll...
  • General Ledger (GL) verification is a key control of UCSF and is a requirement per Campus Administrative Policy 300-46, General Ledger Verification. The process helps departments ensure that financial transactions recorded in the General Ledger are in accordance with all relevant policies, regulations, and sponsor or donor terms and conditions. GL...

MyReports

  • In order to improve Dept ID searching, an effort has been 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 is the default level for most reports, allowing users to more quickly and simply find Dept IDs without first selecting the tree...
  • Throughout the month of July, and until final close in August, more than one accounting period will be open in PeopleSoft. When two accounting periods are open at one time, Report Date Filters default to either the last closed month or the open month depending on the report purpose and design. MyReports users will see the following during the...

Payroll

  • The Payroll section of the Controller's Office website now includes detailed information on Payroll and Benefits Information for Employees on Unpaid Leave. Intended to consolidate information to help employees understand their benefits coverage while on unpaid leave, topics include: Benefits eligibility while on leave How to maintain and pay...
  • UCSF Employer Contribution Rates for Benefits are changing effective July 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.

UCSF Business Partners

  • Audit & Advisory Services is launching a new Financial Management Dashboard in August. The dashboard will provide department managers, Control Points, and central units with quick indicators to help monitor financial compliance risks.  Drawing from financial, personnel, and other relevant data, easy-to-view charts will highlight...

Accounting and Reporting

  • The new General Ledger (GL) Verification Tool is live and in less than a month, there have been over 300 unique user log ins!  We are excited individuals are using this tool and appreciate the questions, comments and feedback we have received.  As you continue to use the GL Verification Tool, we encourage you to note additional feedback as we look forward to hearing how we can make this...
  • Presentation Fiscal year-end close is approaching! To help ensure you are prepared, please join us for the fiscal close presentation on June 5.  This year, the fiscal close presentation will be available via a Zoom meeting.  You can view the presentation from your desk to learn more about the year-end close process, including dates and discussion of key close...
  • The Controller’s Office will host a presentation on June 5 to communicate fiscal year-end close activities, timelines, and expectations. Based on feedback, this year we will be hosting (and recording) a single Zoom meeting rather than multiple in-person presentations.  You will have an opportunity to raise any questions during the live broadcast. Department managers, financial...
  • The new General Ledger (GL) Verification online tool, designed to streamline the general ledger verification (GLV) process, will launch on May 10, 2018.  In order to give departments the opportunity to adjust their processes and transition to the tool, we are following a soft implementation approach.  Campus departments should start transitioning from their current GLV process...
  • 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 large part of the transactions across Business...
  • 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 this new tool, we have scheduled training...
  • 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, contact the General Accounting Service Desk....
  • 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...
  • 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...
  • 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...
  • 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...
  • 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 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...

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