News From the Controller's Office

Accounting and Reporting

  • 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
    We have expanded the use of the Corporate Travel Card to allow paying for local meeting and entertainment related expenses. In the past, use of the Corporate Travel Card was limited to paying for meeting and entertainment expenses while on travel status. An example of a local meeting and entertainment expense is paying for a business meeting meal at a local restaurant. For local catering needs,...
  • Accounts Payable (AP) and Travel
    Be sure to follow these MyExpense tips and UC travel policy reminders to avoid delays in processing of your expense report so you receive your reimbursement quickly. Selecting an Authorized Approver If you are prompted for an Authorized Approver, enter an asterisk (*) in the field to see the list of Approvers who are authorized to approve expense reports being charged to the Department...
  • Accounts Payable (AP) and Travel
    Marriott now requires cancellation requests 48 hours prior to check-in; a change from the previous 24 hour notice. Any deviation from this new rule will result in fees (usually the cost of one night) that will not be reimbursed by UCSF. This change applies to nearly all Marriott brand hotels including Marriott and Sheraton hotels, and hotels that are part of the Starwood network including W...
  • Accounts Payable (AP) and Travel
    California's Attorney General recently added four states to the AB 1887 travel ban: Alabama, Kentucky, South Dakota, and Texas. As previously announced in the January Newsletter, AB 1887 prohibits the use of state funds for travel to states that have enacted laws limiting the rights based on sexual orientation, gender identity, or gender expression. This law applies to the University of...
  • Accounts Payable (AP) and Travel
    The latest GL Monthly Schedule includes these key Accounts Payable fiscal year-end dates: Due Date Department Action Friday, June 30 (5 p.m.) Last day to submit invoices, payment request forms (e.g. check requests, M&E, and BearBuy Payment Request Forms), and approved MyExpense reports for FY2016-17 processing. Requests received by...
  • Accounts Payable (AP) and Travel
    The latest GL Monthly Schedule includes these key Accounts Payable fiscal year-end dates: Due Day Department Action Friday, June 30 (5 p.m.) Last day to submit invoices, payment request forms (e.g. check requests, M&E, and BearBuy Payment Request Forms), and approved MyExpense reports for FY2016-17 processing. Requests received by Accounts...
  • 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. Register for the session(s) that interest you to learn more about: Car Rental Insurance Coverage - June 8 at 11:30 a.m. Learn about car rental insurance and insurance restrictions that apply when using the UC system-wide car rental...
  • Accounts Payable (AP) and Travel
    Southwest Airlines will update their booking platform on May 8, 2017. As a result, Southwest Airlines has implemented some temporary changes to ensure that flights are correctly booked. Trips spanning May 8 All Southwest flights booked via travel agency websites for travel that begins prior to May 8 and ends after May 8 must be booked as two one-way tickets (departure and return flights booked...