News From the Controller's Office

Accounting and Reporting

  • 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...
  • 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...
  • 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 (...

Accounts Payable (AP) and Travel

  • The Federal Tax Cuts and Jobs Act (P.L. 115-97) signed into law on December 22, 2017 makes ALL employer provided moving expense reimbursements taxable income to the employee.  In addition, moving expenses paid directly to a third party by UCSF on behalf of the individual are taxable to the employee.  We are waiting for more...
  • 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:​ Rules on Hotel & Daily Meal Rates - February 1 at 11 a.m. (60 minutes) Confused about the...
  • Several large conventions and events will be held in San Francisco at the Moscone Center during 2018.  Organizers expect up to 60,000 participants at these events. We recommend departments alert their travelers coming into the San Francisco to make their travel arrangements early as room availability may be limited.  Key events planned...
  • The University of California has partnered with JetSuiteX to provide our travelers with more airfare options to select west coast cities. Benefits of Using JetSuiteX Speed – No lines, no crowds, and no waiting. Show up to their private terminal, and go from parking to take off in just 15 minutes. At the end of your trip, your baggage will...

Contracts and Grants Accounting

  • The University of California campus Chancellors, together with UCOP Chief Finance Officer Nathan Brostrom, agreed to hold the Facilities and Administrative (F&A) or indirect cost rate for State of California funded agreements static at 25% of modified total direct cost (MTDC) for another fiscal year (i.e., through June 30, 2019...
  • 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

  • For the past year and a half, the MyReports team has worked with UCSF Health to create a new reporting solution that aligns and scales reporting across all of UCSF Health.  Key goals for the reporting solution included facilitating multi-entity reporting and moving reporting to an enterprise-supported infrastructure. The first...
  • In response to the growing adoption of MyReports by UCSF Health, the Distribution of Payroll Expense Report (DPE) (job aid) has been enhanced to default to the selection of all Business Units.  Previously the report default was SFCMP only. Both Campus and Health users should find the change beneficial. The DPE report is a fundamental...

Payroll

  • Federal and State regulations require that employees who claim exemption from Federal and State tax withholding must recertify their claim each calendar year by completing a new W-4/DE 4 form. If an employee filed a W-4/DE 4 in 2017 for an exemption from federal and/or state income tax withholding, it will automatically expire on February 28, 2018...
  • The IRS has issued new income tax withholding tables for 2018 that reflect changes made by the Tax Cuts and Jobs Act. The Payroll Office has updated the payroll systems with the new tax tables, and changes will be reflected in paychecks issued on or after February 1, 2018. Although you are not required to take any action, you may wish to...

Capital Equipment and Accounting

  • During the life of capital equipment, it may be necessary to pay for repair or maintenance of the equipment.  Whether you can capitalize these expenses depends on the nature of the repair or maintenance.   Repairs and maintenance expenses are generally NOT capitalized Repairs and maintenance are expenses a business incurs to...
  • Equipment custody codes are now available on the Controller’s Office website.  You can filter the custody code list by code, code description, custodian, Dept ID, or Dept ID description. Custody code is a four-digit code, requested by the department and issued by Capital Asset Management (CAM), that is used to assign custodial...

Accounting and Reporting

  • Accounting and Reporting
    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...
  • 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?  If an Approver determines a journal needs...
  • 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
    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
    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 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
    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 explore how to get the most out of the Connexxus...
  • Accounts Payable (AP) and Travel
    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/mile Move or Relocation...
  • Accounts Payable (AP) and Travel
    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 state that is compliant with the U.S. REAL ID Act...

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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