The Controller’s Office continues its ongoing effort to streamline and clean up general ledger (GL) chart of account values in conjunction with UCSF’s Project One (opens in new window) implementation. Effective January 1, 2025, 77 revenue and expense accounts have been deactivated. This is in addition to 365 GL accounts deactivated in July, 2024. All accounts have no activity since July 1, 2022.
Review the current list of accounts for deactivation (opens in new window) in UCSF Box (MyAccess login required). If you identify any accounts that need to remain active, please contact the...
As part of UCSF’s unrelated business income tax (UBIT) filing, we are required to report any donations made by the University to charitable organizations. These donations 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 Fiscal Year 2024 (between July 1, 2023 and June 30, 2024), please email a copy of the acknowledgement letter to the General Accounting team no later than December 13, 2024. Direct all emails to [email protected] and use...
Effective July 1, 2024, 365 general ledger (GL) accounts will be deactivated in PeopleSoft to maintain the chart of accounts and to support clean-up efforts in conjunction with the Cloud Enterprise Resource Planning (ERP) project (opens in new window). All accounts have no activity and zero balances since July 1, 2022.
Deactivating accounts with no activity is essential for several reasons.
These accounts clutter the system, making it more challenging to navigate and analyze financial data accurately. By deactivating accounts no longer in use, we streamline the GL, enhancing its...
Refer to 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 Year-End Close Presentation held on June 5, 2024, watch the recorded session and review presentation slides on the Controller's Office website.
Key 2024 Year-End Dates
As we prepare for year-end, note the following key dates:
June Prelim Close: Wednesday, July 10
June Interim Close: Friday, July 19
June Control Point Final Close: Tuesday, July 23
These key dates and other close...
Fiscal year-end close is approaching. If you are responsible for any year-end close activities, please attend the year-end close presentation on Wednesday, June 5, from 11 a.m. to noon. Click here (opens in new window) to register. The recording and slides will be available on the Controller's Office website after the June session. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.
Year-End Key Dates 2024
As we prepare for year-end, note the following key dates:
June Soft Close: (All...
Following up on our May newsletter announcement, we are pleased to announce the transition from a single main depository bank account to four distinct bank accounts specific to business functions. This strategic change will aid in the identification, management, and oversight of unapplied cash, supporting units in handling accounts receivable more efficiently.
What’s New
Streamlined Accounts
Academic departments will use a single “Department Accounts Receivable” bank account (GL Account 10101) exclusively for all receivables. The three bank accounts for Contracts and Grants...
Beginning in June, four distinct bank accounts will replace the current main depository account for cash deposits and payments by check and electronic fund transfer. These new accounts are being created to streamline cash operations at UCSF by segmenting payment transactions according to key business function. Doing so will help improve the identification, management, and oversight of unapplied payments.
Business Area
Department Accounts Receivable
Contracts and Grants Accounting
Auxiliary and Administrative Services
Student...
In January, two new Business Units were created in PeopleSoft to facilitate the recording of financial transactions in the General Ledger for UCSF Health operations. These additions are specifically in response to UCSF Health's recent acquisition (opens in new window) of two San Francisco hospitals, namely Saint Mary’s Medical Center and Saint Francis Memorial Hospital. These newly established Business Units, SFSMH and SFSFH respectively, are assigned for the exclusive use of UCSF Health's accounting teams and have been incorporated into the MyReports Business Unit filters.
UCSF implemented changes to PeopleSoft Financials in July 2023 to comply with the UC Office of the President’s Common Chart of Accounts (CCOA).
In an ongoing effort to meet contract and grant reporting requirements since the CCOA go-live, the Controller’s Office is implementing a change in the use of Account numbers when recording journal entries for Intercampus Orders and Charges (IOC) and Interlocation Transfer of Funds (ITF). Moving forward, these recharges must be recorded using an Account number that indicates the UC location, instead of an Account reflecting the nature of the expense...
As part of UCSF’s unrelated business income tax (UBIT) filing, we are required to report any donations made by the University to charitable organizations. These donations 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 Fiscal Year 2022-23 (between July 1, 2022 and June 30, 2023), please email a copy of the acknowledgement letter to the General Accounting team no later than November 24, 2023. Direct all emails to [email protected] and...
After a recent enhancement to the General Ledger (GL) Verification Tool, users verifying by Award, Project ID, or Project Manager/PI can now verify all salary and FTE distributions selected for review directly from the Review and Verify Payroll tab.
Previously, the “Submit” button was not available from this tab when verifying payroll for Awards or Projects with funding distributions across multiple Dept IDs. In order to achieve 100% completion, verifiers were required to complete payroll verification by department for each Dept ID charged to the Award or Project.
Resources for using the GL...
Refer to 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 Year-End Close Presentation held on June 8, 2023, watch the recorded session and review presentation slides on the Controller's Office website.
Key 2023 Year-End Dates
As we prepare for year-end, note the following key dates:
June Prelim Close: Wednesday, July 12
June Interim Close: Friday, July 21
June Control Point Final Close: Wednesday, July 26
These key dates and other...
The Controller's Office has added new Fund 4007 - Federal Gv Grant, FEMA to the Fund Tree in PeopleSoft Financials. The purpose of this new restricted fund is to record revenue and expense activity for COVID-19 related expenses eligible for reimbursement by the Federal Emergency Management Agency (FEMA). Although all PeopleSoft users will see this fund in the Fund Tree, it is intended for use by central accounting teams only and should not be used by departments.
If you have questions about using UCSF's chart of accounts, contact General Accounting & Reporting.
On July 1, 2023, UCSF implemented changes to PeopleSoft Financials to comply with the UC Office of the President’s new Common Chart of Accounts (CCOA). Although the structure of our UCSF chart of accounts has not changed, the Accounting & Reporting team has modified accounting rules in order to correctly report financial activity to UCOP in a way that conforms to the new CCOA.
The Combo Edit Rules reference guide on the Controller’s Office website now reflects these changes. Financial administrators responsible for preparing and approving journals, establishing SpeedTypes, and...
Update: A previous version of this announcement incorrectly stated that “Function Code 76 – Auxiliary Enterprise should only be used with Auxiliary Fund 5300.” It has been revised to reflect that Function Code 76 should only be used with Fund 5030.
As previously announced, UC's Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. UCOP designed the CCOA to create consistency at the systemwide level while allowing UC locations to maintain local charts of accounts within the established framework...
Fiscal year-end close is approaching! If you are responsible for any year-end close activities, please attend the year-end presentation on June 8 from 10-11 a.m. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.
Key 2023 Year-End Dates
As we prepare for year-end, note the following key dates:
June Prelim Close: Wednesday, July 12
June Interim Close: Friday, July 21
June Control Point Final Close: Wednesday, July 26
In addition, the last day to submit new chartfield requests or to...
The Controller’s Office will host a presentation on Thursday, June 8, 2023, to communicate fiscal year-end close activities, timelines, and expectations. Participants will have an opportunity to raise questions during the live broadcast.
Department managers, financial administrators, financial analysts, research administrators, and anyone else involved in the year-end close process should plan to watch the live broadcast or review the recorded presentation.
Thursday, June 8, 2023, 10 - 11 a.m.
Advance registration is required. A link to join the presentation will be emailed upon...
We need your help to ensure that we receive a copy of every IRS Form 1099-MISC issued to UCSF. During tax season, the Controller’s Office must review all IRS Forms 1099-MISC issued to UCSF to verify if tax has been withheld and to report and reclaim withholding amounts. Review the guidelines below to identify when your department may receive a Form 1099-MISC issued to UCSF and how to submit it to the Controller's Office for review.
What is Form 1099-MISC?
Form 1099-MISC (Miscellaneous Income) is used to report miscellaneous payments made by businesses and business owners to a...
The Controller’s Office is combining the Student Accounting, Cash and Controls, UCSF Merchant Services, and Department Accounts Receivable functions into a new Accounts Receivable and Banking Services team (opens in new window). Previously, similar services in cashiering, billing, and student accounting were spread across the Accounting and Reporting unit and the Contracts and Grants Accounting unit. The Accounts Receivable and Banking Services team is part of our Accounting and Reporting unit and will be led by Director Alma Martinez who joined the Controller’s Office in February.
We are...
UC Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. The systemwide CCOA was designed to create consistency while allowing UC locations to maintain local charts of accounts within the established framework. It has been designed to enhance reporting, budgeting, and financial management and to reduce extensive and expensive data reconciliations UCOP prepares across UC locations.
UCSF reports our financial activity to UCOP. While our UCSF chart of accounts is not changing, we must align it to...
The Controller’s Office has observed an increase in deposits over the past two years using the bank’s generic deposit slips. This has contributed to an increase in misdirected deposits and unidentified deposits in our bank account with no corresponding cash journals.
Why does it matter?
The bank’s generic deposit slip contains no unique identifiers to tie the deposit to the department. This makes tracking a deposit much more difficult and increases opportunity for data entry errors by the depositor or bank teller.
When issues arise, the Controller’s Office is often unable to identify the...
Refer to 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 Year-End Close Presentation held on May 31, watch the recorded session and review presentation slides on the Controller's Office website.
Year-End Key Dates 2022
As we prepare for year-end, note the following key dates:
June Prelim Close: Wednesday, July 13
June Interim Close: Friday, July 22
June Control Point Final Close: Wednesday, July 27
These key dates and other close...
To assist departments with the tracking of unapproved verifications, the General Ledger (GL) Verification Tool recently began sending email notifications of unapproved items. Designated Approvers will receive a monthly email informing them of all verifications pending their approval by accounting period and department.
Additional features within the GL Verification Tool allow departments to review verification and approval status reports and perform monthly trend analysis. Review additional training materials on the General Ledger Verification page of the Controller’s Office website. If you...
Fiscal year-end close is approaching! If you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on May 31, watch the recorded session and review presentation slides on the Controller's Office website. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.
Year-End Key Dates 2022
As we prepare for year-end, note the following key dates:
June Prelim Close: Wednesday, July 13
June Interim Close: Friday, July 22
June Control Point...
The Controller’s Office will host a presentation on May 31, 2022, to communicate fiscal year-end close activities, timelines, and expectations. The presentation will be delivered via Zoom. Participants will have an opportunity to raise questions during the live broadcast.
Department managers, financial administrators, financial analysts, research administrators, and anyone else involved in the year-end close process should plan to watch the live broadcast or review the recorded presentation.
May 31, 2022, from 10 to 11:30 a.m.
Advance registration is required. Click here to register (...
We need your help to ensure that we receive a copy of every IRS Form 1099-MISC issued to UCSF. During tax season, the Controller’s Office must review all IRS Forms 1099-MISC issued to UCSF to verify if tax has been withheld and to report and reclaim withholding amounts. Review the guidelines below to identify when your department may receive a Form 1099-MISC issued to UCSF and how to submit it to the Controller's Office for review.
What is Form 1099-MISC?
Form 1099-MISC (Miscellaneous Income) is used to report miscellaneous payments made by businesses and business owners to a...
For operations outside of the United States, financial transactions are recorded in UCSF’s PeopleSoft Financial System using the local currency of the country. As part of the month-end close process, transaction amounts recorded in foreign currencies are translated to U.S. dollars and used for our financial reporting purposes. Established procedures in PeopleSoft for foreign currency conversion aim to represent the actual cost of expenses and to minimize gains or losses due to fluctuations in exchange rates over time.
A new reference guide, Understanding How Foreign Currency Amounts are...
Beginning in mid-October, some PeopleSoft system journals, including external flat files, journals created through the journal generator process, and allocations journals, are posting to suspense. These system journals are being incorrectly marked as “Invalid Dept-Function” during the nightly batch edit process.
The PeopleSoft technical team is investigating the root cause, while working to minimize the number of ongoing suspense entries. However, journals created from the journal generator process, including accounts payable voucher journals, may continue posting to suspense. The technical...
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 Year-End Close Presentation held on June 8, watch the recorded session and review presentation slides on the Controller's Office website.
Year-End Key Dates 2021
As we prepare for year-end, note the following key dates:
June Prelim Close: Friday, July 9
June Interim Close: Friday, July 23
June Control Point Final Close: Tuesday, July 27
These key dates and other close deadlines...
Fiscal year-end close is approaching! To help ensure you are prepared, join us for the annual fiscal close presentation on June 8, 2021. If you are responsible for any year-end close activities, plan to view the session to learn more about the year-end close process, including dates and discussion of key close activities.
June 8, 2021, 1:30 p.m. – 3:00 p.m.
Advanced registration is required. Click here to register (MyAccess login required). A Zoom link to join the presentation will be e-mailed to registered participants.
Recording and slides will be available on the Controller's Office...
The Controller’s Office will host a presentation on June 8, 2021, to communicate fiscal year-end close activities, timelines, and expectations. The presentation will be delivered via Zoom. Participants will have an opportunity to raise questions during the live broadcast.
Department managers, financial administrators, financial analysts, research administrators, and anyone else involved in the year-end close process should plan to watch the live broadcast or review the recorded presentation.
June 8, 2021, 1:30 p.m. – 3:00 p.m.
Advance registration is required. Click here to register (...
