Petty Cash Custodians recently reported being charged a fee by Wells Fargo Bank for cashing petty cash checks for clinical trial studies. Some bank branches charged a fee to custodians who were not account holders. Wells Fargo Bank has rectified this issue at branches visited by Custodians. If you encounter this issue at any Wells Fargo branch, do not accept the fee. Please report any future incident to the Controller’s Office at [email protected] or have the branch manager reach out to the Wells Fargo corporate office to resolve your concern.
The original Direct Retro (DR) tool will be decommissioned in July, 2025.
Procedures for submitting historical timesheet corrections (corrections after the pay period closes) are changing with MyTime. For all historical corrections to timesheets in biweekly pay periods beginning May 11, 2025, and in monthly pay periods beginning June 1, 2025, managers (or their designees) will submit corrections to the Payroll Office directly using a new ServiceNow Timecard Adjustment Form. This change aims to streamline operations and align practices across Campus and Health.Transition DetailsFor biweekly pay periods: UCSF is starting a new process that will replace the Campus Timesheet Change Request Form and the Health Time Maintenance Form (TMF) beginning with the May 11, 2025 biweekly pay period. Managers should continue to follow current practices when historical corrections are needed for timesheets processed in the HBS Timekeeping System for all pay periods through May 10, 2025.For monthly pay periods: UCSF is starting a new process that will replace the Campus Timesheet Change Request Form beginning with the June 1, 2025 monthly pay period. Managers should continue to follow current practices when historical corrections are needed for timesheets processed in the HBS Timekeeping System for all pay periods through May 2025.The MyTime Timecard Adjustment form will be available on Friday, May 2.If you have questions about the new process or need assistance completing the Timecard Adjustment Form, contact the Controller's Office Solution Center directly.
UCSF’s MyTime launch is only two weeks away. Watch your inbox for important messages and to stay up to date on final preparations before we go live.MyTime Actions for Managers, Schedulers, and TimekeepersEarly access to the MyTime production environment opened on April 28 for managers and supervisors, their delegates, schedulers, and timekeepers. Login instructions were included in the April 28 email edition of the MyTime Minute.Step-by-step instructions, video demonstrations, and job aids are available to walk you through actions to complete during early access, between April 28 and May 10.Go to the MyTime People Manager Action Checklist.Click Actions to complete during early access: April 28 – May 10, 2025.Follow your step-by-step instructions for departments implementing Core Scheduling or Advanced Scheduling.Your checklist includes additional actions to help prepare your team for go-live, as well as additional actions to follow starting on May 11.Review how to get help during early access, including daily support sessions for help with validating and building schedules required for go-live.MyTime Actions for All EmployeesEmployees paid biweekly will being using MyTime with the May 11 – 24 biweekly pay period.Employees paid monthly will begin using MyTime with the June monthly pay period.Readiness checklists are available to guide you through key actions to get ready now, as well as timekeeping actions to complete at the start of your first pay period in MyTime.Remember to complete your self-paced eLearning in the UC Learning Center. Review your training path and answers to common training questions to ensure you are prepared on day one.Consider downloading and installing the MyTime mobile app. Follow step-by-step instructions to download and install the UKG Pro mobile app to be ready to connect to MyTime at go-live.Cutover Schedules for Timekeeping and Scheduling TransitionsUCSF is in the process of transitioning data from legacy systems to MyTime. Be sure you are recording time and completing all tasks in the right system during our transition.The MyTime Cutover Schedule provides key actions by date for the following transitions:time off requestsrecording time on timesheets in HBS and MyTimeleave balance imports into MyTimesetting up extended and intermittent leavescompensatory time off transitionsHBS schedule and schedule pattern importsschedule transitions for Clairvia, OnOrOff, StaffReady, and symplrInformation is being added daily to the MyTime project website; if you have questions, please start there. We will continue to share updates via our MyTime Change Network and through manager news channels.
Effective March 10, 2025, UCPath resumed collection activities on delinquent payroll overpayment accounts placed with Coast Professional, Inc., our systemwide recovery partner. Included are accounts meeting collection criteria as of December 31, 2024, as well as accounts from early 2024 previously placed on hold.Delinquent Overpayment ManagementAn overpayment is considered delinquent and will be sent to Coast when it reaches 120 days from the invoice date.The following delinquent overpayments are excluded from the submission to Coast and will remain under the management of UCPath:2024 UAW Strike overpayments (to align with the 12-month to repay agreement with the union)Post-doc imputed income invoicesOverpayment balances < $500.00 at the time the invoice reaches 120 daysThose invoices that are actively being repaid via a repayment or deduction agreementResourcesFor detailed information on the collections process, please refer to the following resources. These documents will provide comprehensive answers to your questions and outline the necessary steps and protocols:Collections FAQ’s: Find answers to common questions about the collections processIn March, affected employees received an email notification from the UCPath Center, which included a summary of their outstanding overpayments.If you have additional questions, please contact the Controller’s Office Solution Center.
April 1, 2025, begins the next biennial cycle for the physical inventory process. Department Finance Administrators and their Equipment Custodians should review the updated 2025-2027 Physical Inventory Custodian Schedule on the Controller’s Office website.The Biennial Physical Inventory is an internal control necessary for compliance with our sponsors, including federal agencies. Departments should expect to dedicate resources to conduct a physical verification of all inventory equipment assigned to their custody.Additional Equipment Management policy and procedures are available on the Controller's Office website. You should also review all pertinent policies, including BUS-29: Management and Control of University Equipment, and if appropriate, policies and guidelines for the funding agency.If you have questions regarding the biennial physical inventory process, email [email protected].
The U.S. Office of Personnel Management (OPM) announced an increase in the Executive Level II salary cap from $221,900 to $225,700, effective January 1, 2025. This cap applies to federally funded awards; however, its adoption across agencies varies.The National Institutes of Health (NIH) continues to operate under a Continuing Resolution (CR) per NOT-OD-25-010 and has not issued formal guidance permitting the use of the new salary cap for NIH-funded awards. As a result, “all legislative mandates that were in effect in FY 2024, seen here NOT-OD-24-110, remain in effect under this CR” and UCSF must continue using the previous cap of $221,900 until NIH guidance is updated. Update: On April 3, 2025, NIH officially adopted the Executive Level II salary cap of $225,700, and replaced the previous cap of 221,900. Review the latest guidance regarding the adoption.Agencies that have Adopted the 2025 Salary CapAgency for Healthcare Research & Quality (AHRQ): On January 22, 2025, AHRQ released NOT-HS-25-015 which announced the newly adopted salary cap effective January 1, 2025. The AHRQ salary cap increases to $225,700. This guidance regarding both the increase and rebudgeting applies only to AHRQ.The Health Resources and Services Administration (HRSA): HRSA, an agency of Health and Human Services (HHS), has also announced an increase to the salary cap. Effective January 1, 2025, the cap is raised from $221,900 to $225,700. For more detailed information on the increase, review the HHS Salary Cap Summary Table.Implementation Guidance1. OSR Proposals Submissions: On January 7, 2025, the Office of Sponsored Research (OSR) started applying the 2025 salary cap to proposals for federal sponsors at the discretion of the Principal Investigator (PI). At the time of award, the appropriate salary cap should be selected based on the most current guidance.2. NIH Applications: For NIH proposals, PIs should be aware of the following:If NIH implements the new salary cap, award totals will not be adjusted unless the new cap was specifically requested in the approved budget. However, recipients may re-budget if permitted by the award.If NIH does not implement the new cap at the time of award and the proposal budget applies the new cap, NIH will adjust the budget to align with the current cap.3. eProposal Update: eProposal has been updated to include an option for the new $225,700 salary cap, allowing its application to new, renewal, revision, transfer-in, and resubmission proposals as needed.4. For Active Awards:The FY2024 and FY2025 salary caps are both available for funding entry in UC Path. Select the correct salary cap as indicated specific to the award and sponsor you are entering.AHRQ and HRSA Awards: Charge the new salary cap of $225,700 and re-budget as per the official notice where the budget allows.Department of Health and Human Services (DHHS) Awards (Non-AHRQ Institutes, including NIH): Continue using the current salary cap of $221,900 until further guidance from the federal agency is issued.5. Payroll Funding Update:The Salary Cap/MCOP Funding Worksheet includes both the previous and new NIH salary caps. Departments should create a new effective-dated funding record and apply the appropriate Cap Rate when adjusting payroll funding prospectively. While use of the Faculty Salary Calculator (FSC) worksheet is not required for funding entry, it is updated to reflect both salary cap options.
The UCPath Center announced plans to decommission the original Direct Retro (DR) tool in July 2025. The last day to complete and approve all direct retro transactions that require use of the Direct Retro tool is July 1, 2025. Starting in July 2025, DR transactions will become read-only.The DR tool was replaced in December 2023 with the updated Salary Cost Transfer (SCT) tool and process.Departments should take action now to ensure that all relevant payroll transfers are completed within the UCPath DR tool before the June 2025 decommission date.All payroll transfers for paychecks dated October 2021 and priorAny transfers for paychecks dated after October 2021 that were initially completed in the DR tool and require subsequent transfersOnce decommissioned, transactors will lose access to transfer paychecks prior to October 2021 and to redistribute earnings that were previously transferred using the Direct Retro tool.UCPath has established the upcoming local direct retro approval deadlines before the decommission date:Monday, April 21, 2025, 5 p.m. for posting in April 2025Monday, May 19, 2025, 5 p.m. for posting in May 2025Tuesday, June 17, 2025, 5 p.m. for posting in June 2025Tuesday, July 1, 2025, 5 p.m. for posting in June 2025Review the Payroll Processing Schedule for more information.Please allow additional time for approval of high-risk transactions by Contracts and Grants Accounting (CGA). UCPath determines that exceptional approval is required in cases when the Direct Retro submission date is greater than 120 days after the pay end date of the transaction and the transfer is increasing expenses on a federal or federal flow-through project. Direct Retro Initiators will receive pop-up messages indicating when this threshold is met and must take additional steps to prepare and submit a Late Cost Transfer (LCT) Policy Exception Request Form with all supporting documentation to Contracts and Grants Accounting.If you need assistance with direct retro transactions, contact the Controller’s Office Solution Center. For questions regarding late cost transfers, contact Contracts and Grants Accounting.
The compensatory time payout will occur on April 16, 2025. The payout will be based on each employee's comp time off (CTO)/holiday comp time (CTU) balance as of March 29.CNA employees will be paid down to 36 hours. Shift pay for the CTO/CTU paydown will be paid on the 04/23/2025 on-cycle pay date.All leave requests must be approved in HBS or submitted using the SmartSheet request form by 5 p.m. on April 9. If you need further assistance, contact the Controller's Office Solution Center.HBS Leave RequestsApproved 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 9, 2025, to ensure that those hours are not paid out.Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling SystemsEmployees who use Clairvia/OnOrOff/other scheduling systems do not have access to the HBS Leave Request page and must use the alternate procedures for future-dated leave requests:Confirm approved future-dated CTO leaves.Complete a request to preserve CTO/CTU balances approved for future leaves by 5 p.m. on April 9 using this SmartSheet request form.For more information about compensatory time off, consult the UCSF Medical Center administrative policies (MyAccess login required).If you have questions about HBS or the compensatory time preservation process, contact the Controller's Office Solution Center.
UCSF is establishing a cut-off date of noon on Monday, April 21, 2025, to record all approved time off requests in the HBS Timekeeping System for the following leave periods:For biweekly employees: leave dates on or after May 11, 2025For monthly employees: leave dates on or after June 1, 2025UCSF is transitioning from HBS to MyTime. During our transition, future-dated time off requests will be extracted from HBS and used to populate schedules in MyTime. We need to establish this cut-off to allow for the cutover and loading of data before go-live.Below are the key dates and actions required by employees, their managers/supervisors, and HBS timesheet group approvers. Your prompt action will help ensure a smooth cutover to MyTime.If you have questions about submitting or approving time off requests during this transition, contact the Controller’s Office Solution Center.Who is affected?All biweekly and monthly employees who use HBS to submit time off requests (e.g., vacation, sick, PTO) are affected by the cut-off.Departments that have established additional processes for submitting and approving time off requests outside of HBS should adjust their processes accordingly to accommodate the data entry freeze.Some employees use different systems for requesting and recording leave and are not impacted by this cut-off, including MedHub for Medical Residents and Clairvia and OnOrOff for certain UCSF Health units.Key dates and actions for biweekly employeesFor employees paid biweekly the key dates below apply only to time off requests for future-dated leaves on or after May 11, 2025.By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extractBetween April 21 and May 10: employees should work with their managers directly to request time off.Beginning Monday, April 28: managers can enter approved future-dated time off directly in MyTime when early access begins, or they can have employees submit the requests in MyTime after go-live.Sunday, May 11: Biweekly employees may begin submitting time off requests in MyTime.Key dates and actions for monthly employeesFor employees paid monthly, the key dates below apply only to time off requests for future-dated leaves on or after June 1, 2025.By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extractBetween April 21 and May 31: employees should work with their managers directly to request time off and record the leave hours directly on their timesheet.Beginning Monday, April 28: managers can enter future time off requests in MyTime when early access begins, or they can have employees enter the requests in MyTime after go-live.Answers to Common Questions1. What happens to time off requests that are entered in HBS and not approved or entered and approved after the noon cut-off on April 21?Time off requests not approved by noon on April 21 will not be included in the HBS data extract loaded to MyTime. We are loading future-dated approved time off requests into MyTime to enable managers and schedulers to account for approved time off when setting up schedules for the pay period beginning May 11, 2025 (biweekly) and June 1, 2025 (monthly).All time off requests not included in the HBS data extract will need to be manually recorded in MyTime. Managers can enter this information on employee schedules starting April 28. As an alternative, employees can submit time off requests in MyTime beginning with their go-live.2. Can employees record the time off directly on their timesheet in MyTime after go-live?Yes. It’s important to note that the managers (or their delegates) will be required to approve time off entered after-the-fact by employees on their MyTime timecard. Employees should continue to adhere to policies and department procedures for time away from work.3. Should we continue to use HBS to request and approve time off prior to the MyTime go-live?Yes. Time off through May 10, 2025, for biweekly employees and through May 31, 2025, for monthly employees will be recorded in HBS. All requests for time off through these dates should be submitted, approved, and recorded in HBS.
