News From the Controller's Office

Accounting and Reporting

  • 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,...
  • 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...

Accounts Payable (AP) and Travel

  • The address you enter when using MyExpense to prepare an expense report for a non-employee (guest) is especially important.  Follow these tips to ensure that your guest receives their reimbursement in a timely manner.   For payments sent via mail You must enter a valid mailing address.  Payment is sent to the address...
  • Effective April 1, 2018, departments became responsible for reporting taxable awards and gifts, and should consider the tax consequences for the employee receiving an award or gift when providing non-cash awards and gifts.   Reporting Taxable Gifts and Awards Departments who chose to present a taxable award or gift to an...
  • The latest GL Monthly Schedule includes these key Accounts Payable fiscal year-end dates:  Due Day Department Action Friday, June 29 (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...
  • June is the last month of the grace period for employees to submit their late expense reports without being taxed.   To comply with IRS regulations, beginning on July 1, employee expense reports submitted to an Approver more than 60 days after the trip or last purchase date will be reported as taxable income for the employee being...
  • 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:​ Travel Perks (Why Connexxus) - June 7 at 11 a.m. (30 minutes) Airlines, hotels and car rental companies...
  • UCSF Finance will create a single organization covering the procure-to-pay process by moving the Accounts Payable unit (including Travel and Entertainment) from the Controller's Office to Supply Chain Management.  This move is part of a larger effort to improve service for both our customers and suppliers, and to increase the efficiency...

Cash Handling and Petty Cash Administration

  • The semi-annual Petty Cash Verification Letters will be distributed in the beginning of June.  Petty cash custodians must complete and return the required verification letter before the end of June 2018.  The semi-annual verification process helps ensure that our petty cash is accounted for and our records are accurately...
  • UCSF receives Automated Clearing House (ACH) and wire payments from domestic and international sources every day.  These funds are often intended for departments and we need your help to distribute the funds appropriately.  Follow these steps to ensure that your department receives all its funds in a timely manner: Review the...

Contracts and Grants Accounting

MyReports

  • In order to improve Dept ID searching, an effort is 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 will be the default level for most reports, allowing users to more quickly and simply find Dept IDs without first selecting the tree...
  • A new FTE (full-time equivalents) tab has been added to the VAT Alerts section of the Monthly Variance Summary Report. The VAT FTE Alerts tab identifies Dept IDs having a variance of more than two productive FTEs with monthly worked productivity below 95%.  With this enhancement, all variance criteria used in the new Variance Analysis...
  • The Labor Productivty by Job Code Report for UCSF Health has been enhanced with the addition of a Job Code filter. The Job Code filter allows users to run the report for one, or many, specific job codes. Users may need to clear their browser's cache in order to take advantage of the enhancement.

Payroll

  • You may have just finished your 2017 taxes, but it is not too early to start thinking about next year’s tax filing.  As part of the Tax Cuts and Jobs Act, changes to eligible deductions – such as a new $10,000 limit on the deduction for state and local taxes – could have a significant impact on your tax liability in 2018.  Check with...
  • Last month we announced a Change to Payroll Assessment Calculation for UCRP Supplement that was implemented on May 1, 2018.  We have clarified with the UC Office of the President that the UCRP supplement interest expense should have been taken beginning with the first payroll period paid in April, necessitating correcting journals for...
  • Each year, we have a large number of employees who separate due to retirements from UCSF at the end of June.  When an employee terminates all University employment, the Human Resources (HR) and Payroll staff must process the separation in a timely manner to ensure that the employee is paid accurately on their last day of work.  You can...

Student Accounting

  • An updated Stipend Payment Request application will be available on June 11, 2018.  The enhancements help to eliminate common data entry errors, provide more explicit guidance to users, and increase security.    Benefits of the updated Stipend Payment Request and Stipend Template include: Will ensure UC ID entered is ten-...

Accounting and Reporting

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

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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