Payroll

  • News from the Controller's Office Issue
    In September 2023, the UCPath Center reported that certain payroll adjustment transactions were backlogged due to unanticipated vacancies and volume. The UCPath Center provided the following update as of March 22, 2024, for payroll adjustments that will result in a change to an employee’s 2023 wage information and a corrected W-2 form (W-2C) for the 2023 tax year. For adjustments submitted to UCPath Center by the November 17, 2023, deadline: Electronic W-2Cs will be available by April 1, 2024 UCPath notified 89 UCSF employees about their W-2Cs via email on March 13, 2024; those...
  • News from the Controller's Office Issue
    The next twice yearly compensatory time payout will occur on April 17 as a separate offcycle payment. The payout will be based on each employee's comp time off (CTO)/holiday comp time (CTU) balance as of March 30. CNA employees will be paid down to 36 hours. Shift pay for the CTO/CTU paydown will be paid on the 04/24/2024 oncycle pay date. HBS Leave Requests Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on April 15, 2024, to ensure...
  • News from the Controller's Office Issue
    Due to upcoming system updates, UCPath will be unavailable from 12 p.m. on Friday, March 8, 2024, through 6 a.m. on Monday, March 11, 2024. UCPath will not be available to all employees, managers, and transactors.   The UCPath Center advises that transactors complete all necessary UCPath transactions by 3 p.m. on March 7 to ensure timely processing. Funding entry and salary cost transfer initiators and approvers should follow established processing deadlines posted in the Payroll Processing Calendar.  With the March updates, UCPath will make several improvements to the Ask...
  • News from the Controller's Office Issue
    When funding information is missing or invalid, UCPath posts corresponding payroll expenses to a department default chartstring. While this practice reduces the occurrence of payroll suspense items and gives greater visibility to identify and fix funding distribution issues, additional effort is required by departments to perform corrections using the UCPath Salary Cost Transfer/Direct Retro process.  The quick reference guide, Understanding Department Default and Catch-All Funding Sources (opens in new window) (MyAccess login required), contains guidance for Funding Entry Initiators...
  • News from the Controller's Office Issue
    Important announcements from the HBS Processing Center:  The UCSF Health Floating Holiday for the César Chávez Day holiday (March 29) is scheduled to post on March 7, 2024, for employees in the following collective bargaining units:  Clerical & Allied Services – CX  Registered Nurses – NX  Skilled Craft – K2  Technical - TX  Non-Represented – 99  For details about the availability of this floating holiday visit the Controller’s Office website.  Members of the Registered Nurses - NX collective...
  • News from the Controller's Office Issue
    Human Resources and Payroll developed a new timesheet change form for requesting changes to campus employee timesheets after the pay period has closed in HBS. The new form is available on the Controller’s Office website. The prior forms will only be accepted through March. If you have bookmarked the prior forms or have a copy of the form saved locally, please update your systems with the new form. You can submit completed forms to Human Resources by submitting an HBS Timekeeping case in PeopleConnect (opens in new window) and attaching the completed form. Features of the new form include...
  • News from the Controller's Office Issue
    The 2024 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle batches through December. Included in the calendar are local processing deadlines to initiate and approve funding entry transactions in time for each posting date. Salary cost transfer deadlines and direct retro processing dates are available for the month of January. You can access up-to-date schedules directly on the Payroll Processing Calendar page. As a best practice, consult the current schedule rather than printing or saving a copy...
  • News from the Controller's Office Issue
    The Controller’s Office conducted 23 instructor-led training classes between October and December to help Salary Cost Transfer Initiators and Approvers prepare for the redesigned salary cost transfer process that went live on November 13, 2023. This month, training will transition to a new eLearning course available in the UC Learning Center. The new course (opens in new window), UCPath Salary Cost Transfer Entry and Approval Process, is required before new Salary Cost Transfer Initiators and Salary Cost Transfer Approvers can be granted access and enter or approve cost transfers in UCPath...
  • News from the Controller's Office Issue
    Due to upcoming planned maintenance, all UCPath general ledger (GL) pages will be unavailable from 12 a.m. on Thursday, January 4, 2023, through 12 p.m. on Monday, January 8, 2023. This outage will include access to all UCPath pages for funding entry, salary cost transfers, direct retros, and benefit cost transfers. Transactors cannot view or submit funding entry, salary cost transfer, benefits cost transfer or budget distribution transactions during this downtime. Please complete all necessary UCPath transactions before the outage begins.
  • News from the Controller's Office Issue
    With the start of the new calendar year, all employees should review these important deadlines related to pay, taxes, and benefits and take action as needed. January 12, 2024: Tax information deadline UCPath will begin to process W-2s in late January. To ensure the information on your W-2 is complete, accurate, and reaches you, take the following steps by January 12, 2024: Opt-in for electronic W-2. The secure and convenient way to receive your W-2. To sign up, log in to UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2. Verify personal...
  • News from the Controller's Office Issue
    To safeguard employee data, UCPath now sends an email notification to employees whose direct deposit information has been updated. This verification email is legitimate and is part of UCPath’s enhanced security protocols. If you authorized this change, no further action is required. If you did not make this change, or if you're uncertain, it's important to contact UCPath right away to verify that your account is still accurate. Contact UCPath at (855) 982-7284, Monday to Friday, 8:00 a.m. - 5:00 p.m. UCPath is introducing this new security measure in response to recent phishing attempts....
  • News from the Controller's Office Issue
    The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season. For the biweekly pay period ending December 23, 2023, timesheets must be entered and approved by Saturday, December 23, at 11:59 p.m. Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
  • News from the Controller's Office Issue
    The deadlines to sign up for electronic tax forms are before Jan. 1, 2024, to receive your 2023 1095-C electronically and before Jan. 12, 2024, to receive your 2023 W-2 statement electronically. Now is a great time to update your settings in UCPath online to receive your 1095-C and W-2 tax forms electronically. And, if you’re still getting your paycheck in the mail, you can sign up for direct deposit as well. Going paperless provides a more sustainable way to maintain secure digital access to your tax information, and signing up for direct deposit may qualify you for incentives at your bank...
  • News from the Controller's Office Issue
    On November 13, the UCPath Center successfully completed the implementation of the redesigned Salary Cost Transfer process. Accessing Salary Cost Transfer Pages Moving forward, Salary Cost Transfer Initiators and Approvers can access the new salary cost transfer pages from the Direct Retro folder within General Ledger Administration. You may want to create new favorites for these pages for quick access if you haven’t already. All transfers required on paychecks prior to October 2021 should be reviewed and completed as soon as possible. The existing direct retro pages will remain available...
  • News from the Controller's Office Issue
    UCPath will begin processing 2023 W-2 statements in January. Get a head start on ensuring you are ready for tax season. Here are four actions you can take now to confirm your information in UCPath is complete and accurate. Go paperless. There are many good reasons to go paperless. To submit your consent to receive your tax forms electronically, log into UCPath online and navigate to the following pages. W-2 forms: select Employee Actions > Income and Taxes > Enroll to Receive Online W-2 (opens in new window) 1095 forms: select Employee Actions > Income and Taxes >...
  • News from the Controller's Office Issue
    The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season. For the biweekly pay period ending December 23, 2023, timesheets must be entered and approved by Saturday, December 23, at 11:59 p.m. Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
  • News from the Controller's Office Issue
    UCPath’s new Salary Cost Transfer (SCT) process is launching on November 13, 2023. It will streamline the existing Direct Retro process, resolve existing defects, and provide improved data accuracy. Here’s how to prepare for the go-live. Please contact the Controller’s Office Solution Center with any questions. Required Training All Salary Cost Transfer Initiators and Approvers should attend an instructor-led Zoom training session on the new tool to prepare for go-live. Current users will find a link to register for The Redesigned Salary Cost Transfer Entry and Approval Process (...
  • News from the Controller's Office Issue
    UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2023. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 9, 2023. It will not consider future committed leave.
  • News from the Controller's Office Issue
    Effective October 1, 2023, members of the Postdoctoral Scholars Unit (PX) systemwide bargaining unit are eligible for reimbursement of up to $2,500 annually for qualifying childcare expenses. Details about this benefit, eligibility, submission requirements, and the reimbursement process are available in a new resource, Childcare Benefits for Postdoctoral Scholars (opens in new window) on the UCSF Human Resources website. Departments are responsible for tracking childcare related expenses and ensuring employees do not exceed annual reimbursement levels provided for in the contract. While all...
  • News from the Controller's Office Issue
    UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2023. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 9, 2023. It will not consider future committed leave.
  • News from the Controller's Office Issue
    The next twice-yearly compensatory time payout (opens in new window) will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2023. HBS Leave Requests Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 11, 2023, to ensure that those hours are not paid out. Non HBS Leave Requests...
  • News from the Controller's Office Issue
    In September, the UCPath Center reported that certain payroll adjustment transactions are backlogged due to unanticipated vacancies and volume. The affected transactions include: FICA/retirement adjustments Out-of-state adjustments Overpayments Earn code reclassifications Check reissues While working to fill vacancies, UCPath is reassigning other resources to address the backlog and expects to reduce it by 50 percent within 90 days. UCPath will provide updates on the transaction backlog as they are available. If you need assistance checking on the status of a pending payroll...
  • News from the Controller's Office Issue
    The UCPath Center kicked off a new project in August that aims to improve general ledger (GL) assessment data accuracy and reduce data duplication through UCPath process, page, and configuration enhancements. The Rewrite GL Assessment project will enable UCPath to scale back on current customizations and leverage existing PeopleSoft functionality. UC campus locations will benefit by receiving additional detail in the labor ledger to enhance financial reporting and reconciliation. According to the current project timeline, UCPath is planning for a July 2024 go-live. The UCPath project team...
  • News from the Controller's Office Issue
    On September 28, 2023, Funding Entry Initiators and Approvers were notified via email about the recent completion of October 2023 faculty range adjustments in UCPath. These adjustments resulted in compensation changes for employees, effective 10/1/2023. In some cases, an employee’s total compensation changed. In other cases, the total compensation remained the same but there was a change to individual pay component amounts (e.g., HSR, HSP, HSN). When an employee receives a compensation change, Funding Entry Initiators are responsible to align the employee’s funding distributions to match the...
  • News from the Controller's Office Issue
    UPDATE: The UCPath Center moved the implementation date to November 13, 2023, one week earlier than previously announced. Salary Cost Transfer and Funding Entry Initiators and Approvers were notified of the change by email on October 12, 2023. The following announcement has been updated to reflect the information shared by email, including transaction processing deadlines prior to the implementation. The Controller’s Office will continue to keep all Salary Cost Transfer Initiators and Approvers informed via the UCPath-Users listserv as information becomes available. Please review the details...
  • News from the Controller's Office Issue
    UCPath’s redesigned salary cost transfer process is scheduled to go live on November 19, 2023. After extending the timeline, the UCPath Center selected the November date based on input from all UC locations. UCSF has since kicked off our user acceptance testing phase on August 3, 2023, with over 50 participants from across campus departments and central processing teams. The redesigned process aims to improve on the current process by: Reducing data entry and processing complexity Providing greater flexibility to transfer individual distribution lines Allowing users to save transactions...
  • News from the Controller's Office Issue
    As part of the UC Gender Recognition and Lived Name Policy (opens in new window), UCPath is being upgraded to display an employee’s lived name throughout the system. Beginning on June 20, 2023, an employee's lived name recorded in UCPath will display in “Name” fields throughout the system and will be visible to the employee, managers, UCSF transactors, and UCPath Center staff. Legal names will only be visible to authorized users and on pages where the use of a legal name is required. Learn more about how UCSF has begun to implement the Gender Recognition and Lived Name Policy (opens in new...
  • News from the Controller's Office Issue
    On June 20, 2023, the HBS timekeeping system will display an employee’s full lived name when one is recorded in UCPath. After a prior enhancement in May 2021, HBS currently displays a lived or preferred first name on timesheets when one is recorded in UCPath. HBS will align with the June UCPath Lived Name implementation to display the full lived name on all screens across the timekeeping system. Searching by name in HBS will search an employee’s lived name as it is recorded in UCPath. Enhanced HBS search functionality will enable users to search for employees using either their last name,...
  • News from the Controller's Office Issue
    UCPath is upgrading the underlying Oracle PeopleSoft Human Capital Management (HCM) platform from version 37 to version 44. This upgrade will address several defects and will enable future improvements. In conjunction with the upgrade, some UCPath users will experience new enhancements to the Fluid User Interface (UI) navigation in UCPath.   Who Is Affected by This Change? Only users with a transactor role will see improved navigation changes in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams in Human...
  • News from the Controller's Office Issue
    Note the following UCPath year-end processing timelines, including a revised deadline to submit salary cost transfers for fiscal year 2022-23. Final Fiscal Year 2022-23 Salary Cost Transfer Processing The UCPath Center has extended the deadline to approve all salary cost transfers (Direct Retros)  in UCPath until 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year 2022-23. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 7. Salary Cost Transfer Initiators and Approvers are advised to submit and...
  • News from the Controller's Office Issue
    The fiscal year-end funding rollover program is scheduled to run at the end of June 2023. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities. About the Fiscal Year-End Funding Rollover Process Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath...
  • News from the Controller's Office Issue
    Monday, May 29, 2023, is the last day for managers to approve timesheets for the biweekly pay period ending May 27. As this deadline falls on a UCSF holiday, encourage employees to submit timesheets with enough time for managers to review and submit approvals before the period closes to editing. Employees and managers who want to avoid submitting and approving timesheets on the holiday should be sure that timesheets are approved by May 26.
  • News from the Controller's Office Issue
    Update: this announcement was updated to reflect the UCPath Center's decision to extend the final salary cost transfer processing deadline from July 3 to July 7. Department salary cost transfers users should start preparing now for fiscal year-end close. All salary cost transfers (Direct Retros) must be approved in UCPath by 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year 2022-23. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 7. The Payroll Processing Calendar on the Controller’s Office website...
  • News from the Controller's Office Issue
    On April 30, 2023, the University of California began using The Work Number, a third-party employment verification vendor, to verify employment and income for student employees. Student employees no longer need to contact the UCPath Center for employment verification. The UCPath Center notified student employees by email and provided instructions for opting out and managing data stored in The Work Number. Student employees may opt out (opens in new window) using UCPath online. For student employees opting out by 5 p.m. on April 30, no information will be submitted to The Work Number....
  • News from the Controller's Office Issue
    Update: the UCPath Center has postponed this implementation, originally scheduled for April 2023. This announcement has been updated to include the current implementation timeline, now planned for May 2023. After additional testing, the UCPath Center has also confirmed that there will be no change to the look and feel of earnings statements for non-exempt employees. The UCPath Center has set a tentative date of May 7, 2023, to implement a new Time and Labor module with the goal to simplify and improve the time collection process from campus locations by using PeopleSoft delivered...
  • News from the Controller's Office Issue
    In response to managers’ requests and to support ongoing efforts to ensure timely timesheet approval, HBS has recently enabled the following reports for all managers and timesheet approvers: BW Completion/Approval – displays completed (submitted) and approved biweekly (BW) timesheets by individual employee MO Completion/Approval – displays completed (submitted) and approved monthly (MO) timesheets by individual employee Completion/Approval Compliance by TSG – displays percentage of completed (submitted) and approved timesheets by Timesheet Group (TSG) Completion/Approval Compliance by...
  • News from the Controller's Office Issue
    The UCPath Center announced a new go-live date of November 19, 2023, for the redesigned salary cost transfer (SCT) process. In December, the UCPath Center announced they were reevaluating the March 2023 go-live date for the SCT Redesign project and that the system integration phase of the project would be extended. With the additional time, the UCPath Center completed a focused analysis to understand inconsistencies in percent of effort calculations across UCPath pages and processes. These inconsistencies require manual reconciliation by users in order to tie Distribution of Payroll Expense (...
  • News from the Controller's Office Issue
    In July 2019, UCSF implemented a policy to provide Health Sciences Compensation Plan (HSCP) faculty a 12-week childbearing and childrearing (CB/CR) leave benefit. To support CB/CR leaves the campus applies an assessment to HCOMP faculty salaries. Salary and benefit expenses incurred while on a CB/CR leave are charged to the faculty’s normal department funding and are reimbursed from the CB/CR assessment pool. Relief to department funding for CB/CR leaves has been completed by salary cost transfer since 2019. This relief method has been inconsistent and slow since the transition to UCPath,...
  • News from the Controller's Office Issue
    Update: a previous version of this announcement did not include the go-live date. The announcement was also updated to include a training video link. On April 17, 2023, UCPath will update the Ask UCPath support site with a new design that improves access to information for all employees submitting an inquiry to the UCPath Center. Users will experience a redesigned landing page with the following features: Enhanced "Quick Search" for fast access to frequently requested content A list of trending topics with commonly requested items like tax forms A frequently asked questions (FAQ)...
  • News from the Controller's Office Issue
    UCSF is enhancing the HBS Timekeeping System to address invalid chartstring values, also known as FAU (Full Accounting Unit) values. Effective as of the biweekly pay period ending February 4, 2023, this enhancement prevents the transmission of invalid chartstrings from UCPath and removes existing invalid and expired chartstrings. HBS users can expect to see the following changes: Current Timesheets Upon clicking <FAU Look Up> on the current timesheet, the Chart String Lookup functionality will search for and display only valid and chargeable chartstrings. A UCPath account code has...
  • News from the Controller's Office Issue
    Effective January 1, 2023, Senate Bill 1334 changed the rules about mandated meal and rest periods for public employers, including the University of California. SB 1334 applies to non-exempt employees of the University who provide direct patient care or support direct patient care in a general acute care hospital, clinic, or public health setting. Covered employees are entitled to one unpaid 30-minute meal period on shifts over five hours, and a second meal period on shifts over 10 hours. Employees are also entitled to one paid 10-minute rest break per four hours worked. UCSF Human Resources...
  • News from the Controller's Office Issue
    To ensure UCSF complies with applicable federal, state, and local laws and regulations, as well as UC policy and labor agreements, managers and timesheet approvers must approve timesheets in a timely manner. Approving timesheets by established deadlines is necessary for UCSF to ensure that employees receive a correct paycheck for each pay period and the correct accruals for the month. Failure to approve timesheets by the established deadline for each pay period may result in your employee being over- or underpaid. Established timelines for timesheet submission and approval are as follows...
  • News from the Controller's Office Issue
    The UCPath Center is reevaluating the recently announced March 18, 2023 go-live for the Salary Cost Transfer (SCT) Redesign project. The integration testing phase of the project uncovered systemic defects related to inconsistent dollar and effort percent results during GL processing. The UCPath Center is assessing options for remediation and working with campus Controllers to determine a new go-live date. More information will be shared as a new timeline is finalized.
  • News from the Controller's Office Issue
    UCPath begins processing 2022 W-2 statements in late January. Employees from all UC locations will receive one W-2 statement from UCPath. Please take the following steps by January 13, 2023, to ensure the information on your W-2 is complete and accurate. Verify your personal email and home address in UCPath online. Even if you elect to receive an electronic W-2, it’s important to keep your personal information up to date (opens in new window). Verify your dependents. The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees,...
  • News from the Controller's Office Issue
    The Pay for Family Care and Bonding (PFCB) program introduced in July 2021 is expanding (opens in new window). In 2023, the income replacement offered by PFCB will increase from 70% to 100% of eligible earnings. The increase is effective Jan. 1, 2023, for employees paid on a monthly basis and December 25, 2022, for employees paid on a biweekly basis and is available for up to eight workweeks per calendar year. Required changes to support the expanded program in HBS are underway and are expected to be delivered in January 2023. Expected changes on HBS timesheets are as follows: Some...
  • News from the Controller's Office Issue
    In December, HBS was enhanced to apply new daily overtime rules for employees in the Clerical and Allied Services Unit. Employees covered under the Clerical and Allied Services Unit contract earn overtime when work hours exceed the hours of a full-time employee’s regular daily schedule on pay status or when hours exceed forty hours on pay status in a work week. The new daily overtime provision allows that an employee whose work hours exceed their regular scheduled shift of eight hours, or more, a day will earn overtime. Overtime hours for hours worked in excess of eight hours are...
  • News from the Controller's Office Issue
    The UCPath Center announced a new go-live date of March 18, 2023, for the redesigned salary cost transfer (SCT) process. As previously announced, the timeline is being extended due to delays in development and the need for significant defect remediation. The UCPath Center and UC campus Controllers selected the new timeline to ensure sufficient time for testing and preparing location users for this change. This month, UCSF’s project team will begin user acceptance testing, which will include testing activities by campus department transactors nominated by our UCPath Customer Advisory Board....
  • News from the Controller's Office Issue
    As previously announced, UCPath is changing the chartfield order displayed on several pages, including Direct Retro and Funding Entry inquiry and data entry screens. Beginning December 12, transactors in UCPath will need to enter chartstrings following the order of the new systemwide Common Chart of Accounts (CCOA). This change will be a visual update only to align UCPath with the CCOA chartfield order. Chartfield labels will continue to match UCSF’s chart of accounts, only in a different order. Transactors can download the new UCPath Common Chart of Accounts Display Order (opens in new...
  • News from the Controller's Office Issue
    Monday, December 26 is the last day for managers to approve timesheets for the biweekly pay period ending December 24. As UCSF holidays on Friday, December 23 and Monday, December 26 overlap with the close date for the pay period, encourage employees to submit timesheets with enough time for managers to review and submit approvals before the period closes to editing. Employees and managers who want to avoid submitting and approving timesheets on the holiday should be sure that timesheets are approved by December 22.
  • News from the Controller's Office Issue
    In December, UCPath will change the chartfield order displayed on several pages, including Direct Retro and Funding Entry inquiry and data entry screens. The UC Office of the President (UCOP) recently established a new systemwide Common Chart of Accounts (CCOA) for use within all UC systemwide financial applications in order to create a consistent financial reporting structure at the UC systemwide level. As part of this effort, UCPath is updating the chartfield order to allow for the uniform display and entry of chartstrings across all UC locations. UCSF will continue to maintain our local...
  • News from the Controller's Office Issue
    The UCPath roadmap project to improve the user experience and reduce the complexity of the salary cost transfer process is delayed. The timeline is being extended due to delays in development and the need for significant defect remediation. The extended timeline will also ensure sufficient time for testing and to prepare system users for this change. A new go-live date is under discussion between locations and the UCPath Center. While the delay means we must continue to work within the limitations of the current Direct Retro tool a bit longer, the new timeline will allow for more time for...
  • News from the Controller's Office Issue
    On October 12, UCPath introduced virtual agents to its phone service. Employees calling UCPath now experience the following: After authenticating their identity, callers will be greeted by a virtual agent. The virtual agent can answer several common questions, such as questions about W-2s, paychecks, vacation and sick accruals, direct deposit, employment verification, and Public Service Loan Forgiveness forms. Callers will still hear the average wait time while on hold to speak with an agent. The virtual agent feature will continue to be updated over time to handle a broader range of...
  • News from the Controller's Office Issue
    In November, the UCPath Center will implement an automated process to deactivate systemwide general deductions, additional pay, active stipends, and active direct deposits for terminated employees with no active appointments 60 days after their separation date. The automated process does not apply to garnishments or locally managed deductions (i.e., parking/transit, resident benefits). This change represents best payroll practice and ensures up-to-date employee records, reducing the risk of incorrect or invalid payments. To ensure delivery of tax forms and any payments due after separation,...
  • News from the Controller's Office Issue
    On October 15, 2022, UCPath implemented the PeopleSoft Fluid User Interface (UI). Users with transactor and inquiry roles now navigate to lookup and data entry pages using the new PeopleSoft Homepage menu and Fluid navigation tiles. Transactors should note that session timeouts on the PeopleSoft Homepages are controlled by timeouts on the main UCPath online portal. If you have a UCPath online portal page open in a separate tab or window while actively working in the application, your session will end if one of these periods of inactivity is reached: 60 minutes of inactivity on the UCPath...
  • News from the Controller's Office Issue
    UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2022. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 10, 2022. It will not consider future committed leave.
  • News from the Controller's Office Issue
    The next twice-yearly compensatory time payout will occur at the end of October 2022. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2022. HBS Leave Requests Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 11 to ensure that those hours are not paid out. Leave Requests through Clairvia, OnOrOff, and...
  • News from the Controller's Office Issue
    The UCPath Fluid User Interface (UI) will arrive on October 15, 2022, one week earlier than previously announced. The UCPath Center moved the go-live date to minimize impacts to the established payroll processing schedule. Several resources are now available to help you prepare for using the Fluid UI in UCPath. Review the resources below and take any necessary actions by the dates indicated. Who Is Affected by this Change? Only users with a transactor or inquiry role will see a change in UCPath. This includes campus department Funding Entry and Salary Cost Transfer Initiators and...
  • News from the Controller's Office Issue
    UCPath is on track to deliver a significantly redesigned Salary Cost Transfer process to UC campus locations. The redesigned process aims to improve the UCPath experience for the more than 600 Salary Cost Transfer Initiators and Approvers at UCSF by: Reducing the complexity of current data entry and processing steps Addressing data accuracy, page performance, and processing performance issues Allowing greater flexibility to transfer distribution lines by earnings end date without paycheck restrictions Adding system logic to enforce validation only for distribution lines being...
  • News from the Controller's Office Issue
    Update: an earlier version of this announcement stated this change will be implemented on October 22, 2022. It has been updated to reflect a revised implementation date by the UCPath Center of October 15, 2022. On October 15, 2022, UCPath will implement PeopleSoft's Fluid User Interface (UI), bringing a simplified way for users with transactor roles to navigate within UCPath. Who is affected by this change? Only users with a transactor role will see a change in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams...
  • News from the Controller's Office Issue
    Starting October 1, 2022, employees will receive most supplemental payments on their regularly scheduled (on-cycle) payday instead of receiving an off-cycle payment. Supplemental payments to be paid on-cycle include clinical incentives and SPOT awards; moonlight payments will continue to be paid off-cycle. This change increases the timeliness of supplemental payments for UCSF employees and aligns with the broader UC standard processing for supplemental payments.  Read more on UCSF’s Human Resources website (opens in new window), including guidance on updating your tax withholdings in...
  • News from the Controller's Office Issue
    A technical issue resulted in several delayed or missed HBS notifications between April and August. We are happy to report that all HBS notifications are now working as expected. We apologize for the inconvenience the missed notifications have caused. Beginning this month, HBS will email new alerts to help employees, timesheet group owners, and supervisors monitor vacation and PTO balances. The following monthly notifications will be sent when UCPath balances transmitted to HBS for the most recent accrual period are approaching or exceed the accrual limit: Approaching Maximum Alert: Sent...
  • News from the Controller's Office Issue
    Audit & Advisory Services recently added six metrics to the Financial Management Dashboard (opens in new window), including two new metrics to help departments identify payroll transactions requiring corrections: Payroll Default Chartstrings: Identifies campus payroll transactions requiring correction after posting to department default chartstrings due to invalid funding setup Payroll Transactions in Suspense: Identifies campus payroll transactions requiring correction after posting to payroll suspense due to invalid funding setup As a best practice, departments should regularly...
  • News from the Controller's Office Issue
    A new reference guide is available to help you understand key topics related to your vacation and paid time off (PTO) leave. Understanding Leave Balances in HBS and UCPath addresses: How and when leave accruals and service credits are calculated Differences between viewing leave balances in UCPath and HBS Understanding vacation/PTO maximum caps Requesting vacation/pto maximum grace period exceptions We know that navigating your leave balance information can be complicated, as different policies apply based on an employee's applicable policy or collective bargaining agreement. Do you...
  • News from the Controller's Office Issue
    The fiscal year-end funding rollover program is scheduled to run at the end of June 2022. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities. About the Fiscal Year-End Funding Rollover Process Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath...
  • News from the Controller's Office Issue
    All salary cost transfers (Direct Retros) for payroll that originated in UCPath must be approved by 5 p.m. on July 5 in order to be recorded in fiscal year 2021-22. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 5. The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end. Review the following reminders to help minimize delays in processing salary cost transfers in UCPath in preparation for year-end close. Confirming Valid...
  • News from the Controller's Office Issue
    The temporary extension (opens in new window) allowing policy-covered staff employees additional time to take vacation/PTO leave, in order to bring their accrual balances below the maximum, ends on June 30, 2022. Effective July 1, 2022, an employee whose balance exceeds the maximum vacation/PTO accrual limit will no longer accrue additional vacation/PTO hours until the balance is reduced below the maximum. The employee will not lose accrued vacation hours; any hours accrued by June 30, 2022, will remain in the employee’s balance, but the employee will not accrue additional hours until their...
  • News from the Controller's Office Issue
    The Mass Funding Upload Template for UCPath Funding Entry was updated recently to streamline processing. This template provides the option to update funding through a mass file upload for multiple employees who are not funded using the Salary Cap/MCOP Funding Worksheet. Users should download the latest version of the template with each submission and review instructions in the first tab. It is important to note the following guidelines: Data provided for each position must represent a complete funding entry. All rows for each ERN code must total 100% (as is required when entering funding...
  • News from the Controller's Office Issue
    At the end of April, the UCPath Center resolved an intermittent UCPath defect (opens in new window) impacting the total compensation displayed within the Funding Entry Inquiry page. First identified in 2020, the defect resulted in the incorrect monthly salary amount in the Compensation Data Snapshot of the Salary Cap/MCOP Funding Worksheet page when accessed from Funding Entry Inquiry. The Compensation Data Snapshot allows a user to review the employee’s current and previously effective compensation, based on the employee’s history of job changes. It was updated to display the most recent...
  • News from the Controller's Office Issue
    To help plan for fiscal year-end, finance administrators should note these upcoming UCPath activities. Look for further information to prepare for key payroll processing deadlines in the June edition of the Controller's Office Newsletter. Fiscal Year-End Funding Rollover The UCPath fiscal year-end funding rollover program is scheduled to run at the end of June 2022. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. The UCPath Center has announced that the freeze period for...
  • News from the Controller's Office Issue
    In April, we introduced UCPath Finance at a Glance, a new monthly communication for UCSF’s community of UCPath transactors and finance administrators. Born out of feedback from UCSF's UCPath Customer Advisory Board (opens in new window) on how to improve communications to department transactors, it provides a monthly digest of recent news, updates to known issues, and enhancement initiatives relevant to our finance community. UCPath Finance at a Glance is distributed by email to individuals on the UCPath-Users listserv and is also available as an opt-in mailing list. If you are not on the...
  • News from the Controller's Office Issue
    Human Resources, the Office of the Registrar, and the Controller’s Office have updated administrative holiday dates to align with the UC-wide holiday calendar established in UCPath. UCSF's observed December and early January holidays will be: Friday, December 23, 2022 Monday, December 26, 2022 Friday, December 30, 2022 Monday, January 2, 2023 Check relevant calendars and schedules as they may have changed to align with the new dates: Campus Human Resources Transactional Services Unit (TSU) processing calendar (opens in new window) (login required) Office of the Registrar’s...
  • News from the Controller's Office Issue
    A UCPath defect (opens in new window) that has resulted in incorrect hours, pay percentages, and effort percentages on the Distribution of Payroll Expense (DPE) reports since October 2021 will be resolved this month. The defect is observed on leave earnings distribution lines and the corresponding “Reg-like” offsetting lines where the lines do not have equal and opposite hours and effort percent. When running the DPE by earnings end date, the effort percent and hours will be slightly off. Paycheck amounts were not impacted. The defect was partially resolved with the posting of the...
  • News from the Controller's Office Issue
    In December, we identified a UCPath defect (opens in new window) resulting in extra distribution lines with zero dollar amounts in the Old Data and New Data sections of the Direct Retro page. Initially, users were able to delete these lines in order to submit transactions. Beginning in March, we observed an increase in the number of users who were not able to delete these lines and encountered an invalid chartstring error that prevented submission of the Direct Retro transaction. At the end of March, the UCPath Center implemented a partial solution that: Prevents the creation of zero...
  • News from the Controller's Office Issue
    After closing the December 2021 pay period in HBS, a system error prevented some leave reported in HBS from being sent to UCPath. This error affected monthly employees who reported leave on their December timesheet prior to the timesheet close on January 7, 2022. As a result: Impacted monthly employees who were at or approaching their vacation max in UCPath did not accrue leave. Leave balances of impacted employees are incorrect in UCPath. To resolve this issue, the UCSF Payroll Office will send a separate time file to UCPath containing the missing leave, as part of the March monthly...
  • News from the Controller's Office Issue
    UPDATE: the University has extended the time to use any remaining 2022 EPSL or 2021 EPSL entitlement from September 30, 2022, to December 31, 2022. Read additional details about this change on UCnet (opens in new window). See the 2022 Emergency Paid Sick Leave (EPSL) Notice and Request Form (opens in new window) for details about how to request EPSL. The UC Office of the President (UCOP) announced additional Emergency Paid Sick Leave hours for 2022 (2022 EPSL) (opens in new window) on February 23, 2022. Here are the highlights: Full-time employees are eligible for up to 80 hours of paid...
  • News from the Controller's Office Issue
    Beginning in February UCPath transactors will be able to enter funding subject to a salary cap for a biweekly paid employee directly in the main Funding Entry and Direct Retro pages without being routed to the Salary Cap/MCOP Worksheet. The existing Salary Cap/MCOP Worksheet was designed to enforce salary cap compliance for salaried employees paid monthly and cannot correctly calculate salary cap compliance for hourly employees paid biweekly. The requirement to use the MCOP Worksheet was removed for hourly paid employees to allow transactors to complete their entries more easily. A new...
  • News from the Controller's Office Issue
    The UCSF chartstring validation interface with UCPath will be updated later this month to allow for more flexibility when validating sponsored award chartstrings on Funding Entry and Salary Cost Transfer pages in UCPath. Currently, Funding Entry and Salary Cost Transfer Initiators encounter combo edit errors when entering chartstrings where: A future effective dated funding entry distribution contains a project with an activity period status that is inactive or pending for that future period. A project or activity period is inactive on a paycheck for which a salary cost transfer is being...
  • News from the Controller's Office Issue
    In October 2021, we identified a UCPath defect resulting in missing leave expense transactions in the Distribution of Payroll Expense (DPE) reports and the General Ledger (GL). The defect was the result of the UCPath GL process marking leave expense lines and the offsetting reversing regular earning expense lines as “do not post” when the net impact of the lines summed to zero at the chartstring level. Example: Leave expense and regular pay offsetting lines summing to zero at the chartstring level Bus Unit Fund Dept ID Project Function UCOP Account Earn Begin Date...
  • News from the Controller's Office Issue
    All employees can now access their 2021 W-2 in UCPath online. Employees who requested an electronic version of their W-2 received an email notifying them of the online availability. Employees who did not select an electronic version may still access their W-2 in UCPath online and will also be mailed a printed W-2 no later than January 31, 2022. To access your W-2, log into UCPath using MyAccess and click on Employee Actions > Income and Taxes > View Online W-2/W-2C. Training materials for reviewing your online W-2 and understanding your W-2 are available on UCPath's help site (...
  • News from the Controller's Office Issue
    Update: See table below for new HBS Pay Codes available to record leaves related to COVID-19. In October 2021, President Drake approved an extension to the time allowed to use Emergency Paid Sick Leave (EPSL). The University’s 2021 EPSL expired on September 30, 2021, but eligible employees can use any remaining hours as Extended Emergency Paid Sick Leave (Extended EPSL) through June 30, 2022. This is a reminder that the University’s Extended EPSL is available to employees hired on or before September 30, 2021, who did not exhaust their 2021 EPSL entitlement. Read the announcement on UCnet...
  • News from the Controller's Office Issue
    The COVID-19 Paid Administrative Leave Program, authorized by former President Napolitano and extended by President Drake, ended on June 30, 2021. Effective July 1, 2021, the HBS Timekeeping System has zeroed out all unused hours. Paid administrative leave usage information previously displayed in the Time Off section of the "Balances" tab has been moved to a new Historical Program section to maintain an audit trail of all reported usage and the final balance at the end of the program. Employees and Timesheet Approvers can view leave usage details by clicking "COVID-19 Paid Admin...
  • News from the Controller's Office Issue
    Read these important reminders and mark your calendar for upcoming deadlines where action may be required. To ensure timely receipt of tax forms, employees should verify their personal email and home address in UCPath online by January 10. Form W-2, Wage and Tax Statement UCPath will begin to process 2021 W-2s in late January. Employees will be notified via email when their electronic form W-2 is available for secure retrieval from UCPath online. Employees who have not signed up to receive their W-2 electronically may do so through UCPath online until January 10. For employees electing to...
  • News from the Controller's Office Issue
    The Controller’s Office is pleased to announce the release of a revised UCPath Funding Entry training course in the UC Learning Center. The redesigned course for Funding Entry Initiators and Approvers includes the following enhancements: Streamlined curriculum. The new course combines topics from three previous courses: UCSF Position Funding Entry and Updates, UCPath Position Basics and Funding Entry Concepts, and UCPath Basics and Navigation. Improved learner experience. The course is divided into 4 sections and 25 lesson topics. Learners can follow a prescribed learning path or use the...
  • News from the Controller's Office Issue
    The 2022 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle and salary cost transfer batches through December. Included in the calendar are local processing deadlines to initiate and approve funding entry transactions in time for each posting date. Salary cost transfer deadlines and processing dates for the first calendar quarter of 2022 are not yet available. You can access up-to-date schedules directly on the Payroll Processing Calendar page. As a best practice, consult the current...
  • News from the Controller's Office Issue
    As previously announced, UCPath will not be available to any employees or transactors from noon on Friday, December 10, to 6 a.m. on Monday, December 13. During this outage window, the UCPath Center will perform a technical upgrade to the underlying Oracle PeopleSoft HCM platform. UCSF employees, managers, and department transactors will see minimal to no changes to their experience using UCPath as a result of the upgrade. Review and follow the deadlines and additional actions below to minimize impacts resulting from the upgrade and outage period. If you need further assistance, select...
  • News from the Controller's Office Issue
    Update: an earlier version of this announcement stated the prospective change will be implemented in January 2022. It has been updated to reflect a revised implementation by the UC Office of the President in February 2022. A recent review of UCPath earnings codes revealed that 111 codes (and their variant codes) not eligible for the vacation leave assessment (VLA) accrual are being assessed for VLA. Vacation leave assessment accruals for eligible regular earnings generate a reserve against which vacation leave is taken. A prospective change will be implemented in February 2022 to no longer...
  • News from the Controller's Office Issue
    As a result of the holiday closure on December 30, 2021, the pay confirm for the biweekly pay period ending December 25, 2021, will occur in UCPath on Wednesday, December 29. In order to meet the UCPath timekeeping file submission deadline due to the early pay confirm, the December 25 pay period will close early in HBS. The HBS system will close for all users (employees, managers, and Human Resources) at 9 a.m. on Monday, December 27. Please review your HBS data as soon as possible but no later than the December 27 deadline. If you have questions about HBS, contact the Controller's Office...
  • News from the Controller's Office Issue
    As announced in the September Controller's Office Newsletter, new HBS leave pay codes will be added to enable UCSF to more effectively track and administer leave entitlements and usage under federal and state protected leave regulations. Originally scheduled for September, the implementation date has been extended to improve the sort order of pay codes listed in biweekly and monthly timesheets. With the addition of 47 new leave pay codes, the sort order of pay codes displayed in the bi-weekly and monthly timesheet will be modified so that more frequently used pay codes are displayed first;...
  • News from the Controller's Office Issue
    UCSF assesses departments and funds for employer expenses associated with most benefits based on a fixed percentage of an employee’s salary, known as a Composite Benefit Rate (CBR). Certain benefit expenses are assessed in addition to the CBR. These individual employer contribution rates are assessed through both UCPath and the General Ledger. Refer to Employer Contribution Rates for Employee Benefits to review benefit rate information for individual benefit charges and links to benefit rate tables maintained outside of the Controller’s Office.
  • News from the Controller's Office Issue
    Over the last several months, we have experienced a number of issues with the Prior Period Leave Redistribution process in UCPath. At UCSF, these issues primarily impact our Health Sciences Compensation Plan (HSCP) members. Understanding the Issues During payroll processing, the leave redistribution program looks back to retrieve prior period funding in effect at the time the leave was taken. If prior period funding cannot be identified, the program skips the paycheck. As a result, the leave transactions are charged to the default distribution established using the blank/catch-all...
  • News from the Controller's Office Issue
    Effective October 1, 2021, the UCPath Center implemented changes to the process of determining and communicating expected case resolution dates for inquiries. To align with UCPath working hours, service targets used to determine expected resolution dates now exclude weekends and holidays. Example For a case opened on Friday, 10/1, with a five-day service target: Following the former process, the expected resolution date is Wednesday, 10/6. Following the new process, the expected resolution date is Friday, 10/8. The case submitter will receive an email confirmation for each...
  • News from the Controller's Office Issue
    In December, the UCPath Center will perform a technical upgrade of the underlying Oracle PeopleSoft HCM platform. Known as the UCPath PeopleSoft Update Manager (PUM) Upgrade Project, it will bring the platform to the current version and aims to improve system stability, implement required new functionality, and deliver bug fixes. This project is being managed by the UCPath Center and the UC Office of the President. UCSF employees, managers, and department transactors will see minimal to no changes to their experience using UCPath online. However, the upgrade process will require a cutover...
  • News from the Controller's Office Issue
    You can view the following recent updates to the Payroll Processing Calendar on the Controller's Office website: Salary Cost Transfer submission deadlines and processing dates for October through December are now posted. December payroll processing dates, including funding entry deadlines, were updated to reflect a planned UCPath upgrade. Access schedules directly on the Payroll Processing Calendar page. As a best practice, consult the current schedule rather than printing or saving a copy. If you have questions, contact the Controller's Office Solution Center.    
  • News from the Controller's Office Issue
    UC President Drake approved the request to extend the temporary increase to the grace period for vacation leave/PTO accrual maximums for eligible staff, through June 30, 2022. Effective June 1, 2020 through June 30, 2022, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 25 months (instead of the previous 15-month extension with an end date of September 30, 2021) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual maximum will not have to...
  • News from the Controller's Office Issue
    The UCPath Center identified an issue where monthly employees on Pay for Family Care and Bonding leave are not accruing hours for vacation and sick leave for earnings recorded using the PFL - Paid Family Care & Bonding Leave earnings code. UCPath expects to resolve this issue by October 18, 2021. Accrual balances will be updated as part of the resolution; no further action is required to request accrual updates. For future updates on this issue, consult the known issues log on the UCPath at UCSF website. If you need further assistance, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2021. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 11, 2021. It will not consider future committed leave.
  • News from the Controller's Office Issue
    The next twice-yearly compensatory time payout will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 13, 2021. HBS Leave Requests Approved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 13, 2021, to ensure that those hours are not paid out. Clairvia or OnOrOff Scheduling Systems...
  • News from the Controller's Office Issue
    The Pay for Family Care and Bonding (PFCB) Program, effective July 1, 2021, gives employees the option to replace some of the income they would otherwise lose during their approved leave. The cost of PFCB payments is an element of the Composite Benefit Rate (CBR) pool. As such, the salary will be charged to the employee’s normal department funding but will be reimbursed through a financial journal and charged to the CBR pool. The financial journal will be processed on a monthly basis and will reimburse PFCB earnings charged in the prior month. Review answers to common questions below. If you...
  • News from the Controller's Office Issue
    Update, September 17, 2021: UC President Drake approved the request to extend the temporary increase to the grace period for vacation leave/PTO accrual maximums for eligible staff, through June 30, 2022. Effective June 1, 2020 through June 30, 2022, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 25 months (instead of the previous 15-month extension with an end date of September 30, 2021) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual...
  • News from the Controller's Office Issue
    New HBS pay codes will be added in September to enable UCSF to more effectively track and administer leave entitlements and usage under federal and state protected leave regulations. To use the new leave codes, the leave of absence (LOA) must be approved and designated as a protected LOA (i.e., California Family Rights Act (CFRA), Pregnancy Disability Leave Law (PDLL), Kin Care). HR Leave Administrators will provide guidance and support on which HBS pay codes are applicable based on the employee's approved leave status. Health managers can view leave records and HBS leave coding in HR...
  • News from the Controller's Office Issue
    HBS will be unavailable on Saturday, September 11, 2021, from 8 a.m. – 3 p.m. due to a scheduled database upgrade. During this maintenance window, users will not be able to log into HBS via MyAccess or using the direct HBS link, https://hbsweb.ucsfmedicalcenter.org. HBS WebClock and badge readers will continue to function during the scheduled maintenance window. If you have questions, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    UCPath governance structures help ensure that the system and service center meet the needs of UC employees. These structures include multiple groups across the UC system and UCSF charged with collecting and consolidating feedback to help optimize UCPath and inform leadership of trends, improvement opportunities, and ongoing support needs. Central to governing UCPath at UCSF, a new Customer Advisory Board convened in July. The group’s mission is to help ensure that the entire UCSF community has a voice in providing feedback on the UC-wide UCPath system. The Customer Advisory Board is a...
  • News from the Controller's Office Issue
    UPDATE: The availability of the new Pay for Family Care and Bonding (PFCB) codes in HBS is delayed until July 14. Human Resources and Payroll will coordinate to manually enter the PFCB earnings in UCPath for the biweekly pay period ending July 10. Employees and timesheet approvers should follow these steps for the pay period ending July 10: Leave the dates of PFCB usage blank on the employee’s HBS timesheet when submitted/approved. Once the PFCB codes are available in HBS, a history timesheet will be completed by Payroll to populate the PFCB usage. New HBS Pay Codes are now available to...
  • News from the Controller's Office Issue
    All salary cost transfers (Direct Retros) for payroll that originated in UCPath must be approved by 5 p.m. on July 6 in order to be recorded in Fiscal Year 2020-21. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 6. The 2021 Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end. Review the following reminders to help minimize delays in processing salary cost transfers in UCPath in preparation for year-end close. Confirming...
  • News from the Controller's Office Issue
    UC President Drake recently approved the request to extend the temporary increase to the four-month grace period for vacation leave/PTO accrual maximums for eligible staff, through September 30, 2021. Effective June 1, 2020 through September 30, 2021, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 15 months (instead of up to an additional four months upon request) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual maximum will not have to...
  • News from the Controller's Office Issue
    The fiscal year-end funding rollover program is scheduled to run at the end of June 2021. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities. About the Fiscal Year-End Funding Rollover Process Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year end, central processing units at the UCPath...
  • News from the Controller's Office Issue
    Important announcements from the HBS Processing Center: Payout of the UCSF Health Floating Holiday for César Chávez Day (March) is scheduled to post on May 6, 2021, for employees in the EX -Patient Care Technical and SX -Service collective bargaining units. For details on this policy visit the Controller’s Office Website. Effective April 19, 2021, HBS timesheets display an employee’s lived first name as set up in UCPath. A lived name is a self-chosen or personal and/or preferred professional name used instead of a legal name. Updates to lived names can be made using Employee Self-...
  • News from the Controller's Office Issue
    Last month’s decision to remove UCSF from the enhanced process to redistribute prior period leave resulted in the incorrect distribution of leave across position funding established using the Salary Cap/MCOP Funding Worksheet. The issue impacted members of the Health Sciences Compensation Plan (HSCP) who had leave reported on the March 31, 2021 paycheck. Leave transactions were charged to the default distribution established using the blank/catch-all chartstring (often using Project ID 2222222) instead of to the distributions established for HSR/HSP/HSN components of pay. In addition, salary...
  • News from the Controller's Office Issue
    New HBS Pay Codes are now available to record leaves related to COVID-19. The table below lists Pay Codes by leave type and maps them to the corresponding UCPath Earnings Codes used for payroll processing. Leave Type: FFCRA Emergency Paid Sick Leave (EPSL) HBS Pay Code UCPath Earnings Code COVID-19 EPSL – Employee 2021 Salaried: EPS (Emergency Paid Sick Leave - EE) Hourly: ESN (Emergency Paid Sick Leave - EE) COVID-19 EPSL – Family 2021 COVID-19 EPSL – Family FMLA 2021...
  • News from the Controller's Office Issue
    Human Resources, the Office of the Registrar, and the Controller’s Office have aligned on administrative holiday dates for 2021 to resolve December conflicts. The observed December holidays will be: Thursday, December 23, 2021 Friday, December 24, 2021 Thursday, December 30, 2021 Friday, December 31, 2021 Please check relevant calendars and schedules as they may have changed in order to align with the new dates. Campus Human Resources Transactional Services Unit (TSU) processing calendar Office of the Registrar’s Academic and Administrative Calendar Controller’s Office Payroll...
  • News from the Controller's Office Issue
    Since our UCPath implementation we have been experiencing several defects that have resulted in inflated vacation leave assessment (VLA) and residual benefit amounts remaining for VLA and UCRP Supplemental (UCRP-S) interest following a salary cost transfer. The underlining system defects have been resolved by the UCPath Center. In April, the Payroll Office will complete the historical cleanup of the General Ledger to clear residual benefit amounts and correct leave assessments. The historical cleanup will be completed by financial journal and will not be reflected in the Distribution of...
  • News from the Controller's Office Issue
    On March 2, 2021, The UCPath Center implemented a new case closing process to provide case submitters additional time to review the case resolution. Once the UCPath Center provides a resolution, the submitter will receive an email notification that the case will remain open for five days with a "Pending Closure" status. The case submitter will have the following options: If the case submitter agrees with the resolution, no further action is needed. The case will automatically close after five days, and they will receive a case closure email notification. If the case submitter does not...
  • News from the Controller's Office Issue
    As previously reported, we are experiencing several defects as a result of the recent enhancement to redistribute prior period leave transactions using the funding source in effect on the earnings end date of the leave transaction recorded in HBS. Due to these defects, we have made the decision to remove UCSF from the enhanced process. We are working with the UCPath Center to address all defects related to this enhancement and hope to opt back into the process once they are resolved. UCSF will be removed from the enhanced process as of the March 2021 monthly pay cycle. When performing salary...
  • News from the Controller's Office Issue
    The 2021 Payroll Processing Calendar has been updated on the Controller’s Office website. Updates reflect current payroll journal posting dates for on-cycle and salary cost transfer batches. Also included in the update are second quarter processing deadlines to initiate and approve salary cost transfer transactions in time for each posting date. Anticipated dates for posting to the General Ledger and availability in MyReports are based on representative timing provided by the UCPath Center for when locations will receive labor ledger data. If you have questions, contact the Controller’s...
  • News from the Controller's Office Issue
    When funding information is missing or invalid, UCPath posts corresponding payroll expenses to a department default chartstring. While this practice reduces the occurrence of payroll suspense items and gives greater visibility to identify and fix funding distribution issues, additional effort is required by departments to perform corrections using the UCPath salary cost transfer process. The quick reference guide, Understanding Department Default and Catch-All Funding Sources, has been updated to help Funding Entry Initiators proactively address funding entry issues that may result in...
  • News from the Controller's Office Issue
    Correction: an earlier version of this announcement stated the pay confirm date as Monday, March 22. It has been updated to reflect the correct pay confirm date of Wednesday, March 24. As a result of the Cesar Chavez, Sr. Day holiday closure on March 26, 2021, the pay confirm for the biweekly pay period ending March 20, 2021, will occur in UCPath on Wednesday, March 24. In order to meet the timekeeping file submission deadline in UCPath due to the early pay confirm, the March 20 pay period will close early in HBS. The HBS system will close for all users (employees, managers, and Human...
  • News from the Controller's Office Issue
    As announced in February, UCPath delivered an enhancement to redistribute prior period leave transactions using the funding source in effect on the earnings end date of the leave transaction recorded in HBS. UCSF has identified several defects related to salary cost transfers as a result of the implementation of this new functionality. The items listed below are under investigation by the UCPath Center. The N-OTC indicator is no longer unique to only one chartstring on the Direct Retro Salary Cap / MCOP Funding worksheet. For example, you may see the N-OTC001 up-to-the-cap identifier...
  • News from the Controller's Office Issue
    As of January 2021, UCPath will change the way that funding is redistributed for leave taken in a prior period. Prior period leave transactions will be redistributed using the funding source in effect on the earnings end date of the leave transaction recorded in HBS. Prior to this change, UCPath redistributed prior period leave transactions based on funding distributions that were in effect for the current payroll processing cycle. Examples of commonly used earnings codes to be redistributed for leave taken include: ADM - Administrative Leave -Salaried LNF - Leave-No Pay-FMLA Salaried...
  • News from the Controller's Office Issue
    As previously announced, most UCSF employees will receive two W-2 and two 1095-C forms for the 2020 tax year. W-2 and 1095-C forms for earnings and benefits received before the UCPath transition are now available in At Your Service Online (AYSO). To access, log into AYSO using MyAccess and click the link, W-2 and 1095-C. Employees who did not sign up to receive an electronic version may still access their W-2 in AYSO. A printed W-2 will be mailed by January 31, 2021, to the home address recorded in UCPath online as of January 15, 2021. For questions about tax forms in AYSO, contact the...
  • News from the Controller's Office Issue
    The UCPath Center recently implemented the following enhancement to the salary cost transfer process when using the Direct Retro Salary Cap / MCOP Funding Worksheet: Change: Additional earnings codes that are identified in UCPath as eligible for capped funding sources and are effort bearing (i.e., contribute to the employee’s monthly salary effort for the specific pay check’s pay period end date) are now editable within the Direct Retro MCOP Worksheet. This includes salary expense earnings codes such as VAC, SKL, etc. Prior state: UCPath previously required funding for these distribution...
  • News from the Controller's Office Issue
    The UCPath implementation resulted in an unanticipated change in the way that terminal vacation (TRM) and paid time off (PTP) payouts come through the distribution of payroll expense and are recorded on the General Ledger.   Pre-UCPath Post-UCPath TRM/PTP expense recorded on Salary and benefit accounts Salary accounts Offsetting credit from the VLA pool recorded on Salary and benefit accounts Benefit accounts In order to reflect the net zero impact that should...
  • News from the Controller's Office Issue
    The 2021 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle and salary cost transfer batches. Also included in the calendar are local processing deadlines to initiate and approve funding entry and salary cost transfer transactions in time for each posting date. Anticipated dates for posting to the General Ledger and availability in MyReports are based on representative timing provided by the UCPath Center for when locations will receive labor ledger data. If you have questions, contact the Controller...
  • News from the Controller's Office Issue
    Due to the transition to UCPath in 2020, most UCSF employees will receive two W-2 and two 1095-C forms for the 2020 tax year. W-2 and 1095-C forms for earnings and benefits received before the UCPath transition will be available in At Your Service Online (AYSO). W-2 forms for earnings received after the UCPath transition will be available in UCPath online. 1095-C forms for benefits received after the UCPath transition will not be available electronically in UCPath online. All forms will be mailed. Employees who have not signed up to receive their W-2 electronically may do so through...
  • News from the Controller's Office Issue
    Now that all locations have transitioned to UCPath, At Your Service Online (AYSO) has been updated to include only historical earnings and tax statements for employment prior to the transition to UCPath. AYSO had been the host for employee, former employee, and retiree/benefit payee applications, which have all transitioned to either UCPath online or UCRAYS. These historical records will remain accessible for the periods required under applicable tax laws and UC contracts. This is the first phase of the eventual decommissioning of AYSO. What’s Changing for Phase One? After logging into...
  • News from the Controller's Office Issue
    The UCPath system (including UCPath online) will be unavailable during the following period, while UCPath transitions their hosting provider from Oracle Managed Cloud Services (OMCS) to Amazon Web Services (AWS). UCPath System Outage Begins UCPath System Outage Ends Wednesday, December 9, 10:00 p.m. Monday, December 14, 6:00 a.m. During the outage, all UC employees will not have access to UCPath. Employees will be unable to view or download pay statements during the outage. Pay statements for the December 9 biweekly payday will be available in UCPath on...
  • News from the Controller's Office Issue
    As a result of the holiday closure on December 31, 2020, the pay confirm for the biweekly pay period ending December 26, 2020, will occur in UCPath on Wednesday, December 30. In order to meet the timekeeping file submission deadline in UCPath due to the early pay confirm, the December 26 pay period will close early in HBS. The HBS system will close for all users (employees, managers, and Human Resources) at 9 a.m. on Monday, December 28. Please review your HBS data as soon as possible but no later than the December 28 deadline. If you have questions about HBS, contact the Controller's...
  • News from the Controller's Office Issue
    In November we established a new HBS email notification to alert employees when a completed timesheet has been updated. The notification will be sent to an employee when their timesheet approver performs an edit to a completed timesheet for an open pay period. The automated notification will provide the employee with the pay period end date of the timesheet that was edited, the name of the person who made the edit, and instructions to review the timesheet and complete and resubmit the timesheet again. If you have questions about HBS, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    Due to the timing of when UCPath labor ledger data is received in UCSF's data warehouse, payroll journals for the biweekly pay periods ending October 31, 2020 and November 28, 2020 will not post until after the October (04) and November (05) accounting periods have closed. A central accrual will not be posted for the estimated salary and benefit expenses. A journal using Source Code 547 can be completed to accrue for payroll expenses related to sponsored activity that needs to be accrued for a closing period. Journal posting dates can be reviewed on the 2020 Payroll Processing Calendar....
  • News from the Controller's Office Issue
    The 2020 Payroll Processing Calendar has been updated to reflect the latest payroll journal posting dates. The UCPath Center has provided representative timing for when locations will receive labor ledger data which allows us to provide more accurate anticipated dates for posting to the General Ledger and availability in MyReports. In addition, the UCPath Center has established a schedule for when salary cost transfer (SCT) processing will occur in UCPath. While the processing frequency is less than what was originally communicated from UCPath, the set dates are an improvement over the...
  • News from the Controller's Office Issue
    As a result of the holiday closure on November 11, 2020, the biweekly payday for the pay period ending October 31, 2020 will be on Tuesday, November 10, 2020. Due to the early payday, the October 31, 2020 pay period will close early in HBS in order to meet the pay confirm deadline in UCPath. The HBS system will be closed for all users (employees, managers, and Human Resources) at 9 a.m., Monday, November 2. Please review your HBS data as soon as possible but no later than November 1. If you have questions about HBS, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    UC President Drake recently approved the request to extend the temporary increase to the four-month grace period for vacation leave/PTO accrual maximums for eligible staff, through June 30, 2021. Effective June 1, 2020 through June 30, 2021, Policy-covered staff (PPSM-2.210) will automatically receive up to an additional 12 months (instead of up to an additional four months upon request) within which to take vacation/PTO leave in order to bring the employee’s balance below the maximum. Policy-covered staff who are close to their vacation leave/PTO accrual maximum will not have to submit...
  • News from the Controller's Office Issue
    Pay options for employees to receive missed pay have changed with the UCPath implementation. While every effort should be made to ensure that employees receive their accurate pay during their regularly scheduled pay cycle, departments should review the four pay options available in order to help quickly resolve pay issues should they arise. The sooner employees and departments report pay issues the more quickly they can be resolved. Central Human Resources and Payroll teams work with each employee on a case-by-case basis to determine an appropriate method for issuing missed pay. If you have...
  • News from the Controller's Office Issue
    Senior Vice Chancellor Paul Jenny recently announced upcoming changes to UCPath customer support. Effective Monday, October 5, UCPath support for UCSF departments and employees will transition from The Bridge Center back to familiar human resources, benefits, payroll, and IT channels. The Bridge Center was established as a temporary support resource for UCSF during our initial transition to UCPath. The UCSF teams that have supported you since implementation will continue to provide you with support for UCPath as we move beyond The Bridge Center. The UCPath Get Help web page will be updated...
  • News from the Controller's Office Issue
    Two regularly scheduled maintenance windows impact UCPath users: Every Sunday from midnight to 6 a.m. Every third Sunday from 6 to 10 a.m. UCPath is available 24/7/365 except during regularly scheduled maintenance, every Sunday from 12 to 6 a.m. Other scheduled UCPath system outages will be listed in the Key UCPath Systems Dates section of the System Information page on the UCPath website as information becomes available. In addition, the maintenance window for UCSF's PeopleSoft Financial System is every third Sunday from 6 to 10 a.m. During this monthly maintenance window,...
  • News from the Controller's Office Issue
    To allow badge reader and WebClock users and approvers additional time to complete timesheets for the biweekly pay period ending September 5, 2020, the deadline for this population has been extended to Tuesday, September 8, at 9 a.m. The deadlines for all other populations remain the same: Employees: Sunday, September 6 Approvers: Monday, September 7 Due to the holiday on September 7, all who are able to are encouraged to submit and approve timesheets on Friday, September 4.
  • News from the Controller's Office Issue
    UCPath posts payroll expenses with invalid funding distributions to a department default chartstring. This practice reduces the occurrence of payroll suspense items and gives greater visibility to funding distribution issues, making it easier for departments to identify and correct missing or invalid funding. While payroll suspense items are cleared with the assistance of the Payroll Office (See Guidance on Clearing Salary and Benefit Expenses in Payroll Suspense), payroll expenses that post to department default funding must be transferred by the department from the default chartstring to...
  • News from the Controller's Office Issue
    Included below are updates to last months’ Vacation Maximum Grace Period Exception newsletter article. The UCPath system is currently being modified to allow PTO earning employees who are approaching or at accrual max to be granted a grace period exception through December 31, 2020. This change is expected to be implemented retroactive to June 1 at the end of September. PTO earners do not need to submit a Vacation/PTO Accrual Extension Form; the grace period max will be automatic. Academic employees are not eligible for the Vacation/PTO Maximum Grace Period Exception. Employees who have...
  • News from the Controller's Office Issue
    Effective July 1, 2019, UCSF began providing twelve weeks of paid leave for both childbearing (CB) and childrearing (CR) leave to Health Sciences Compensation Plan (HSCP) faculty. An initial announcement was communicated in the September 2019 Controller’s Office Newsletter. The crediting of department funding for CB/CR leaves has been on hold since UCPath conversion in May 2020, while processing methods were reviewed and updated. Beginning in September 2020, the process of posting relief to department funding for this program will be updated to work within UCPath, and relief for the months...
  • News from the Controller's Office Issue
    Departments must submit all Payroll Expense Transfer Uploader (PETU) and Uncapped-to-Capped PETU (U2C-PETU) forms no later than September 30, 2020. As a reminder, all payroll expenses that originate in PPS must be moved using the PETU process, and PPS will remain operational only for a limited time in order to process final PETUs. Note the following key dates for processing all remaining PETU submissions. Posting to the General Ledger may require additional time when department follow-up is required. PETUs submitted by Will post to the General Ledger by Friday,...
  • News from the Controller's Office Issue
    Following the UCPath conversion, some salary and benefits were charged to a department default chartstring containing a Dept ID that was not at a posting level. Planning is underway to ensure that all default chartstrings contain posting-level Dept IDs. In the meantime, departments will continue to see payroll go to suspense when a non-posting level chartstring is used as a default. To keep the General Ledger and Distribution of Payroll Expense (DPE) in sync, departments must move salary and benefits in suspense using a salary cost transfer. Outlined below are the steps to move payroll that...
  • News from the Controller's Office Issue
    April vacation usage meant to post in the legacy payroll system in May was not processed. As a result, department funding did not receive offsetting vacation leave pool credits. The missing vacation usage was discovered after it was too late to post the usage for Fiscal Year 2019-20. The April vacation usage was accrued centrally for FY 2019-20. The vacation usage will be processed in the legacy payroll system and will post to Accounting Period 1 of FY 2020-21.
  • News from the Controller's Office Issue
    Activity Periods for payroll expenses are not specified during the UCPath funding entry process. Like PPS, Activity Periods are derived during posting to the General Ledger. The current logic to derive the Activity Period for any payroll transaction references the pay period end date. The Activity Period in which the pay period end date falls is selected during the journal generation process and applied to the transaction. When a salary cost transfer is processed, the pay period end date changes from the pay period end date of the original transaction to the end date of the period in which...
  • News from the Controller's Office Issue
    All payroll expenses that originate in PPS must be moved using the Payroll Expense Transfer Uploader (PETU) process. PPS will remain operational for a limited time in order to process PETUs. Departments must submit all PETUs to transfer PPS payroll expenses by September 30, 2020. Note the following key dates for processing all remaining PETU submissions. Posting to the General Ledger may require additional time when department follow-up is required. PETUs submitted by Will post to the General Ledger by Friday, August 21 Friday, August 28 Friday,...
  • News from the Controller's Office Issue
    The Vacation/PTO Maximum Grace Period Exception that was granted in April continues to be in effect through August, 2020. Employees who reached their vacation/PTO max prior to June 1 were automatically granted a grace period in UCPath. UC Office of the President announced a newly approved temporary program that allows policy-covered employees additional time to accrue vacation leave. On June 29, 2020, President Napolitano approved a temporary increase to that four-month extension for eligible staff, effective retroactively from June 1 through December 31, 2020. Now that we are live on UCPath...
  • News from the Controller's Office Issue
    Beginning June 30, logging into MyAccess requires Duo. Duo provides an extra layer of protection to ensure the security of logins beyond a password. While UCPath already requires Duo, this change may impact your experience logging into UCPath. If you are already logged into MyAccess with Duo authentication, you can log into UCPath without reauthenticating. If you are not logged into MyAccess with Duo, you will be prompted to authenticate using Duo when you log into UCPath. When prompted to choose a Duo authentication method, click the checkbox, Remember me for 16 hours, to avoid having to...
  • News from the Controller's Office Issue
    The UCPath website has been enhanced to include a System Information page that consolidates UCPath system information to help users plan and execute their tasks. You can access the System Information web page from the key topics list on the main UCPath web page or from the ‘Learn More’ drop down menu on the top of every page of the website. Refer to this page to view system: Hours of operation Outages and other key dates Announcements and updates Known Issues The page also provides links to key UCPath process related information including payroll and campus human resources calendars...
  • News from the Controller's Office Issue
    The UCPath system (including UCPath online) will be unavailable during the following period, in preparation for the transition of Lawrence Berkeley National Laboratory (LBNL) to UCPath. UCPath System Outage Begins UCPath System Outage Ends Friday, July 17, 10:00 p.m. Monday, July 20, 6:00 a.m. If you have questions, contact The Bridge Center.
  • News from the Controller's Office Issue
    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, HR and Payroll staff must process the separation in a timely manner to ensure that the employee is paid accurately. You can help us achieve a smooth transition for employees by doing the following: Complete the separation Management Action as early as possible. Represented employees will be paid their final earnings on June 29, 2020. Non-represented employees will receive their final earnings on their regularly scheduled...
  • News from the Controller's Office Issue
    UPDATE: The UCPath Center is requiring additional processing time to perform the year-end funding rollover process for positions funded using MCOP worksheets. In order to accommodate the MCOP rollover, the outage period and key deadlines for performing funding entry activities in UCPath has been updated below. Please submit and approve all current fiscal year funding entries intended to be rolled over prior to June 25. UCPath brings changes to year-end processes for updating payroll funding distributions and for transferring payroll expenses. As the 2019-20 fiscal year-end approaches, we...
  • News from the Controller's Office Issue
    New HBS Pay Codes are now available to record leaves related to COVID-19. The table below lists HBS Pay Codes by leave type and maps them to the corresponding PPS DOS Codes and UCPath Earnings Codes used for payroll processing. Leave Type HBS Pay Code PPS DOS Code UCPath Earnings Code UC Expanded Paid Administrative Leave (PAL) COVID 19 Paid Admin Leave RGC (Regular Paid Leave) Salaried: RGC (REG Paid Leave-Salaried) Hourly: RVN (REG Paid Leave-Hourly...
  • News from the Controller's Office Issue
    As announced in today's email from Senior Vice Chancellor, Finance and Administration Paul Jenny, all UCSF-paid employees may now access UCPath – the University of California’s modern human resources, benefits and payroll system. Review your checklist to see the recommended actions you may want to take now that UCPath is live. UCPath online’s modern interface is easy to use. When you are ready to take action, job aids, software simulations and other training resources are available to guide you. You can access these tools and more on the UCPath at UCSF website. If you need assistance,...
  • News from the Controller's Office Issue
    UCPath brings changes to how payroll expense transfers are processed. While transfers for payroll expenses generated from UCPath will follow the new salary cost transfer process, all remaining payroll expense transfers for salary and benefits expenses posted to the General Ledger from PPS will continue to use the current process through September 30, 2020. Review last month's article for additional details. The Distribution of Payroll Expense (DPE) Report in MyReports has been updated to accommodate payroll transaction data from both PPS and UCPath. As a result of these changes, the Payroll...
  • News from the Controller's Office Issue
    Each year, we have a large number of employees who separate due to retirements from UCSF at the end of June. Employees wishing to make changes to Voluntary UC Retirement Savings Program contributions in time for the calculation of their final paycheck must do so according to payroll processing deadlines and IRS rules. You can help employees achieve a smooth transition by reminding them to visit the Fidelity website to make any changes in time for the calculation of their June 29 retirement separation paycheck: 403(b): change contribution by June 24 457(b): change contribution by May 31
  • News from the Controller's Office Issue
    UCSF's payroll expense transfer processes will change when UCPath launches on June 1. A new salary cost transfer process in UCPath will replace the submission of Payroll Expense Transfer Uploader (PETU) forms. Salary Cost transfers, also known as Direct Retros in UCPath, will be used to repost any payroll expense that originates in UCPath. Departments will continue to be responsible for identifying, initiating and obtaining approval for transfers. Campus departments will initiate and approve salary cost transfers in UCPath directly. UCSF Health departments will initiate transfers using a new...
  • News from the Controller's Office Issue
    All UCSF employees are invited to join a virtual UCPath Town Hall on Monday, May 11, from 3:00 - 4:00 p.m. Join members of the UCPath project team for an overview of what's changing with UCPath and learn what to expect when UCPath is live on June 1. Meeting details are available on the UCPath website. For those unable to attend, a session recording will be posted on the UCPath website following the meeting. UCPath town halls for campus managers and supervisors and UCSF Health managers and supervisors were held earlier this year.  Managers and supervisors are encouraged to review these...
  • News from the Controller's Office Issue
    HBS will continue to be impacted during the transition to UCPath. Consult the following timekeeping dates and deadlines between now and June 1 and plan accordingly. The full UCPath cutover schedules for campus and UCSF Health are available on the UCPath website. HBS System Outage during Conversion HBS will be unavailable to all users from May 28 through May 31. HBS will reopen for timesheet and webclock entry on June 1. Date Activity April 27 - June 1 History timesheets for any monthly pay period will not be processed May 22 - June 1 History...
  • News from the Controller's Office Issue
    The Payroll Processing Calendar has been revised to reflect the upcoming transition to UCPath. The final payroll journal out of PPS for recording original salary and benefits will post on May 22, following the last biweekly pay cycle. This journal will contain April vacation usage. The first payroll journal out of UCPath is expected to post on Tuesday, June 2, and will contain May monthly salaries and benefits. UCPath brings several changes to how we record salary and benefits in the General Ledger. Beginning in June, you can expect to see the following changes to payroll journals posted...
  • News from the Controller's Office Issue
    It was recently discovered that the November 2019 journal with Journal ID 05PRB2OPB failed to include all necessary UCRP Supplemental Interest assessments on SFMED funding sources. To correct this, the Payroll Office will post a correction journal with Journal ID 05PRB2OPBC to ledger period 10 (April 2020) to charge the assessments as they were originally calculated in November. If your department funding is included in this correction journal, use the Distribution of Payroll Expense Report to review original earnings in November (labeled with ET Month 1905) that resulted in the assessment....
  • News from the Controller's Office Issue
    In response to the COVID-19 situation, UCSF is instituting an organization-wide grace period for Vacation Leave/PTO accrual maximums effective April 2020. Employees that are at or close to their Vacation Leave/PTO accrual maximum will not need to submit individual requests. Employees will continue to accrue for future accrual cycles above their maximum without losing hours for the next 4 months. Vacation/PTO accrual maximums will be increased in HBS to reflect this grace period. Employees should expect to see this change with the April 1 biweekly and monthly accrual posting cycle. For...
  • News from the Controller's Office Issue
    Project cutover activities are underway to prepare for the transition from our legacy source systems to UCPath on June 1. Some activities necessitate temporary system outages, pauses to some business processes, and early processing deadlines. During the months of April and May, early timekeeping submission and approval deadlines in HBS are required in order to meet UCPath conversion deadlines. In addition, HBS will be unavailable during conversion activities from May 28 through May 31. Consult the following key deadlines for monthly and biweekly timekeeping between now and June 1. Monthly...
  • News from the Controller's Office Issue
    Updated Guidance on Recording Paid Administrative Leave for COVID-19 The following updates to Guidance on Recording Paid Administrative Leave for COVID-19 were added on April 7, 2020: For Health employees the cost center 875302 will be automatically added when an employee selects COVID 19 Paid Admin Leave on their timesheet. This will also apply for historical timesheet corrections. If an employee has already recorded COVID-19 leave as Other Paid Leave/Absences (OPA) in HBS prior to 3/21/20 and indicated paid admin leave in the timesheet notes, an automatic retro will be triggered in HBS...
  • News from the Controller's Office Issue
    As part of UCSF’s transition to UCPath, At Your Service Online (AYSO) will become read-only starting April 24, 2020. As a result, several actions that employees could previously take in AYSO will be unavailable such as: Updates to employee information including personal information, tax withholding, and direct deposit. Initial enrollment in benefits for new employees whose Period of Initial Eligibility (PIE) falls between April 24 and May 31. Employees will still be able to view and print historical information contained in AYSO such as pay statements and tax documents for periods prior...
  • News from the Controller's Office Issue
    The At Your Service Online (AYSO) Tax Withholding page has re-opened after necessary programming to incorporate IRS 2020 W-4 changes. Employees can continue to update withholding instructions until AYSO becomes read-only on April 24, as part of UCSF’s cutover to UCPath. If you previously submitted a 2020 Form W4 to the Payroll office, you will receive a ServiceNow notification when processing of your form is complete. Those who have submitted a 2020 W-4 form to the Payroll Office may still change withholdings using AYSO; changes submitted in AYSO will override forms previously submitted....
  • News from the Controller's Office Issue
    Managers and supervisors are invited to attend an upcoming UCPath Town Hall meeting to learn more about how to prepare for UCSF's implementation of UCPath on June 1, 2020. Town hall meetings will focus on changes coming for supervisors and will share ways supervisors can help all employees get ready for UCPath. Separate sessions will be offered for the UCSF Health and campus communities. For those unable to attend a live meeting in person or online, session recordings will be available on the UCPath website.  UCPath Town Hall meetings for all employees will be conducted in April and...
  • News from the Controller's Office Issue
    The At Your Service Online (AYSO) Tax Withholding module continues to be closed until programming to incorporate substantial IRS 2020 W-4 changes has been completed. We do not have a date at this time as to when the module will reopen. During this outage period, the Payroll Office will be unable to process paper W-4 forms to update tax withholding for 2020. Once AYSO is available for W-4 updates, employees will be notified via email by UC Office of the President to log in and make changes. Please consult the following information for guidance on specific employee needs. Existing...
  • News from the Controller's Office Issue
    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 2019 for an exemption from federal and/or state income tax withholding, it will automatically expire on February 17, 2020. If the exemption is not renewed, Payroll Services is required to withhold federal and state tax at the single rate with maximum withholding for all paydays after February 17. The At Your Service Online (AYSO) module continues to be closed until...
  • News from the Controller's Office Issue
    Managers and supervisors are invited to attend an upcoming UCPath Town Hall meeting to learn more about how to prepare for UCSF's implementation of UCPath on June 1, 2020. Town hall meetings will focus on changes coming for supervisors and will share ways supervisors can help all employees get ready for UCPath. Separate sessions will be offered for the UCSF Health and campus communities. For those unable to attend a live meeting in person or online, session recordings will be available on the UCPath website. If you have questions, please email the UCPath Team. Wednesday February 26...
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits are changing effective January 2020. You can download and view the revised rates from Resources for Administrators in the Payroll section of the Controller's Office website. If you have questions about the rates, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    As of January 1, 2020, the At Your Service Online (AYSO) module to change tax withholdings (federal or state) will be temporarily closed until programming to incorporate substantial IRS 2020 W4 changes has been completed. We do not have a date at this time as to when the module will reopen. During this outage period, employees will need to complete and submit paper forms to the Controller's Office Solution Center in the following cases: Existing employees who want to change their withholdings. New employees hired on or after January 1, 2020. Employees who claim exemption from tax...
  • News from the Controller's Office Issue
    During preparation for the UCPath go-live for UCSF on June 1, 2020, a timing difference was discovered between the current quadri-weekly leave accrual schedule and the proposed UCPath quadri-weekly leave accrual schedule. In order to prevent errors in leave accrual transfers from HBS during conversion to UCPath, the University needs to move the existing accrual schedule up by two weeks and align with the UCPath schedule. This change impacts employees who are paid bi-weekly only. For those employees represented by a union, this issue is under discussion with the unions. Background As...
  • News from the Controller's Office Issue
    This year the biweekly payday of December 23, 2019 will fall on a Monday, rather than the typical Wednesday, as a result of the holiday closure schedule. Due to the early payday, the December 14, 2019 pay period will close early in HBS. The HBS system will be closed for all users (employees, managers, and Human Resources) at midnight, Monday, December 16. Please review your HBS data as soon as possible but no later than December 16. If you have questions about HBS, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    The following deadlines have been established to afford the most time for HR Service Centers and the Payroll Office to run their processes. Please review the following schedule carefully and plan accordingly. Departments with shutdown periods beyond the normal curtailment period should establish earlier deadlines to ensure accurate timesheets are submitted and approved prior to closure. Payroll Processing Deadlines Due Date Department Action December 18 Last day for biweekly EDB updates for the December 23, 2019 pay day December 20 by 2 p.m....
  • News from the Controller's Office Issue
    Biweekly earnings for the pay period ending December 14, 2019 will be available in bank accounts or by check on Monday, December 23, 2019. Please remind employees that due to the UC and Federal banking holiday on Wednesday, January 1, 2020, December monthly earnings will be available in bank accounts or by check on Thursday, January 2, 2020. For tax reporting (W-2) purposes, the IRS requires that wages be reported in the tax year when they are paid rather than the year they are earned. As a result, earnings paid in December will be reported on the tax year 2019 W-2 and earnings paid in...
  • News from the Controller's Office Issue
    Employees who wish to receive their W-2 and 1095-C electronically need to make a one-time positive election online at At Your Service Online (AYSO) no later than December 31, 2019. Those who elect to receive tax forms electronically will be notified via email when the form is available for secure retrieval on AYSO. This is often weeks in advance of those who receive paper forms! The electronic delivery election for Forms W-2 and 1095C are separate. Log into AYSO to confirm that you have elected to receive both forms electronically. Even if you already receive your W-2 electronically, you...
  • News from the Controller's Office Issue
    While there are 26 biweekly pay cycles each year, benefits premiums for biweekly paid employees are only deducted from 24 paydays each year. Each year two paydays, referred to as benefit holidays, are designated to have no benefits premiums deducted. Benefit holidays generally occur when three biweekly pay period end dates fall within the same month. To ensure that 24 benefits deductions are made in calendar year 2019, the scheduled benefit holiday for the December 11, 2019 payday will be eliminated. Benefit holidays for 2019 occurred with the January 9, 2019 and July 10, 2019 paydays. On...
  • News from the Controller's Office Issue
    Like last year, the Internal Revenue Service (IRS) is encouraging taxpayers to review their withholding for 2019. This is especially important for taxpayers who faced an unexpected tax bill when they filed this year and those who have a major life change in 2019. Read more on UCnet about the launch of a new IRS Tax Withholding Estimator, which replaces and expands the old IRS Withholding Calculator. If you decide to make withholding adjustments, you can do so using At Your Service Online.
  • News from the Controller's Office Issue
    There are two financial reporting issues impacting vacation leave assessments on July and August ledgers. Vacation usage reported in HBS for the month of July was not included in the August payroll. July vacation usage will be included in September payroll along with August usage. Vacation leave assessment (VLA) credits for both months will be reflected in the September Distribution of Payroll Expense (DPE). The July payroll journal (PR01D10) that posted to the General Ledger on July 5, 2019 incorrectly included June VLA assessments that had already posted on the third...
  • News from the Controller's Office Issue
    Effective July 1, 2019, UCSF began providing 12 weeks of paid leave for both childbearing (CB) and childrearing (CR) leave to Health Sciences Compensation Plan (HSCP) faculty. To provide funding to support leaves, the campus began an assessment on faculty salaries of 1.25% beginning July 2019. Assessment Details The initial assessment rate of 1.25% will automatically be applied as a PeopleSoft allocation to X, X’, and Y salaries for qualified Title Codes (HSCP) by assessing salaries recorded on HCOMP accounts (50101, 50102, 50103, 50104). A financial journal will be generated at the end of...
  • News from the Controller's Office Issue
    Supply Chain Management (SCM) offices will be closed Tuesday, August 6. Payroll checks will be available for pickup between 8:00 a.m. and 4:30 p.m. from the Controller's Office in Mission Center Building, suite 425. Subscribe to the Supply Chain Management newsletter to keep informed about SCM services, including Accounts Payable and check disbursements.
  • News from the Controller's Office Issue
    Supply Chain Management (SCM) offices will be closed July 4 and 5. On Friday, July 5, payroll checks will be available for pickup between 8:00 a.m. and 4:30 p.m. from the Controller's Office in Mission Center Building, suite 425. Subscribe to the Supply Chain Management newsletter to keep informed about check disbursements, Accounts Payable, and other SCM services.
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits are changing effective July 2019. You can download and view the revised rates from Resources for Administrators in the Payroll section of the Controller's Office website. If you have questions about the rates, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    Due to the Fourth of July holiday, the June 29, 2019 pay period will close early in HBS. The HBS system will be closed for all users (employees, managers, and Human Resources) at midnight, Monday, July 1. Please review your HBS data as soon as possible but no later than July 1. If you have questions about HBS, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    Each year, we have a large number of employees who separate due to retirements from UCSF at the end of June. Employees wishing to make changes to Voluntary UC Retirement Savings Program contributions in time for the calculation of their final paycheck must do so according to payroll processing deadlines and IRS rules. You can help employees achieve a smooth transition by reminding them to visit the Fidelity website to make any changes in time for the calculation of their June 27 retirement separation paycheck: Monthly Paid Employees 403(b): change contribution between May 25 and 5 p.m....
  • News from the Controller's Office Issue
    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, 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 help us achieve a smooth transition for employees by doing the following: Complete the separation Management Action as early as possible. Separations effective dated the last week of June must be received by HR on or before June 17, 2019. This is to meet a June 24 check write...
  • News from the Controller's Office Issue
    Each year, we have a large number of employees who separate due to retirements from UCSF at the end of June. Employees wishing to make changes to Voluntary UC Retirement Savings Program contributions in time for the calculation of their final paycheck must do so according to payroll processing deadlines and IRS rules. You can help employees achieve a smooth transition by reminding them to visit the Fidelity website to make any changes in time for the calculation of their June 27 retirement separation paycheck: Monthly Paid Employees 403(b): change contribution between May 25 and 5 p.m....
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits have been updated to reflect the breakout of UCRP Supplemental Interest and Principal rates. You can download and view the revised rates from the Payroll Resources for Administrators section of the Controller's Office website.
  • News from the Controller's Office Issue
    UCSF Health employees can now view relevant policies and timelines related to the Cesar Chavez floating holiday on the Controller’s Office website. Access the quick reference guide, Availability of UCSF Health Floating Holiday for Cesar Chavez Day in HBS, to learn about: Eligibility When your floating holiday will be made available Relevant payout dates If you have questions about the floating holiday, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    2018 Form W-2s are now available on At Your Service Online (AYSO). If you selected to receive a paper Form W-2, it was mailed to your home address of record prior to January 31, 2019. If you have not received your paper form, you may still log into AYSO to download an electronic copy. Review W-2 frequently asked questions for additional information, including instructions for accessing your W-2 electronically. As an important security reminder, the Payroll Office does not send actual W-2 statements to employees by email. You must log into AYSO to access your electronic W-2. If you receive an...
  • News from the Controller's Office Issue
    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 2018 for an exemption from federal and/or state income tax withholding, it will automatically expire on February 15, 2019. If the exemption is not renewed, Payroll Services is required to withhold Federal and State tax at the single rate with maximum withholding for all paydays after February 15. There are two ways for an employee to continue to claim an exemption...
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits are changing effective January 2019. You can download and view the revised rates from Resources for Administrators in the Payroll section of the Controller's Office website. If you have questions about the rates, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    With the transition of Accounts Payable to Supply Chain Management, the location to pick up payroll rush checks has recently changed. Supply Chain Management has established the following guidelines for check pickup. Checks can be picked up at the following location: Mission Center Building 1855 Folsom Street, Third Floor, Suite 304 (to the left as you exit the elevator) Recipients will be contacted once their check is ready for pickup. Check pickup times are 8 a.m. to noon and 1 p.m. to 3:30 p.m. on regular business days. Check pickup is only available during these times. Identification...
  • News from the Controller's Office Issue
    PPS has added a new data element, Non-Binary Gender (EDB 0801), to support employees who identify their gender as non-binary. This is in support of California SB-179, which allowed for individuals to apply for a new birth certificate designating their legal gender to be consistent with their gender identity (female, male, non-binary) beginning in September 2018. Effective January 1, 2019, individuals applying for a new driver’s license or identification card, or a renewal of either, will also be able to select the gender that is in alignment with their gender identity. As a result, new and...
  • News from the Controller's Office Issue
    The following deadlines have been established to afford the most time for HR Service Centers and the Payroll Office to run their processes. Please review the following schedule carefully and plan accordingly. Departments with shutdown periods beyond the normal curtailment period should establish earlier deadlines to ensure accurate timesheets are submitted and approved prior to closure. Payroll Processing Deadlines Due Date Department Action December 19 Last day for biweekly EDB updates for the December 26, 2018 pay day December 21 by 2 p.m....
  • News from the Controller's Office Issue
    Biweekly earnings for the pay period ending December 15, 2018 will be available in bank accounts or by check on Wednesday, December 26, 2018. Please remind employees that due to the UC and Federal banking holiday on Tuesday, January 1, 2019, December monthly earnings will be available in bank accounts or by check on Wednesday, January 2, 2019. For tax reporting (W-2) purposes, the IRS requires that wages be reported in the tax year when they are paid rather than the year they are earned. As a result, earnings paid in December will be reported on the tax year 2018 W-2 and earnings paid in...
  • News from the Controller's Office Issue
    Employees who wish to receive their W-2 and 1095-C electronically need to make a one-time positive election online at At Your Service Online (AYSO) no later than December 31, 2018. Those who elect to receive tax forms electronically will be notified via email when the form is available for secure retrieval on AYSO. This is often weeks in advance of those who receive paper forms! The electronic delivery election for Forms W-2 and 1095C are separate. Log into AYSO to confirm that you have elected to receive both forms electronically. Even if you already receive your W-2 electronically, you...
  • News from the Controller's Office Issue
    Due to the Thanksgiving holiday, the November 17, 2018 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 19. Please review your HBS data as soon as possible but no later than November 19, 2018. If you have questions about HBS, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    As announced last month, student employees with certain appointment types will begin reporting work hours using Huntington Business Systems (HBS) in October 2018. While the majority of UCSF employees began using HBS several years ago, student employees were excluded at the time of implementation due to the unique nature of their appointments. For the approximately 200 student employees included in the October 2018 implementation, HBS will provide a standardized, electronic method to record work hours. Supervisors will be able to accurately and efficiently review hours and approve leave...
  • News from the Controller's Office Issue
    The Payroll Office will begin offering an online payment option beginning in September 2018. UCSF employees will have the option to make credit/debit card payments on the Controller’s Office website by way of a secure payment gateway hosted by Authorize.Net. Online payments are intended for employees on unpaid leave who need to remit premiums in order to continue their benefits coverage. Currently, payments for benefits coverage while on leave must be made by check. Beginning in September, the Payroll Office will provide employees on leave with instructions for making credit/debit card...
  • News from the Controller's Office Issue
    Beginning in October 2018, student employees with certain appointment types will begin reporting work hours using Huntington Business Systems (HBS). Impacted Student Employee Populations Will begin to report hours using HBS: Student employees who are FLSA non-exempt, are paid biweekly, and today report hours using a paper time record These employees have an appointment type of “Casual/Restricted"--an appointment reserved for registered undergraduate and graduate students gaining work experience and financial support while pursuing their educational objectives Includes...
  • News from the Controller's Office Issue
    UCSF Health departments are open on the Cesar Chavez Day holiday. For Medical Center hospitals and clinics, Personnel Policy for Staff Members (PPSM) and some collective bargaining agreements allocate a floating holiday in lieu of an administrative holiday for Cesar Chavez Day. This floating holiday is made available in HBS for employee use in the month designated by the applicable agreement or policy. If the employee has not used the previous year's floating holiday by the end of the month before the next floating holiday is scheduled to be made available in HBS, and the employee earns...
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits are changing effective July 2018. You can download and view the revised rates from Resources for Administrators in the Payroll section of the Controller's Office website. If you have questions about the rates, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    The Payroll section of the Controller's Office website now includes detailed information on Payroll and Benefits Information for Employees on Unpaid Leave. Intended to consolidate information to help employees understand their benefits coverage while on unpaid leave, topics include: Benefits eligibility while on leave How to maintain and pay for benefits while on leave Returning to work and resuming benefits coverage How to suspend some voluntary payroll deductions Currently, payments for benefits coverage while on leave must be made by check. Work is underway to enable benefits...
  • News from the Controller's Office Issue
    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 the missed pay periods. Prior to the general ledger month end close, the Payroll Office will submit five correcting journals to assess the UCRP supplement interest to all non-federal fund sources of covered compensation.  The correcting journal...
  • News from the Controller's Office Issue
    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 your tax advisor to determine how the Act may impact you. Although you are not required to take any action, you may wish to review and adjust your withholdings for 2018 to avoid a higher than expected tax bill next year.  Use the updated tax...
  • News from the Controller's Office Issue
    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 help us achieve a smooth transition for employees by: Completing the separation Management Action as early as possible Management Actions effective dated the last week of June must be received by HR on or before June 20 to meet the...
  • News from the Controller's Office Issue
    University and member contributions to the University of California Retirement Plan (UCRP) were restarted in April 2010.  The total employer and employee member contributions to UCRP remain substantially below total funding policy requirements requiring additional contributions from the short term investment pool (STIP) and external borrowing.  Beginning fiscal year 2011-12, a supplemental benefit assessment was enacted to repay STIP funds and external borrowings transferred to UCRP.  Currently there is a single payroll assessment rate charged to all covered payroll...
  • News from the Controller's Office Issue
    The University of California Office of the President has selected an online system by Tracker Corporation called I-9 Complete for systemwide implementation. Adoption of this system reflects a “best practice” business process for I-9 processing and E-Verification across all UC locations, with a focus on establishing consistent nondiscriminatory work authorization practices and compliance with Federal laws. The UCSF Payroll and Human Resources Offices are preparing for transition from completing paper Form I-9s to using Tracker I-9 Complete with the goal of implementing the new system on...
  • News from the Controller's Office Issue
    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 review and adjust your withholdings for 2018. To help you decide, UC will add an updated IRS tax withholding calculator to At Your Service Online (AYSO), along with updated DE 4/W4 withholding forms, as soon as possible after the IRS releases them. The...
  • News from the Controller's Office Issue
    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. If the exemption is not renewed, Payroll Services is required to withhold Federal and State tax at the single rate with maximum withholding. There are two ways for an employee to continue to claim an exemption from Federal or State withholding...
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits are changing effective January 2018.  You can download and view the revised rates from Resources for Administrators in the Payroll section of the Controller's Office website.  If you have questions about the rates, contact the Controller's Office Solution Center.
  • News from the Controller's Office Issue
    The following payroll and HBS schedules have been updated for 2018: OLPPS/OPTRS Processing Schedule Biweekly Benefits Deduction Schedule Biweekly Payroll Calendar Monthly Working Hours Schedule You can find all of these schedules and other financial calendars on the Calendars & Schedules link of the Controller's Office website. 
  • News from the Controller's Office Issue
    The following deadlines have been established to afford the most time for HR Service Centers and the HBS Processing Center to complete their processes. Review the following schedule carefully and plan accordingly. Departments with shutdown periods beyond the normal curtailment period should establish earlier deadlines to ensure accurate timesheets are submitted and approved prior to closure. HBS Timekeeping Deadlines for the Biweekly Pay Period Ending December 16 Due Date Department Action December 14 Run error reports and resolve issues...
  • News from the Controller's Office Issue
    Biweekly earnings for the pay period ending December 16, 2017 will be available in bank accounts or by check on Wednesday, December 27, 2017.  Please remind employees that due to the University and Federal banking holiday on Monday January 1, December monthly earnings will be available in bank accounts or by check on Tuesday, January 2, 2018. For tax reporting (W-2) purposes, the Internal Revenue Service (IRS) requires that wages be reported in the tax year when they are paid rather than the year they are earned.  As a result, earnings paid in December will be reported on the...
  • News from the Controller's Office Issue
    For electronic delivery of forms W-2 and 1095-C: A secure method that provides the fastest delivery of your 2017 tax forms. Employees who wish to receive their forms W-2 and 1095-C electronically need to make a one-time positive election online at At Your Service Online (AYSO) no later than December 31, 2017.  Those who elect to receive tax forms electronically will be notified via email when the form is available for secure retrieval on AYSO. This is often weeks in advance of those who receive paper forms! Election of electronic delivery for Forms W-2 and 1095-C require ...
  • News from the Controller's Office Issue
    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 designations. What is not changing? Within HBS, employees will maintain the ability to directly charge hours to different cost centers on their timesheet.  UCSF Health managers will continue to send requests for changes to employee funding...
  • News from the Controller's Office Issue
    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 how to review and reconcile PTO and sick leave balances, and assign HBS timesheet groups and approvers. Please review the spreadsheets and return them to HR Postdoc Shared Services by November 8 to ensure your postdocs are properly established in HBS...
  • News from the Controller's Office Issue
    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 the Controller's Office Solution Center.  
  • News from the Controller's Office Issue
    Beginning in November 2017, postdoctoral scholars will begin reporting and tracking personal time off (PTO) and sick leave using Huntington Business Systems (HBS). The majority of UCSF employees began using HBS several years ago.  Postdoctoral scholars were not included at that time due to the unique nature of their allocation of PTO and sick leave. For example, unlike other employees, postdoctoral scholars do not accrue PTO on an ongoing basis; instead their allocation of PTO and sick leave is made at the beginning of their appointment. The inclusion of...
  • News from the Controller's Office Issue
    In the August Distribution of Payroll Expense (DPE) Report, you may see small payments being made as part of a UC systemwide settlement. The payments are comprised of two parts: an overtime adjustment paid on DOS code OTA and liquidated damages paid on DOS code LQD. The Payroll office systematically processed the one-time payment to certain current and former (separated in 2017) employees who were notified on July 14, 2017. Payments to monthly paid employees will be made on September 1, 2017 and to biweekly paid employees on September 6, 2017. A single chartstring was chosen...
  • News from the Controller's Office Issue
    The June payroll journal (PR13D102) posted on July 7, 2017 incorrectly included the reversal of the June salary accrual for the June 18 to 30 biweekly pay period. The reversal of this June salary accrual should have been included in the July (period 01) payroll journal but was picked up prematurely due to an incorrect parameter setting in PPS. A correcting entry, to reverse the reversal, posted the night of July 12 on journal ID PR13ACCREV. The July payroll journal (PR01D10), available in MyReports on August 7, will contain the reversal of the June salary accrual as planned. If you are...
  • News from the Controller's Office Issue
    The U.S. Citizenship and Immigration Services (USCIS) released a new Form I-9 (Employment Eligibility Verification) on July 17, 2017. Minor changes were made to the Lists of Acceptable Documents in Section C on page 4, and to the form instructions. No changes were made to Section 1 (Employee Information and Attestation), Section 2 (Employer or Authorized Representative Review and Verification), or to Section 3 (Reverification and Rehires). More information on the changes to the new form are detailed in the USCIS news release. A link to the new Employment Eligibility Verification (Form I-9)...
  • News from the Controller's Office Issue
    We are currently working with IT to resolve an issue with our COA validation in PPS. As a result of this issue, PPS is out of sync with PeopleSoft, and newly created chartfields may be rejected during the PPS update process. If you receive a reject error message when trying to update in PPS for a chartstring you have validated using the SpeedType Search and Chartfield Validator and you know that the chartstring is valid, send an email to [email protected] with the subject line “COA Validation Error”. The Payroll Office will work with IT to resolve the error manually and will notify you once you...
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits will be changing effective July 2017. 
  • News from the Controller's Office Issue
    As provided in the Year End Close Presentation, below are key dates impacting PETU (payroll expense transfer) processing and posting of payroll transactions to the General Ledger. The biweekly salary and benefit accrual occurs monthly and was posted with June payroll on June 26 June leave usage will be included in the July 13 pay compute and will be reflected in MyReports on July 17 The last date to submit Payroll Expense Transfer Uploaders (PETUs) to the Controller's Office Solution Center to be included in the June Ledger: June 23: PETUs for sponsored funds July 10: PETUs for...
  • News from the Controller's Office Issue
    This year the July 4th holiday falls on a Tuesday following the end of a biweekly pay period that is the last day for managers to approve biweekly timesheets before the period closes to editing. Encourage employees to submit timesheets with enough time for you to review and approve, and be sure to submit your approvals no later than July 4.
  • News from the Controller's Office Issue
    The Payroll Office is pleased to offer a new tool, the Uncapped-to-Capped Payroll Expense Transfer Uploader (U2C-PETU), for transferring payroll expenses from uncapped projects to NIH capped projects. When to use the U2C-PETU Beginning on May 1, 2017 For transfers formerly submitted on the “long” form PET (UPAY 646-2) Paper UPAY 646-2 forms will continue to be accepted through June 30, 2017 after which a U2C-PETU will be required When transferring payroll expenses from a non-capped to a NIH-capped Project U2C-PETU should not be used to transfer expenses that can currently...
  • News from the Controller's Office Issue
    In accordance with the Earned Income Tax Credit Information Act, the University includes a notice with all Form W-2 statements notifying employees that they may be eligible for the federal Earned Income Tax Credit (EITC). The federal EITC is a refundable federal income tax credit for low-income working individuals and families. AB 1847, passed by the California legislature in September 2016, requires employers to notify all employees that they may be eligible for the California Earned Income Tax Credit (California EITC) starting with calendar year 2015 tax year. The California EITC is a...
  • News from the Controller's Office Issue
    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 new W-4/DE4 form. The W-4/DE4 is available on the At Your Service Online (AYSO) website. If an employee filed a W-4/DE4 in 2016 for an exemption from federal and/or state income tax withholding, it will expire automatically on February 15, 2017. If the exemption is not renewed, Payroll Services is required to withhold Federal and State tax at the single rate with maximum withholding for all pay days after February 15, 2017...
  • News from the Controller's Office Issue
    Voluntary Disability Insurance is the only plan where the premium deductions are made in arrears (at the end of the insurance coverage period). If you are enrolled in the Voluntary Short Term or the Voluntary Long Term disability insurance programs, the first premiums for 2017 will be deducted from your paycheck on: Biweekly - January 25, 2017 Monthly - February 1, 2017 Due to disability program related updates that are still in process, your disability insurance enrollment will not be viewable on At Your Service Online (AYSO) until Friday, January 13. Contact the Human Resources...
  • News from the Controller's Office Issue
    Updated HBS training guides can be found in the HBS Timekeeping System section of the Controller’s Office website. Documents include Quick-Start Guides for employees and managers, step-by-step ‘how-to’ instructions for common timesheet actions and making leave requests, and HBS Notifications, Errors, and Warning Codes. Improvements to the training materials include: New look and feel with content organized for clarity of purpose and to better orient users to the training they need to review. Learning objectives are presented in a simpler format that allows new users to quickly navigate...
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits are changing effective January 2017. The revised rates can be found in the Payroll Administration section of the Payroll Training & Job Aids tab on the Controller's Office website
  • News from the Controller's Office Issue
    The OLPPS/OPTRS Online Processing Schedule and Staff Benefits Coverage for Biweekly Employees Calendar for 2017 have been posted to the Controller's Office website. 
  • News from the Controller's Office Issue
    The HBS Processing Center (HBSPC) and Controller’s Office Solution Center (COSC) are broadening their partnership in support of the HBS timekeeping system. Beginning on December 5, all HBS customer inquiries should be directed to [email protected] or 415.476.2126 HBS customer inquiries will generate a ServiceNow ticket allowing for visibility into the status of your request. You can follow the steps outlined in this month's article "Identifying the Status of Your CGA ServiceNow Ticket" to view the status of your HBS ServiceNow incident ticket at any time. The COSC will provide the first...
  • News from the Controller's Office Issue
    The following deadlines have been established to afford the most time for HR Service Centers and the HBS Processing Center to run their processes. Please review the following schedule carefully and plan accordingly. Departments with shutdown periods beyond the normal curtailment period should establish earlier deadlines to ensure accurate timesheets prior to closure. HBS Timekeeping Deadlines for the Biweekly Pay Period Ending December 17 Due Date Department Action December 15 Run error reports and resolve issues December 16...
  • News from the Controller's Office Issue
    Biweekly earnings for the pay period ending December 17, 2016 will be available in bank accounts or by check on Wednesday, December 28, 2016. Please remind employees that due to the UC and Federal banking holiday on Monday January 2nd, December monthly earnings will be available in bank accounts or by check on Tuesday, January 3, 2017. For tax reporting (W-2) purposes, the IRS requires that wages be reported in the tax year when they are paid rather than the year they are earned. As a result, earnings paid in December will be reported on the tax year 2016 W-2 and earnings paid in January...
  • News from the Controller's Office Issue
    You may now go to At Your Service Online (AYSO) and elect to receive your Form 1095-C, Employer-Provided Health Insurance Offer and Coverage, electronically. You will receive a printed, paper copy of your form 1095-C unless you elect to change to an electronic format. How it works: Those who elect to receive Form 1095-C electronically will be notified via email when their Form 1095-C is available for secure retrieval on AYSO. This is often weeks in advance of those who receive paper forms! 1095-C Forms are stored on AYSO for a minimum of five years and are available 24/7. Electing to...
  • News from the Controller's Office Issue
    Employees who wish to receive their W-2 and 1095-C electronically need to make a one-time positive election online at At Your Service Online (AYSO) no later than December 31, 2016. Employees who have previously elected electronic delivery will continue to receive their W-2 electronically; no action is necessary. Even if you already receive your W-2 electronically, you must go to AYSO if you wish to also receive your Form 1095-C electronically. For those employees who receive a paper W-2 or 1095-C, the 2016 W-2 and 1095-C will be mailed no later than January 31, 2017 to the address contained...
  • News from the Controller's Office Issue
    The Controller’s Office Solution Center (COSC) and HBS Processing Center (HBSPC) are partnering to support customers and answer their inquiries about the HBS timekeeping system using the ServiceNow ticketing system. This change allows for visibility into the status of HBS inquiries, provides a consistent support model for Controller’s Office functions, and shifts the focus of HBSPC Analysts to more complex analytical questions and proactive system support. Beginning on October 31, 2016, all email submitted to [email protected] will generate a ServiceNow ticket that will be answered by the...
  • News from the Controller's Office Issue
    The November 19 biweekly pay period will close early in HBS due to the Thanksgiving holidays. HBS will be closed to all users (employees, managers, and Human Resources) at midnight on Monday, November 21. Review your HBS data as soon as possible but no later than November 21 to ensure that employees are properly paid.
  • News from the Controller's Office Issue
    The Controller's Office Solution Center continues to broaden its support of Controller’s Office functions. Effective October 31, 2016, in addition to Payroll inquiries, the Solution Center will begin support of HBS Processing Center inquiries that are currently being submitted to [email protected]. Common inquiries include administrator questions such as: How do I request a timesheet group change, delegate authority, or request an access role update? Where do I submit forms pertaining to timekeeping? How do I alert HBS Processing Center of an upcoming pay-related event (...
  • News from the Controller's Office Issue
    In May, employment and income verifications for current employees transitioned from the Controller’s Office Solution Center to The Work Number®. The Work Number® is a secure, automated service providing employees with the ability to quickly deliver proof of employment or income to authorized verifiers. At the time of the transition, medical residents were excluded from The Work Number® and were asked to continue to call the Controller's Office Solution Center. Beginning in October, medical residents should contact The Work Number® for employment and income verification. Instructions for how...
  • News from the Controller's Office Issue
    Pay compute dates for the following pay periods have been revised and are posted in the OLPPS/OPTRS Online Processing Schedule: Pay period ending Revised compute date 12/31/2016 B2-free 1/4/2017 (changed to accommodate PeopleSoft Data Center relocation) 3/29/2017 XX-2 3/22/2017 (changed due to Cesar Chavez holiday) 3/31/2017 MO 3/23/2017 (changed due to Cesar Chavez holiday)  
  • News from the Controller's Office Issue
    As announced in the July Controller’s Office Newsletter, UCSF is changing the way that accrual amounts for biweekly pay cycles are posted to the General Ledger beginning in Fiscal Year 2016-17. The first biweekly payroll accruals in FY2016-17 will be processed as part of the August monthly payroll journal posting, and will be visible in MyReports in early September. Two resources are available to help you understand the monthly accrual of biweekly payroll: Webinar (recording of the August 18, 2016 presentation) Understanding Biweekly Payroll Accruals quick reference guide Each resource...
  • News from the Controller's Office Issue
    As announced in the July Controller’s Office Newsletter, UCSF will change the way that accrual amounts for biweekly pay cycles are posted to the General Ledger beginning in Fiscal Year 2016-17. The first biweekly payroll accruals in FY2016-17 will be processed as part of the August monthly payroll journal posting, and will be visible in MyReports in early September. The Controller's Office will host a live webinar on Thursday, August 18th from 3 to 4 p.m. to review the upcoming changes to the biweekly payroll accrual process and answer questions. To register, select this link and login to...
  • News from the Controller's Office Issue
    The updated Monthly Working Hours Schedule is now available on the Controller's Office website. The Monthly Working Hours Calendar displays holiday dates, working days and hours per month, and the midpoint of working days in a month. This schedule and other financial calendars can be found on the Controller's Office website. Select the "Calendars & Schedules" link in the top blue banner.
  • News from the Controller's Office Issue
    UCSF Employer Contribution Rates for Benefits will be changing effective July 2016. The revised rates can be found on the Training & Job Aids tab of the Payroll section on the Controller's Office website under Payroll Administration.
  • News from the Controller's Office Issue
    As announced in the June Controller’s Office Newsletter, Payroll will change the way that accrual amounts for biweekly pay cycles are posted to the General Ledger beginning in Fiscal Year 2016-17. The first biweekly payroll accruals in FY2016-17 will be processed as part of the August monthly payroll journal posting, and will be visible in MyReports in early September. A new quick reference guide, Understanding the Biweekly Payroll Accruals, is available on the Payroll Training and Job Aids tab of the Payroll section on the Controller’s Office website. This reference guide provides an...
  • News from the Controller's Office Issue
    The biweekly payroll from June 19 to July 2 spans two fiscal years. The FY2015-16 portion from June 19 to June 30 will be estimated and posted as an accrual using a financial journal entry in accounting period 12 of FY2015-16 prior to prelim close, and will not be reflected on the Distribution of Payroll Expense (DPE) in FY2015-16. The actual costs for the entire biweekly June 19 to July 2 period will be calculated and posted in the General Ledger and the DPE in period 1 of FY2016-17. The accrual portion from June 19 to June 30 that was estimated and posted in period 12 of FY2015-16 using a...
  • News from the Controller's Office Issue
    The biweekly payroll from June 19 to July 2 spans two fiscal years. The FY2015-16 portion from June 19 to June 30 will be estimated and posted as anaccrual using a financial journal entry in accounting period 12 of FY2015-16 prior to prelim close, and will not be reflected on the Distribution of Payroll Expense (DPE) in FY2015-16. The actual costs for the entire biweekly June 19 to July 2 period will be calculated and posted in the General Ledger and the DPE in period 1 of FY2016-17. The accrual portion from June 19 to June 30 that was estimated and posted in period 12 of FY2015-16 using a...
  • News from the Controller's Office Issue
    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 calculated monthly and will estimate the remaining salary and benefits amounts that biweekly employees will earn in the current month but will not post as an expense to the General Ledger until the following month. The new accrual amounts will be posted monthly at the full chartstring level as part of the monthly payroll journal and will be visible in MyReports. A reversal of these accrual amounts will be posted to the...
  • News from the Controller's Office Issue
    The UCSF PeopleSoft Financial System has been upgraded from version 9.0 to version 9.2. In order to accurately view PeopleSoft 9.2, be sure to clear your browser cache before your first log in. The upgrade included changes to navigation, new features, and changes to existing functionality. A summary of PeopleSoft 9.2 new features and changes is available on the PeopleSoft 9.2 Upgrade website. Updated training materials and resources are available on the Controller’s Office website. Resources include quick reference guides, job aids, videos, and e-learning on how to navigate and use...