The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us for the latest series.Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:Feb 22, 2024: Billing for Sponsored ProjectsMar 21, 2024: Cash and Collections for Sponsored ProjectsApr 18, 2024: Financial Reporting and Award Closeout for Sponsored ProjectsMay 16, 2024: Compliance for Sponsored ProjectsLog into the Post Award Management (PAM) training series (opens in new window) to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
As we reach July retirements and the summer vacation season, now is a good time for managers to review and update their MyTime delegation settings.Why Update Your Delegation?For managers who delegate timekeeping approval authority, maintaining current delegation assignments is critical to ensuring timely resolution of pay-impacting errors and timely approvals of time off requests. Effective delegation helps ensure timekeeping and scheduling tasks continue without interruption when the designated timecard approver will be out of the office for an extended period or when they are separating from UCSF.If a delegate separates from the University or will be on a temporary leave, delegating managers should establish delegation with a different resource as needed. This action must be performed by the delegating manager.If a manager who has delegated approval authority separates from the University, the delegation ends automatically.If the manager position remains vacant, the manager in the position that the vacant position reports to is responsible for all manager tasks for the vacating manager’s direct reports. If the manager of the vacating manager has set up delegation, their delegates will also have approval authority for the vacating manager’s direct reports.When the manager position is filled or if direct reports are assigned to another manager in UCPath, MyTime approval access will be updated accordingly. Delegation would need to be established for a new manager. If a manager who has already established delegation is reassigned direct reports, the manager’s delegates will automatically gain access to approve timecards for the new direct reports.Review more details in the Understanding MyTime Delegation how-to guide on the Controller’s Office website.Steps to Update Your DelegationDuring the offboarding process or in planning for a temporary leave of absence, please ensure that delegation is updated as needed.Delegation must be initiated by the manager in MyTime and accepted by the delegate to take effect. If delegation updates are needed and the manager is already out on leave, contact the Controller’s Office Solution Center for assistance.Refer to the Create a Delegation job aid for step-by-step instructions to:Delegate authority to another manager (delegator)Cancel a delegation (delegator)Accept a delegation of authority (delegate)When needed, managers can update direct report assignments using the HR Umbrella Roster. Updates will change the position reporting relationship in UCPath and may impact other downstream systems and processes. Updates to position reporting relationships, whether made in UCPath or HR Umbrella, flow to MyTime; manager reporting relationships cannot be updated in MyTime directly. If you have questions about position reporting relationships, please reach out to your department’s HR representative.
With the transition to MyTime, managers, timekeepers, and schedulers have access to a wider range of paycodes than they were accustomed to seeing in HBS or legacy scheduling systems. Some access to additional paycodes is temporary as we transition to the new system and is being refined to simplify your experience.Review our guidance below on how to best manage recording time off on timecards and schedules. If you need help, contact MyTime Support.The Best Practice for Requesting Time OffEmployees should request vacation using the My Time Off tile or from My Schedule. For step-by-step instructions, see How to Submit a Time Off Request.Time off paycodes selected must match the time off program to which the employee belongs. Following this procedure, employees see only the time off paycodes they are eligible to use. This is the best practice as it prevents the selection of ineligible paycodes that might be rejected by UCPath during payroll processing. It also provides a workflow for requests and approvals and allows employees to cancel or edit a time off request directly.Managers and employees may also add a time off paycode directly to the timecard or schedule. When an employee adds a time off paycode, the drop-down selection is limited to only time off paycodes that pertain to them. However, managers, timekeepers, and schedulers see all paycodes available for all employees, including paycodes that do not apply to the employee whose timecard or schedule they are accessing. This requires managers to be aware of which time off program the employee participates in and to select the correct time off paycode when adding it directly to the timecard or schedule. If the wrong code is selected, an employee may end up missing pay.Temporary Time Off Paycodes During Cutover from HBSManagers, timekeepers, and schedulers currently see even more time off paycodes in MyTime than they typically need. When HBS approved time off was imported into MyTime, the paycodes listed below were used to record the approved time off. Managers continue to need access to these paycodes in order to edit the hours and to delete the time off if an employee cancels their plans.The project team will remove these time off paycodes on June 13 to avoid further confusion and reduce the size of the paycode dropdown list.It is fine to leave these paycodes in place; they are valid paycodes, and the employee will be paid for that time as long as they have the associated balance in their leave bank.Managers, timekeepers, and schedulers can swap out the HBS time off paycodes for one they will continue to have access to, but only until June 13.Once access to the paycodes is removed, managers must submit a ticket to [email protected] if changes are needed to the paycode applied on the timecard or schedule (for example, if the employee cancels their plans or an import error is discovered).Time off paycodes to be removedSwap out paycodePTO - KinCarePTO - KinCare RequestPTO - Sick Family MemberPTO - Sick Family Member RequestPTO - Sick Med ApptPTO - Sick Med Appt RequestPTO - VacationPTO - Vacation RequestPTO – Sick ProtectedPTO-Sick Protected requestPTO-AdditionalPTO - Vacation RequestSickSick requestSick - Family MemberSick - Family Member RequestSick - PersonalSick - Personal RequestSick-Med ApptSick - Med Appt RequestVacation AdditionalVacation requestVacation Leave UsedVacation requestMore About Time Off PaycodesMyTime uses two distinct types of time off paycodes.Cascading paycodes: A cascading paycode is a type of paycode in UKG Pro Workforce Management that consists of a parent paycode and associated children paycodes. Only the parent cascading paycode appears on the timecard. The cascade itself appears in the Totals tab. For time off, UCSF uses cascading paycodes to track time off requested against an available balance, and once the balance is depleted, to rollover the remaining request to overused. Paycodes ending in “Request” are designated as cascading paycodes.Non-Cascading paycodes: A type of paycode that is hour-based, which, when used, does not evoke the cascade feature in UKG Pro workforce Management. When used for submitting a time off request, the system will prevent submission if the associated leave balance is depleted.Managers, timekeepers, and schedulers who need to apply time off paycodes to schedules and timecards can consult the MyTime Time Off Paycode by Group reference guide to identify eligible paycodes for each employee by group.
The following features are now available in the Proposal and Award Metrics Dashboard (PAMDash). These enhancements reflect the continued collaboration between Contracts and Grants Accounting (CGA) and UCSF’s research administration community to provide self-service access to extramural funding metrics.New data filtersAction TypeUpdated the Action Type page filter in the Data: Award Funding Detail Data By Year, Funding Volume, and Funding Amount dashboard pages to add the following new Executive Order Action Types:EO AppealEO ReductionEO ReinstatementEO RescindEO SuspensionEO TerminationFederal AgencyA new page filter is added to select the Federal Agency (NIH, CDC, USAID, etc.) for the awards in the Data: Proposal Detail Data By Year, Data: Award Funding Detail Data By Year, and Data: Award Funding & General Ledger Current Balance dashboard pages.The Federal Agency page filter is based on the funding received from the top-level prime sponsor's federal agency, if it exists. Otherwise, it will be based on the top-level award sponsor's federal agency. If it is not a federal agency, it will be labeled as Non-Federal.Award StatusA new Award Status page filter is added in the Data: Award Funding Detail Data By Year dashboard page, where users can select the following statuses: Accepted, Advance, and Closed.New data elements Federal AgencyA new data column to identify the federal agency (NIH, CDC, USAID, etc.) on each award in the Data: Proposal Detail Data By Year, Data: Award Funding Detail Data By Year, and Data: Award Funding & General Ledger Current Balance dashboard pages.The Federal Agency data column is based on the funding received from the top-level prime sponsor's federal agency, if it exists. Otherwise, it will be based on the top-level award sponsor's federal agency. If it is not a federal agency, it will be labeled as Non-Federal.Actual Direct Expense and Actual Indirect ExpenseTwo new data columns are added in the Data: Award Funding & General Ledger Current Balance dashboard page:Actual Direct Expense: Actual direct costs incurred during the sponsored research project.Actual Indirect Expense: Actual indirect costs incurred during the sponsored research project.Award StatusA new Award Status data column is added in the Data: Award Funding Detail Data By Year dashboard page, where users can see the following status: Active, Advance, and Closed.How To Get StartedLog into PAMDash to experience the latest features (MyAccess login and UCSF network/VPN connection required).Join CGA for an upcoming demonstration session to see the new features, walk through common scenarios for using the dashboard, and get answers to your questions:July 16, 2025,11 a.m. to 12 p.m.Mark your calendars to join the demonstration session (opens in new window). UCSF authentication is required.PAMDash is managed by the Project and Data Team within CGA. If you have any questions about PAMDash, email [email protected].
This year’s fiscal year-end close is marked by three key processing dates in PeopleSoft Financials:Prelim batch processing: July 10Interim batch processing: July 21Final batch processing: August 1During this year-end processing, starting with Prelim and ending with Final, more than one accounting period will be open in Peoplesoft Financials. When two accounting periods are open at the same time, the Report Date Filter values in MyReports will work differently than they do for the rest of the year and will default either to the last closed month or to the current open month, depending on the report’s purpose and design.Defaults to May 2025:Actual vs. Plan Comparison ReportCurrent Year vs. Prior Year Actuals Comparison ReportDefaults to FY 2025:Faculty Portfolio Monthly ReportFaculty Portfolio Payroll Detail by Month ReportOperational Monthly ReportOrganization ReportPayroll Funding ReportProject Comparison ReportDefaults to Jun 2025:All other reportsData for Fiscal Year 2025-26 and additional filter values are available only after specific accounting periods close or open:Available after July opens:Filter value: Jul 2025 (except for Faculty Portfolio reports)Available after June closes:Filter value: Jul 2025 for Faculty Portfolio reportsFilter value: Fiscal Year 2025-26Beginning Net Position: Fiscal Year 2025-26Snapshots of year-end balances are calculated at Prelim, Interim, and Final close, and are available to view in MyReports the day after Peoplesoft completes each year-end batch. Users can determine which ledger activity is included in a particular batch by using the Ledger Post Date field in the Transaction Detail Report which specifies when a particular transaction occurred.You can use the scheduling feature in MyReports to automate delivery of your reports for Prelim, Interim, and Final Close. To use this feature, save a report filter to your favorites, and then schedule your favorited report to run at campus month-end close. See the Managing and Scheduling MyFavorites in MyReports job aid for detailed instructions.Contact the Controller's Office Solution Center if you have any additional questions.
Following the May 2025 launch announcement of the Timecard Adjustment Form (TAF), the MyTime project team has added several new enhancements to support additional user needs and improve the user experience. These enhancements reflect feedback shared through support channels and are intended to streamline the correction process and reduce delays.Recent enhancements made to the MyTime Timecard Adjustment form include:General Comment Box: A new, free-text field is now available for requesters to add context and clarification for the Payroll team.Manual Entry for Unfound Employees: A new checkbox enables requesters to submit a TAF for employees not found in the “Requested For” field. This is especially useful in cases involving inactive employees. Requesters will be prompted to enter values for the required fields: employee’s first name, last name, and UCPath Employee ID.Leave Case Codes Now Included: Leave case codes have been added to assist managers with corrections. Managers should continue to consult their department Leave Specialist for guidance on when and how to use these codes.A job aid is available for adding and editing intermittent leave in MyTimeRetroactive Schedule Groups Added: New retroactive schedule group values are now available to support accurate adjustments:Work Schedule 09-40 for NXWork Schedule 12-80 for NX and HXFor more information, visit Working with Schedule Groups: Procedures for Managers and SchedulersAssignment Field Format Update: The Assignment field now includes a format prompt (Position-Dept ID-Job Code-Pay Rate) to support processing for employees with multiple assignments. While this field is not new, the format update helps ensure Payroll can correctly apply changes for employees with multiple assignments.Thank you to all departments and individuals who have submitted feedback to support these form enhancements.If you have questions about the new process or need assistance completing the Timecard Adjustment Form, contact the Controller's Office Solution Center directly.
Contracts and Grants Accounting (CGA) updated the existing Awards Report by Department in the PeopleSoft Research Administration System (RAS) to further aid research administrators and departments in researching awards assigned by Department ID. The report lists and summarizes awards by total direct cost, total indirect cost, and total funding amounts. It can be run using multiple search parameters, such as Department ID, Sponsor ID, Award PI, Agreement Type, Purpose, Award End Date Status, and ARRA Type.For this enhancement, we added the following new search filters and additional data in the report output to further assist in identifying and verifying awards without navigating various pages within PeopleSoft. Data results are grouped on the award-level information to eliminate duplicate lines when the search filters include Project Dept ID, Project RSA, and Project PI.New Search Filters in the Awards Report by Department:Award Dept ID: Filter to search for Dept ID on the award level.Award RSA EID: Filter to search by RSA name or employee ID on the award level.Project Dept ID: Filter to search for awards with the project-level Dept ID.Project RSA EID: Filter to search for awards by RSA name or employee ID with the project-level RSA.Project PI: Filter to search for awards by PI name or employee ID with the project-level PI.Award Start Date From and Award Start Date ToAward End Date From and Award End Date ToAward Status: Filter to search for awards with the following status: Accepted, Advance, Cancelled, and Closed.New Data Columns in the Awards Report by Department:Fed Flow Through: Displays the following Fed Flow Through information on the award (blank, if none):1-Funded 100%State/PrivateSrce2-Funded:Fed & State/Priv.Srce3-Funded100%Fed.allocSt/Pr.Agy4-Campus fndn endw income5-Campus fndn not endw income6-FundedPartFedARRASt/Priv.Src7-Funded100%FedARRASt/Priv.SrcFed Flow Through Type: Displays the following Fed Flow Through Type information on the award (blank, if none):Non Fed AwardFed ContractFed Grant/OtherAdditional Updates or Features:Removed the ARRA Type filter and data column in the results.Removed the End Dt Status filter.Added a Personalize option in the Grid Action Menu icon.Added a Clear button to clear the search filters.Required Field -Error Message is displayed when no search filter is entered.Warning Limit Message is displayed when the number of rows returned exceeds 300 rows up to 19,999 rows.Error Limit Message is displayed when the number of rows returned is at or exceeds 20,000 rows, which should not allow the user to proceed.Note corresponding to asterisks (**) on search filter labels:** Only awards with the Project Dept ID, Project PI, and Project RSA in the search filter will be displayed in the results.If you need help researching a payment or have other questions about our collection and payment processes, email [email protected].
The next Research Administration (RA) Town Hall will take place on September 25, 2025, from 10:10 a.m. to noon via Zoom.We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams.We use Teams to communicate:Agenda informationCurrent Zoom webinar linksResolve technical issues or updates during the Town Hall meetingsTopic request submittals for upcoming Town Hall meetingsInstructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
Refer to the following resources and dates to ensure you are prepared for fiscal year-end close activities.PresentationIf you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on June 6, 2025, watch the recorded session and review presentation slides on the Controller's Office website.Key 2025 Year-End DatesAs we prepare for year-end, note the following key dates:June Prelim Close: Thursday, July 10June Interim Close: Monday, July 21June Control Point Final Close: Wednesday, July 23These key dates and other close deadlines are available on the General Ledger Monthly Schedule.Scheduling ReportsYou can use the scheduling feature in MyReports to automate production and delivery of your reports for the June Prelim, Interim, and Final Close. To use this feature, schedule your desired reports to run "At campus month-end close." The MySchedule function will deliver the report the day after the close date (e.g., on Friday, July 11 for June Prelim) and notify the designated recipients by email. Read more about fiscal year-end and MyReports.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting.
As previously announced, MyTime is live for monthly employees with the June 2025 monthly pay period. Employees paid monthly will complete June monthly timecards using MyTime.By Tuesday, July 8, 2025: employees must review, edit and approve your timecard in MyTime for the June 2025 monthly pay period.By Thursday, July 10, 2025: managers and supervisors (or their delegates) must review and approve June monthly timecards.Timekeeping deadlines for monthly employees have not changed with the transition to MyTime. Employees paid monthly must review and attest to the accuracy of their timesheet online no later than the fifth business day of the following month. Managers must review and approve monthly timecards no later than the seventh business day of the following month. Timesheets must be completed and submitted for each pay period by the established deadline, whether leave was taken or not.Step-by-step instructions are available to help monthly employees get started in MyTime and to guide managers and their delegates through key activities during the first monthly pay period.If you need help, drop-in timekeeping support sessions will continue through the first monthly pay period close at the following times:Tuesday, July 1, 12 - 2 p.m.Wednesday, July 2, 3 -4:30 p.m.Thursday, July 3, 12 -1:30 p.m.Monday, July 7, 9:30 - 11a.m.Tuesday, July 8, 12 - 2 p.m.Wednesday, July 9, 3 - 4:30 p.m.Thursday, July 10, 12 - 1:30 p.m.Find the Zoom link and additional support resources on the MyTime Help page.
