Fiscal year-end close is approaching! If you are responsible for any year-end close activities, please attend the year-end presentation via Zoom on Friday, June 6, 2025, from 10 - 11 a.m. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities. Year-End Key Dates 2025 As we prepare for year-end, note the following key dates:June Soft Close: All account/fund changes for Fiscal Year 2025 must be requested by: Monday, June 30June Prelim Close: Thursday, July 10June Control Point Final Close: Wednesday, July 23June Interim Close: Monday, July 21June Final Close: Friday, August 1 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., for June Prelim on Friday, July 11) and notify the designated recipients by email. See the How to Manage and Schedule MyFavorites in MyReports job aid for detailed instructions.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting at [email protected].
CGA Compliance will host monthly virtual office hours to support the campus community with compliance-related questions.
MyTime is officially live for monthly employees with the June 2025 monthly pay period. This marks an important milestone in our journey to connect operations across our campus and clinical settings on a single platform.Review actions below and important reminders for all employees and managers and supervisors.MyTime Actions for Monthly EmployeesFind the actions you need to take on your checklist.Go to MyAccess to log into MyTime. You will be prompted to log in using your MyAccess username and password.If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity. Use of the Virtual Private Network (VPN) is not required to access MyTime.If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods.If you have favorites saved in MyAccess, click Manage Favorites to find and add MyTime to your list of saved applications.Transition Reminders for Monthly EmployeesComplete and submit your May 2025 timesheet in HBS by Friday, June 6.Your first monthly timecard submission in MyTime will be for the June 2025 pay period, which is due July 8.Campus employees who don’t currently use the HBS Timekeeping System aren’t transitioning to MyTime. This includes Medical Residents using MedHub and academic appointees without salary. If you have questions, ask your manager or department administrator.MyTime Actions for Biweekly EmployeesReview ongoing daily actions for timekeeping and scheduling on your checklist.If you are eligible to receive compensatory time off (CTO), the annual election period is now open to elect CTO in lieu of overtime being paid out. Review how to complete your CTO election in MyTime.MyTime Actions for Managers, Schedulers, and TimekeepersMonthly TimesheetsRemember to review and approved monthly timesheets in HBS for the May 2025 pay period by June 10.In MyTime, manager (or delegate) approvals continue to be due by the seventh business day following the end of the monthly pay period. Your first monthly timecard approval in MyTime will be due July 10 for the June 2025 pay period.Biweekly TimesheetsAs previously announced, Managers now have more time to complete biweekly timecard approvals. The Payroll Office extended the cut-off time for manager approval of biweekly employee timecards to 6 a.m. on the Tuesday following the end of the biweekly pay period.The cut-off time for managers (or their delegates) to approve timecards for the May 25 - June 7 pay period is now 6 a.m. on Tuesday, June 10.Your People Manager Action Checklist provides quick access to job aids to monitor and resolve timecard exceptions, review/approve pending time off and pending timecard change requests, review timecards for pay period close, and more.How to Get HelpDaily support session during our go-live transition will continue during the first week of June. Review the schedule on the MyTime Help Page.You can also review MyTime Frequently Asked Questions for answers to common questions before reaching out for help.Support is available from 8 a.m. – 5 p.m., Monday through Friday.Email: [email protected]: 415.476.2126Submit a ticketReview more details on the MyTime Help page.
While UCPath is the system of record for calculating most leave accruals, usage, and balances, some leave accruals, usage, and balances are calculated directly in HBS today and will now be processed in MyTime.During our transition to MyTime, leave balances are being imported into MyTime from UCPath and HBS in stages, upon completion of payroll processing.Balance imports for biweekly employees were completed on May 20, 2025Balance imports for monthly employees are expected to be complete by June 14, 2025.Review the MyTime Cutover Schedule for specific timelines to post accrual balances from UCPath and HBS into MyTime.Monthly employees should wait until after June 14 to confirm balances in MyTime and to reach out with any questions or to report discrepancies.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 MyTime and UCPath addresses:How and when leave accruals and service credits are calculatedDifferences between viewing leave balances in UCPath and MyTimeUnderstanding vacation/PTO maximum capsRequesting vacation/pto maximum grace period exceptionsAt the MyTime go-live, balances will be reset each pay period from UCPath for those balances where UCPath is the system of record. A record of any balance differences between HBS and UCPath will be maintained and will remain viewable in HBS. The Payroll Timekeeping Team is working through the balance differences, reconciling and requesting corrections to the UCPath balance as necessary. The UCPath Center communicates a service target of 3 months for leave balance correction.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. If you have questions, start by reviewing MyTime training resources:Job Aid: View My Accruals in TimecardManaging Timecards (for managers and timekeepers)Timekeeping for Salaried EmployeesTimekeeping for Hourly Non-Exempt EmployeesIf you need additional help, contact the Controller's Office Solution Center. We can help determine how to best address your issue.
The June annual Compensatory Time Off (CTO) election period in MyTime is open from June 1 to June 30.With the MyTime implementation, CTO elections take place electronically in MyTime. When an eligibility period opens, employees will find a link to the Comp Election for New Hire or FLSA Change form in the Business Processes tile on their home page.A new CTO job aid provides step-by-step instructions on how to complete a CTO election in MyTime at the time of hire, change in eligibility, or during an annual election period. If you need help completing a CTO election in MyTime, contact the Controller’s Office Solution Center.More about CTO Changes in Conjunction with MyTimeCTO or "Comp Time" is the ability to bank hours in lieu of getting paid out overtime. Eligible employees are offered the option to elect CTO in lieu of their overtime being paid out. CTO is offered at the time of hire and then annually in accordance with applicable collective bargaining contracts.Shift differentials earned for working overtime during evening and night shifts will be paid on the same paycheck as when the CTO hours are earned. As a result, shift differentials will no longer be paid when the CTO is used. This change applies only to teammates who are in shift differential eligible job codes.At the time of CTO paydown or payout, all sums in the employee's bank will be paid in accordance with the operating collective bargaining agreement(s). Any approved time off where the employee had planned to use CTO beyond the paydown or payout date may still be taken, as long as the time off was approved prior to the date of CTO paydown or payout. Under such circumstances, employees may use available vacation time, other accrued leave as appropriate, or choose to take unpaid leave. This change will be implemented on MyTime’s go-live date.Accumulated but unused CTO will be paid out to teammates twice per year in April and October, except for teammates represented by the California Nurses Association (CNA), who will maintain a bank of 36 hours when electing CTO.Due to the timing of the MyTime Rollout the first payout from MyTime will be in October 2025.Teammates will have their CTO balance paid down to 100 hours each pay period once the balance reaches 120 hours.Teammates may accrue no more than 240 hours of CTO. Any overtime earned once the 240-hour threshold is hit will be paid out as overtime.CTO election will occur annually in accordance with collective bargaining agreements via MyTime. Advertised election periods are March - April for NX and June for all other unions and policy-covered employees.Review more details on the Human Resources website. Please refer questions about CTO eligibility to your HR representative.
The following new features are now available in 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 filters for the followingFederal Flow ThruFind this new filter in the Award Volume, Funding Volume, Funding Amount, Diversity Supplement, Budget Vs Actual Expense, Net Position & Revenue, Data: Award Funding Detail Data By Year, and Data: Award Funding & General Ledger Current Balance dashboard pages.Users can filter to view award metrics and data by the following Federal Flow thru types:Funded 100%State/PrivateSrceFunded: Fed & State/Priv.SrceFunded100%Fed.allocSt/Pr.AgyCampus fndn endw incomeCampus fndn not endw incomeFundedPartFedARRASt/Priv.SrcFunded100%FedARRASt/Priv.SrcAction TypeA new filter in the Funding Volume and Funding Amount dashboard pages allows users to view funding metrics by the Award Modification Action Types. The award modification types are the following: Admin Modification, Carry Forward, Continuation, Deobligation, Diversity Supplement, New, Offset, Reduction, Reinstatement, Renewal, Supplement, Transfer In, and Undefined Action Type.New data elements for the followingFederal Flow ThruFederal Flow Thru data column added to the Data: Award Funding Detail Data By Year and Data: Award Funding & General Ledger Current Balance dashboard pages.Top Level Parent SponsorReview the Top Level Parent Sponsor ID, Top Level Parent Sponsor Name, Top Level Parent ID of Prime Sponsor, and Top Level Parent Name of Prime Sponsor data columns are added to the Data: Proposal Detail Data By Year, Data: Award Funding Detail Data By Year, Data: Award Funding & General Ledger Current Balance dashboard pages.Proposal and Award Funding Indirect and Direct CostsProposal Indirect Cost, Proposal Direct Cost, Awarded – Direct Cost, Awarded – Indirect Cost, Funded – Direct Cost, and Funded – Indirect Cost data columns added to the Data: Proposal Detail Data By Year dashboard page.IDC Funding Amt and DC Funding Amt data columns added to the Data: Award Funding Detail Data By Year dashboard page.How To Get StartedLog into PAMDash (opens in new window) to experience the new 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:May 14, 2025,11 a.m. to 12 p.m.Mark your calendars and join at the start of the 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].
The Controller’s Office Student Accounting team regularly conducts training to guide administrators through every aspect of the non-payroll stipend process. New employees responsible for submitting non-payroll stipend requests are encouraged to attend. The training is also a good refresher for all employees who submit these requests.The following session is open for required registration.May 14, 2025, 10 - 11:30 a.m.Attendance is limited, and log in to the UC Learning Center to register. This training is presented via Zoom; meeting details will be emailed to registered students prior to the class.For questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The fiscal year-end funding rollover program is scheduled to run at the end of June 2025. 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 ProcessFunding 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 Center run the fiscal year-end funding rollover process to create funding distributions for unexpired fund sources for the next fiscal year. This eliminates the need to re-enter funding for payroll distributions that continue beyond the current fiscal year.The rollover process determines how position funding is established for the next fiscal year.If the position’s Funding End Date is blank, the rollover process will create a new funding distribution row for the new fiscal year.If the position’s Funding End Date has expired, the rollover process will replace the expired funding chartstring with the department default chartstring.Position funding chartstrings containing inactive projects will be replaced with the department default chartstring.Fiscal Year 2024-25 Dates, Deadlines, and ActionsDate/DeadlineDepartment ActionUCPath ActionBy June 18Review current fiscal year funding distribution lines and make any updates required for funding changes to roll forward into the next fiscal year. As a best practice, the Funding End Date should be left blank for all distribution rows. By June 18Funding Entry Approvers review and approve/deny all funding entry updates required for funding changes to roll forward into the next fiscal year. June 19No department action required.Academic renewals for HCOMP faculty July 1 extensions will be updated in UCPath through a mass academic renewal process. Includes only renewals approved through APRP.From 8 a.m. on June 20 to 12 p.m. on June 27Funding entry freeze: updates prohibited during Fiscal Year End Funding Rollover processing.UCPath Center will execute the Fiscal Year End Funding Rollover process for position funding created using the Salary Cap / Multiple Component of Pay (MCOP) Funding Worksheet as well as non-MCOP funding created using the main Funding Entry page.Beginning June 28Funding Entry Initiators can enter new funding for faculty with no compensation change who need to have their funding sources reallocated. Beginning June 28Departments review position funding in MyReports for distributions appearing on the department default chartstring (i.e., Project = 2222222). Funding entry updates should be initiated and approved before the next funding entry deadline. Beginning July 7The Payroll Office will publish and distribute funding rollover error reports for review by department transactors.Reports provide error details for position level funding that DID NOT rollover.Funding entry for these positions should be entered and approved before the next payroll deadline. By July 8No department action requiredAcademic renewals for July 1 compensation will be updated in UCPath through a mass academic renewal process.This date is tentative and depends on UCPath Center deadlines.Beginning July 10For faculty who receive a July 1 compensation change, have distributions set up on capped funding sources and have a compensation rate that is over the salary cap, Funding Entry Initiators must enter new funding using the Salary Cap/MCOP Funding Worksheet to align distributions with new component pay amounts. Common QuestionsHow can I identify and review funding end dates?To view your funding end dates for positions in your department, run the Employee and Position Distribution report in MyReports.What are common funding entry errors that prevent rollover to the next fiscal year?If the rollover process does not carry forward funding to the next fiscal year, the employee will be paid out of the department default chartstring. Common errors include:Distributions that have a funding end date of June 30, 2025 or earlier. In order for funding to continue to the next fiscal year, the funding end date should be left blank.Expired funding distributions that do not pass the combo edit. For example, funding using a project where the RAS Processing End Date has expired.Positions or Departments that are inactive at the time of rollover.Funding for which funding entry was initiated, but not submitted or approved.The department will need to correct the funding and perform a salary cost transfer to transfer any payroll expenses that may have been paid out of the department default chartstring.What will happen to funding I have already set up for FY 2025-26?The fiscal year-end funding rollover process will not modify approved funding with an effective date of July 1, 2025 or later.If I know that a funding change is needed for July 1, 2025, when can I start setting up funding?If the employee’s funding does not require use of a Salary Cap / MCOP Funding Worksheet:You can enter funding changes at any time, but be sure to approve all funding effective July 1, 2025, by end of day June 18. The rollover process will skip any funding set up in the new fiscal year.You can also allow the funding rollover program to run and then enter and approve the new funding after the funding rollover program has completed. Funding changes must be entered and approved by the July, 27, funding entry deadline in order for changes to be in effect for the July, 2025, monthly pay cycle.If the employee’s funding requires use of a Salary Cap / MCOP Funding Worksheet:Wait for the academic renewals process to complete. You should not enter funding using the MCOP worksheet until the academic renewals process has extended the job to the new fiscal year and all compensation updates are complete.Be sure that funding updates are entered and approved by the July, 27, funding entry deadline in order for changes to be in effect for the July 2025 monthly pay cycle.Help ResourcesIf you have additional questions, contact the Controller’s Office Solution Center.Plan to join the Fiscal Year-End Close Presentation or June Research Administration Town Hall for additional details and the opportunity to ask questions.
As part of our commitment to continuous improvement, the MyReports team has updated the MyReports Enhancement Proposal Form. This new form requires UCSF authentication and is designed to simplify the submission process by consolidating all enhancement ideas into a single workspace. This enhancement will help the MyReports Advisory Group easily review ideas and determine which ones to prioritize for development.If you have a suggestion for how we can improve MyReports, please consider submitting your proposal using this form.
Based on input from the MyReports Campus Advisory Group, a new Journal ID column is now available as a display column in the Distribution of Payroll Expense (DPE) reports. This column is hidden by default but is available for selection as a checkbox under “Display Columns”.The Journal ID column helps tie together UCPath payroll details to general ledger transactions, and can be particularly useful for reviewing suspended payroll expenses. Users can refer to the Suspense Indicator column to identify expenses that failed to post in a payroll journal. The Journal ID in the corresponding row can be used to search the Transaction Detail Report for suspense-clearing journals that post the expenses to valid chartstrings in later periods.UCPath payroll journals use the naming convention LL00XXXXXX. If payroll fails to post in one of these payroll journals, the Controller’s Office will clear these expenses in suspense-clearing journals that use the following naming convention:Suspense-clearing journals are named LX00XXXXXX with the same numeric characters as the original UCPath payroll journalIf there are remaining suspended items that were not successfully cleared, additional suspense-clearing journals may be created named LY00XXXXXX or LZ00XXXXXX 1. For example, the expenses in the DPE shown below failed to post as indicated by the “Y” in the Suspense Indicator column: 2. Users can search for any suspense clearing journals that may have cleared these items by searching for the 8-digit numeric suffix in the Transaction Detail Report’s Journal ID filter: 3. Users can verify that payments were successfully cleared from suspense by searching Journal IDs and limiting project IDs: It is important to know that suspense-clearing journals aggregate suspended payroll by chartstring and account when posting to the general ledger. These journals will not contain the same employee-level details as found in the DPE. In the prior example above, the six individual payments that suspended were cleared with a single journal transaction equal to the sum of the original expenses.For more information on the suspense clearing process, please refer to Clearing Salary and Benefit Expenses in Payroll Suspense.Users should clear their web browser cache to take advantage of this enhancement.
