Quick Reference Guides

  • The Annual Report on Private Support provides extensive information that demonstrates the impact of philanthropic giving on the University of California. Each year's report is presented to the Board of Regents in a public session of a regents meeting, then posted online. The system summary and the section for each of the individual campuses indicate the private support received directly by the university and the support given via campus foundations. The annual report also provides other information on campus foundations.
  • Service Unit: Accounting & Reporting
    The following five default user roles are available for your credit card merchant services payment gateway account. Except for Account Owner, these user roles can be customized by modifying the user's permissions. Account Owner An Account Owner is the top level user, has irrevocable access to all features of the Merchant Interface, and manages all other user accounts. Only an Account Owner may create another Account Owner. Account Administrator By default, an Account Administrator has all Merchant Interface permissions except for the ability to enable or disable payment gateway services or manage Account Owner user accounts. Transaction Manager By default, a Transaction Manager can perform all transaction processing functions in the Merchant Interface. Account Analyst
  • Service Unit: Accounting & Reporting
      Letter from Bank of America confirming bank information needed to accept incoming Electronic Funds Transfers (EFT).
  • Service Unit: Accounting & Reporting
    Filter: Building   Address    City/Sate    Building Code    1100 South Eliseo Dr., Greenbrae, CA 1100 South Eliseo Drive Greenbrae, CA 3536 1145 Bush Street 1145 Bush Street San Francisco, CA
  • Service Unit: Accounting & Reporting
      Letter from the State of California Franchise Tax Board confirming that the University of California and its affiliated organizations are considered part of the State of California and not subject to income tax. 
  • Service Unit: Accounting & Reporting
    Internal controls are divided into key and non-key controls. Key controls are the primary procedures relied upon to mitigate a risk or prevent fraud. Non-key controls are considered secondary or back up controls. All controls can be grouped into one of the five components of internal control: Control environment Risk assessment Control activities Information and communication and monitoring Responsibilities Central departments are responsible to identify, review and validate their key controls in the areas of procurement, disbursements, payroll, sponsored projects, capital assets and fiscal year-end close. These controls are documented and updated at least annually. Internal and external auditors rely upon key controls when performing audit and review procedures.
  • Service Unit: Accounting & Reporting
    Commonly used codes and schedules for capital assets and equipment:
  • Service Unit: Accounting & Reporting
    This table of Project Use, Project Name, and Project Descriptions indicates whether a user can add a non-shared Project.
  • Service Unit: Accounting & Reporting
    The Account chartfield is a 5-character numeric value which identifies the nature or type of the transaction by classifying them into Assets, Liabilities, Equity (net position), Revenues, and Expenses. It is a required field on all transactions. The Accounts are organized into reporting levels using a PeopleSoft tree. The Accounts are designed to facilitate reporting and are generally used across the organization. The campus, foundation, and medical center will share the same list of Accounts. (See the Alternate Account section for additional information for medical center accounts). In other words, the Accounts do not have departmental ownership. Purpose/Use A new Account chartfield may be established when:
  • Service Unit: Accounting & Reporting
    The Activity Period chartfield is a 2-character alphanumeric value which identifies the activity period for projects with multiple periods. Activity period chartfield allows reporting in a unit of time within an overall project. Activity period is primarily intended for sponsored projects to allow reporting on multi-year awards with competitive renewals for different project periods. Nevertheless, it can also be used for non-sponsored projects across multiple periods where interim reporting is needed. Values Examples of Activity Period values are: 01, 02, 03, 04, etc. through to 99.
  • Service Unit: Accounting & Reporting
    Department (also referred to as Dept ID) chartfield is a 6-character alphanumeric value which identifies the organizational unit involved in transaction or responsible for resource. Departments are seen as “Cost Centers” whose managers are responsible for all its associated costs and for ensuring adherence to its budgets. It is a required field on revenue, expense, and transfer transactions. A Department is defined as a distinctly identifiable department, division, or unit of an organization whose managers are responsible for all its associated costs and for ensuring adherence to its budgets It represents an entity or activity with a defined business objective. Typically, a Department functions as an organized group of employees with a leader (director, chair, manager) who is accountable for the use of an operational budget. A Department can encompass multiple programs/projects and, in most cases, is assigned physical space.
  • Service Unit: Accounting & Reporting
    Purpose The Flexfield chartfield is an optional value for departmental use designed to track information not captured by other chartfields. Before creating a Flexfield, a department should determine whether or not it is possible to track the activity using the other chartfields, or combinations of chartfields, in the new COA such as Account, Fund, Department, Project, Activity Period, or Function. Use Flexfields may be entered into a journal line just like any other chartfield – either by the preparer, from a subsystem, or by journal upload. Flexfield values, like all other chartfield values, must exist in PeopleSoft prior to being used in a transaction. Flexfield values are validated during the journal edit process. Flexfields are not a required chartfield; therefore, combination edits will not be used with Flexfields.
  • Service Unit: Accounting & Reporting
    The Function chartfield is a 2-character alphanumeric value which fulfills internal and external reporting requirements to track higher education functional classifications. Function code also determines how costs are treated in the research Facilities & Administrative (F&A) or indirect cost rate calculation. For this purpose, it is particularly important that costs are accurately coded and that it is consistent with OMB Circular A-21 (federal) functional definitions. Function also facilitates internal mission-based reporting.Purpose/Use A department might perform multiple functions. Because only certain functions will apply to specific departments, a combo edit rule will check for valid “Department – Function” combinations. For example, an instructional department cannot select an auxiliary function code.
  • Service Unit: Accounting & Reporting
    The Fund chartfield is a 4-character alphanumeric value which identifies source of money. Fund identifies the source of financial support and demonstrates restrictions imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution. It is a required field on revenue, expense, and transfer transactions.
  • Service Unit: Accounting & Reporting
    The Project chartfield is a 7-character alphanumeric value which assists in uniquely identifying and tracking charges to a discrete set of activities, initiatives or projects. The focus of a Project is tracking an activity or a specified purpose. The Project is often associated with a person that is responsible or accountable for the activity. It is a required field on revenue, expense, and transfer transactions. Projects should not be confused with Funds. The Fund chartfield identifies the source, whereas a Project allows tracking for a particular activity or purpose (how a department uses funds). A Project usually has a specific beginning and ending date. Generally, a new Project may be established:
  • Service Unit: Accounting & Reporting
  • Service Unit: Accounting & Reporting
      Use the Combo Edit Guide to identify which chartfield combinations may or may not be used together. It is especially useful when planning or troubleshooting journals which have unusual combinations of chartfields.
  • The University of California, San Francisco (UCSF) has developed charging practice guidelines for sponsored projects in accordance with the Uniform Guidance and associated Cost Accounting Standards (CAS).
  • Service Unit: Controller's Office
    Email Telephone Voicemail Face-to-Face
  • Service Unit: Accounts Payable
  • Service Unit: Accounts Payable
  • Service Unit: Accounting & Reporting
  • The Educational Travel Grant Procedure was established to streamline the acceptance, processing, payment application, and close-out of nominal travel grants from select private sponsors. This procedure applies only to a small subset of travel grants and is not meant as a general substitute for normal grant submission, acceptance, and post-award procedures.
  • Service Unit: Accounts Payable
    This matrix should be used in conjunction with information on Employee Moving & Relocation webpage.
  • Service Unit: Payroll
  • Service Unit: Accounting & Reporting
    Account Description 51321 Spon proj equip >$5K, non-comp 51322 Spon proj computer >$5K 51323 Spon proj software >$5K 52303 MC USE-equipment less than $5K 52304 Computers less than $5K 52305 Software less than $5K 52315 Furniture 52601 Computers $5K and above 52602 Software $5K and above 52603 Equipmt $5K and above,non comp 53520 Constr -non-cap supplies/equip 53525 Constr - inventorial equipment
  • Service Unit: Accounting & Reporting
      Inventorial equipment is defined as free-standing, non-expendable equipment (useful life over 1 year) acquired at a cost of $5,000 or more (including sales tax, freight, and installation needed to enable operability). The designated Equipment Custodian oversees the inventorial equipment assigned to the 4-digit custody code(s) for which they are responsible. This guide discusses the responsibilities of your role as an Equipment Custodian, and provides links to other resources available to help you.
  • Service Unit: Strategic Initiatives
      Faculty Portfolio is a financial projection and reporting tool designed to aid in the management of a faculty member’s contract, grants, gifts, start-up, retention, and other discretionary funding.
  • Service Unit: Strategic Initiatives
    Faculty Portfolio is a financial projection and reporting tool designed to aid in the management of a faculty member’s contract, grants, gifts, start-up, retention, and other discretionary funding. The set of Faculty Portfolio Reports include:
  • Service Unit: Strategic Initiatives
    MyReports is UCSF’s campus-wide reporting solution that provides financial and human resources data to meet the needs of users at all levels within our organization. Financial Reports in MyReports are displayed in three tabs (sets of reports): Transactional Reports Operational Reports Management Reports Transactional Reports AP/PO Inquiry Report The Accounts Payable/Purchase Order (AP/PO) Inquiry Report (job aid) shows detailed line level information associated with a single voucher, invoice or purchase order.
  • CGA service teams provide support based on award department. In order to ensure high quality service and compliance for certain special award types, these special awards are supported by a single team regardless of the department associated with the award.
  •   Flow Through Description Federal Block Funding from Federal Block grants Federal non-NIH Federal funding that is not NIH, such as Department of Defense (DOD) Govt-Nonfederal Non-federal government funding, such as Sate of California or City and County of San Francisco Industry Corporate or for-profit funding, such as Merck Pharmaceuticals NIH Federal funding from National Institutes of Health (NIH)
  •   Effective April 1, 2015, the following procedures will apply to foreign currency awards. Exchange Rate Consideration The exchange rate is the price of one currency expressed in terms of another currency. For example, the average exchange rate of the U.S. Dollar to the Euro for March, 2014 was 0.72. This means 1 U.S. Dollar was equivalent to 0.72 Euros. Fluctuation in exchange rates can have significant effect on the payments for sponsored research projects. All UCSF departments should be aware of the risks, including potential loss of Dollars, involved in agreements containing payment terms in foreign currency.
  • Service Unit: Payroll
  • Service Unit: Accounting & Reporting
      Download the attached quick reference guide for a complete explanation of the seven Funds consolidated into other existing Funds on July 1, 2015.
  •   This reference is provided to outline the definitions of, and differences between commonly used Gift Administration terminology. What is meant by Private Support? Private support is a Council For Advancement & Support For Education (CASE) management reporting standard that includes all gifts and private grants provided by private (i.e., non-governmental) entities in support of the institution’s missions.  
  • Examples of year-end processes as described in "Methods for Spending Gift and Endowment Income Funds" in Receiving, Booking, and Spending Gift and Endowment Funds.
  • Service Unit: Payroll
    This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.
  • Service Unit: Payroll
    UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. UCSF managers also use HBS to fully review and approve employee timesheets and leave requests. This guide provides an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid
  • Service Unit: Payroll
    Huntington Business Systems (HBS) is used by UCSF employees to submit timesheets and leave requests. HBS helps you submit a correct timesheet by providing notifications, errors, and warnings during the submission process. A timesheet containing errors cannot be submitted. Warnings are guidelines, and do not prohibit timesheet submission. This quick reference guide explains the errors, warnings, and notifications in HBS and what to do when encountered.
  • Service Unit: Strategic Initiatives
    MyReports is UCSF's campus-wide reporting solution that provides financial and human resources data to meet the needs of users at all levels within our organization. The HR Data Reports in MyReports include: Employee Appointment Report Employee Distribution Report Employee Lookup Report HR Event Report HR Monthly Review Report Employee Appointment Report The Employee Appointment Report (job aid) displays HR appointment details in a list format by Employee, Appointment Number, and Appointment Begin and End Dates. The Employee Appointment Report:
  • Service Unit: Strategic Initiatives
      Data in the Plan and Forecast columns of the MyReports Operational and Management reports come from UPlan, UCSF’s planning system. The following will help you to correctly interpret the data in these columns.How is Plan and Forecast Data Brought Into and Displayed in MyReports?   Data in the Plan and Forecast columns of the MyReports Operational and Management reports comes from UPlan, UCSF’s planning system:
  • Service Unit: Accounts Payable
  • Service Unit: Accounting & Reporting
      This letter can be used as a confirming statement that UCSF retains tax exempt status as described in the April 2015 letter from the Internal Revenue Service (IRS).
  • Service Unit: Accounting & Reporting
      Source Codes identify the purpose of PeopleSoft journals. They are also a selection criterion for reporting in the MyReports Transaction Detail Report. Some source codes are limited to PeopleSoft Journal Preparers who are assigned a specific PeopleSoft role to use the source code. Several source codes have additional approval workflow connected with them. Online Financial Journals Campus Departments and Controller’s Office
  • Service Unit: Controller's Office
    Excel 2010, Excel 2016 Office Outlook PowerPoint Word
  • Service Unit: Accounts Payable
    This checklist should be used in conjunction with information on Employee Moving and Relocation.
  • Service Unit: Accounting & Reporting
      The chart is this document summarizes the rules for account types that can be used for transferring money or balances. By using these types of accounts, reporting is clear and consistent. The other pages highlight the accounts to use: Page 2 when transferring money within the Campus, and Page 3 between the Campus and UCSF Health.
  • Service Unit: Strategic Initiatives
      This quick reference provides the list of DOS Codes and Descriptions that roll up into the X (Annual Salary), Y (Negotiated Additional Compensation), Z (Additional/Other Compensation), OCX (Over the Cap of X), and OCY (Over the Cap of Y) Compensation Types displayed in the MyReports Payroll Funding Report.
  • Service Unit: Strategic Initiatives
      New Reports and Enhancements since March 2014
  • Service Unit: Strategic Initiatives
      The matrix in this Quick Reference Guide displays the recommended reports for various financial activities by role. The information is provided to help you choose the report(s) to use in your day-to-day business.
  • Service Unit: Strategic Initiatives
      Reports in MyReports are grouped by tab or report category. The following guide describes each report and is organized by tab.  Consolidated Reports Consolidated Financial Report Consolidated Statement of Revenues, Expenses, and Changes in Net Position, including all Adjustment Period entries, as of a selected fiscal quarter for all Control Points (Dept ID Level 1) or for selected Control Point Dept IDs. Report can be expanded to show Accounting Period entries and Adjustment Period entries by quarter and by month. Control Point reports can be expanded to display the next level down the Dept ID tree. Report defaults to Level B of the Account tree, but can also be viewed at Levels C, D, E, and F.
  • This table allows pre-award offices to easily compare preferable, acceptable, and not acceptable award terms and conditions along with other considerations and comments. 
  • Service Unit: Payroll
  • Service Unit: Accounting & Reporting
    Credit card fraud and identity theft are major concerns of the Credit Card Industry. To prevent these occurrences the Credit Card Industry has instituted Payment Card Industry Data Security Standard (PCI DSS) as security measures to safeguard sensitive cardholder data on credit card transactions. Compliance with PCI DSS is mandatory for all merchants and is enforced by the major card brands who established the PCI Security Standards Council. PCI Core Standards Build and maintain a secure network Protect cardholder data Maintain a vulnerability management program Implement strong access control measures Regularly monitor and test network Maintain an information security policy Guidelines
  • Service Unit: Accounting & Reporting
    PeopleSoft Journal Header - Input Record Definition Field Name Length Column Positions Comments/Issues Record Type 1 1 'H' indicates a Journal Header record Business Unit 5 2- 6 Required field; Input value of 'SFCMP' or ‘SFMED’ or ‘SFFDN’ Journal ID 10 7-16 Required field; assigned by Accounting Office Journal Date 8 17-24 Required field; format is MMDDYYYY Ledger Group 10 25-34
  • Service Unit: Accounting & Reporting
    Filter: 2015 - 2017 Cycle Equipment Custodian   Department   Start Date   Akbarian,Amy A. M_MED-GAST-SFGH 11/1/16 Akerman,Olena E_EH&S 6/1/16 Albarracin,Maria fernanda M_Ophthalmology 8/1/15 Anfinson,Adele Rhea
  • Service Unit: Payroll
  • Service Unit: Accounting & Reporting
      UCSF routinely conducts business with other campuses and with Office of the President (UCOP). This guide provides an overview of these transactions, describes how transactions are processed, and identifies resources for users who need assistance with related processing.
  • This guide provides an overview of active attributes used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each attribute would be added to an award. Attributes are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Attributes enable tracking and reporting based on various features of an award. The comment field of the Attribute will provide the unique details about the Attribute specific to the award; generally are excerpts of the award agreement clauses themselves. Attribute Type Description Usage
  •   Category Milestone Type Milestone Code Description Likelihood of Occurrence Closeout CLS-A ANNUAL Activity Period Closeout Due Required if there are multiple activity periods. One milestone per period Closeout CLS-F FINAL Final Closeout Due Always required unless unique clearing account such as Parent Travel Grant. One milestone per award
  • Sponsor Type Description Usage 01 Federal Government Departments, agencies, etc. of the United States government 02 State Government Departments, agencies, etc. of the State of California 03 Other Government Agency
  • This guide provides an overview of active terms used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each term would be added to an award. Terms are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Terms provide management with insight to compliance requirements. The comment field of the Term will provide the unique details about the Term specific to the award; generally are excerpts of the award agreement clauses themselves. Terms Code(s) Short Description Usage 00031 – 00032 F&A Base Code Z
  •   The PeopleSoft Research Administration System (RAS) is the system of record for post-award contracts and grants including expense processing, budgeting, revenue recognition, billing, and payment. This guide describes key data in PeopleSoft RAS that are relevant to understanding an award.
  • Service Unit: Accounting & Reporting
      As of 10/10/2017
  • Service Unit: Accounts Payable
     
  • Sample CGA notice of upcoming award termination. 
  • Fund Numbers for 2015-16 though 2017-18 for State General Fund, General Fund Specific State Appropriations, and Special State Appropriation. 
  • Service Unit: Accounting & Reporting
    Article Contents Employee Tax Forms Using GLACIER for Non-resident Alien Tax Compliance Campus Tax Information UCSF Foundation Tax Information Sales and Use Tax Unrelated Business Income Tax (UBIT) City & County Who to Contact Employee Tax Forms Form W-2 The W-2 form reports taxable income and corresponding withholdings for paychecks issued between January 1 and December 31 of each year. Example:
  • Service Unit: Accounts Payable
      This matrix lists the current approvers by Control Point for travel and entertainment including designated approvers for exceptions and other special required approvals. 
  • Service Unit: Accounts Payable
  • Service Unit: Controller's Office
  • Service Unit: Controller's Office
  • Service Unit: Payroll
  • UCSF Foundation's endowed investment pool is the Foundation's primary investment vehicle for endowed gifts. A portion of the endowment pool is expended annually and the amount of distribution is determined by the payout policy of the Foundation,modified by donors' wishes where applicable. The distribution for individual funds within the pool is based on the average of the fund's invested share for each quarter of the fiscal year. The payout policy is reviewed annually and is subject to modification. The payout if distributed annually, following the close of the fiscal year. Undistributed income and gains from investment activities are reinvested in the endowment pool. Monthly Endowment Reports for Regents and Foundation Reports in UCSF Box - MyAccess login required
  • Service Unit: Strategic Initiatives
    UCSF Health Reports are designed specifically for the Health business units. Campus business units are not available in these reports and the PeopleSoft Alt Account is used in lieu of the Account. The set of UCSF Health Reports includes:
  • Service Unit: Payroll
      As part of the monthly payroll posting process, the payroll system estimates the remaining salary and benefit 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. An accrual journal entry is created to record this estimated amount on the General Ledger; this estimate is automatically reversed when the actual payroll expense posts in the following month. The use of accruals for biweekly payroll is a standard accounting practice. The goal of this guide is to explain the biweekly payroll accrual process in greater detail, including how to identify biweekly payroll accrual transactions within financial reports.
  • Service Unit: Strategic Initiatives
  •   Award Purpose defines the type of sponsored award. For additional information on Award Purpose see the UCSF Research Administration Glossary located on the Office of Sponsored Research website Function defines the mission/purpose of the transaction. For additional information on Function, see the Quick Reference Guide “What Function Should I Use for My Activity?” There is an inherent relationship between Function and Award Purpose that will come under scrutiny during audits. Follow the matrix below to help ensure that the selection of Function on the financial transaction is consistent with the Award Purpose
  • Service Unit: Payroll
    The IRS Form W‐2 reports taxable earnings paid to employees between January 1 and December 31 of each calendar year. Taxable earnings are gross payments less any tax deferred deductions, such as retirement plans, pre‐tax parking, employee‐paid health premiums, and Dependent/Health FSA. The W‐ 2 also provides the Social Security Administration (SSA) with the necessary information so that employees’ earnings are properly credited. The SSA shares employees’ earnings and tax information with the Internal Revenue Service (IRS). W-2 Distribution The W‐2 form is issued and distributed by UCSF Campus Payroll Services. There are two methods of distribution from which you may choose:
  • Service Unit: Accounting & Reporting
      Function is a two-character chartfield in the UCSF Chart of Accounts that fulfills internal and external reporting requirements to track higher education function classifications.  Function defines the mission/purpose of the transaction.  Functions also determine how costs are treated in the Facilities & Administration (F&A), or indirect cost, calculation.  Functions are designed for specific uses.  Users should select the Function code that best reflects the mission associated with the transaction or activity. 
  • Service Unit: Controller's Office