News From the Controller's Office

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...

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...
  • 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...

Cash Handling and Petty Cash Administration

  • The semi-annual petty cash verification letters will be distributed at the end of November. If you are a petty cash custodian, be prepared to complete and return the required verification form to the Cash and Controls Team at [email protected] before the end of December 2017. These semi-annual verifications help ensure our petty...

Contracts and Grants Accounting

  • 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...
  • October 28, 2017 was the deadline for effort reporting certifications for the January 1 to June 30, 2017 period.  If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate. CGA is beginning to distribute periodic escalating notifications as described in the...
  • The next Research Administration (RA) Town Hall is scheduled for December 12, 2017 from 10 a.m. to noon. The RA Town Hall is offered quarterly and has only been available via live stream for the first two Town Halls in 2017. Based on feedback provided through the most recent RA Town Hall survey, we will hold the December 12 Town Hall in 1400...
  • In the October Controller's Office Newsletter, we announced changes to the contracts and grants deferred revenue process.  As a reminder, following are the key points: Deferred Revenue: This currently available contract type recognizes revenue when a schedule for revenue milestones based on technical or scientific accomplishments is...

Payroll

  • We currently maintain funding designations and funding changes for UCSF Health employees in the timekeeping system (HBS), while we maintain funding designations for campus employees in the payroll system (OLPPS). In November 2017, we will begin moving towards using the payroll system as the common source for all employee funding...
  • Due to the Thanksgiving holiday, the November 18, 2017 pay period will close early in HBS.  The HBS system will be closed for all users (employees, managers, and Human Resources) at midnight, Monday November 20.  Please review your HBS data as soon as possible but no later than November 21, 2017. If you have questions about HBS, contact...
  • As announced in the October Controller’s Office Newsletter, postdoctoral scholars will begin using the Huntington Business Systems (HBS) to report and track personal time off (PTO), sick leave, and other leaves beginning in November 2017. Required Department Actions Departments should have received information from HR Postdoc Shared Services on...

Accounting and Reporting

  • 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
    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
    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
    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
    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...
  • 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...

Accounts Payable (AP) and Travel

  • 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...
  • Accounts Payable (AP) and Travel
    The University of California Office of the President (UCOP) recently announced several policy changes including key changes described below. These changes, which will go into effect on October 15, 2017, align with recommendations in the State audit of the Office of the President that was issued in April. Additionally, the reduction in meal limit and lodging caps align with...
  • Accounts Payable (AP) and Travel
    Over the past several months, department representatives, Medical Center Accounts Payable, and Campus Accounts Payable have been meeting to discuss improvement ideas for MyExpense.  Although not all the improvement ideas can be implemented at this time, we are pleased to announce the first set of improvements to MyExpense that will be effective September 15, 2017: Subject...
  • Accounts Payable (AP) and Travel
    The UC Office of the President (UCOP) Central Travel Office is pleased to announce the release of a freshly designed Connexxus travel portal, featuring a new webinar section allowing users to easily locate popular travel educational sessions. Other enhancements include: A rebranded Resources section with intuitive sorting capabilities making it easier for users to find specific program...
  • 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: Myth or Truth: Connexxus Fares are More Expensive - September 7 at 11 a.m. (30 minutes) Airfare inventory is deliberatively complex and airlines achieve...
  • Accounts Payable (AP) and Travel
    The University of California has signed a systemwide agreement with Peninsula Visa for visa and/or passport services. Peninsula Visa has a user-friendly site, with a very useful live chat functionality, that will walk you through the necessary information should you need to obtain or expedite a visa or US passport. When placing an order online, you must use your UC email address in order to...

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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