In January, MyReports will remove unused and expired schedules created using the MySchedules feature. MySchedules allows users to schedule the email delivery of reports with saved MyFavorites filter criteria.Existing schedules that meet any of the following criteria will be removed:The schedule has no associated favorite (MyFavorite Name is "No favorites attached").The Previous Run date is prior to 7/1/2023, and there are no active future run dates listed.The Next Run date is older than 1/1/2024.You can review your existing schedules on the Manage MyFavorites tab in MyReports. If you wish to keep any schedules that meet the criteria for deletion above, email your request to [email protected] and include the Schedule Name and Owner (SF ID number). The deadline to submit requests is Friday, December 20.
Note the following deadlines and instructions from University Development and Alumni Relations (UDAR) Gift Administration and Gift Accounting teams for handling year-end gifts. Gift processing and gift transfer forms and instructions are available in the Gift & Foundation Accounting section of the Controller’s Office website.Year-End Gifts Cash GiftsPromptly forward all gifts received in your department, including the mailing envelope and any donor correspondence, to Gift Administration’s lockbox account at US Bank using the Gift Transmittal Form; the Gift Transmittal Form and lockbox mailing instructions are available on the Controller's Office website. Mailing instructions are as follows:For gifts sent by U.S. Mail:UCSF FoundationPO Box 45339San Francisco, CA 94145-0339For gifts sent by Courier (e.g., Federal Express, etc.):Lockbox/Item Processing OperationsUS Bank, NA501 Canal Boulevard, Suite ERichmond, CA 94804Attn: UCSF Foundation Lockbox 45339All cash gifts mailed and with a postmark of December 31, 2024, or earlier are considered 2024 gifts. Items showing a postmark date of 2024 will be receipted as 2024 gifts, even if they are deposited into the lockbox in January 2025. As donors will expect to receive a gift receipt shortly after making their gift, please forward items promptly for processing.Credit Card GiftsThe gift date for credit card gifts is the date the gift was made online or when the gift is manually charged in house by Gift Administration. Credit card gifts should be made online at giving.ucsf.edu (opens in new window).Credit card gifts received on or before December 31 will be processed in 2024; credit card gifts made subsequent to December 31 will be processed in the new year, and the donor’s receipt will indicate a 2025 gift date.Wires and SecuritiesPlease have donors contact UDAR Gift Administration at [email protected] for instructions and assistance on how to make their gift via wire transfer or transfer of securities. Gift Administration coordinates with donors on wires and securities to ensure that these gifts can be easily identified and processed.To reduce the occurrence of transfers without specific donor information please do not instruct donors to use wire or securities instructions that may have been provided for prior gifts.If you have any questions about year-end gift processing procedures, please contact UDAR Gift Administration at [email protected] and Endowment Income Fund Transfers for SpendingTransfers of gift and endowment income funds from SFFDN to SFCMP can be made at any time by initiating an inter-business unit journal entry in PeopleSoft. Transfers for capital projects or transfers greater than one million dollars require that you complete a Transfer of Funds Request Form and submit the completed form to [email protected] for processing.If you have any questions on the gift funds transfer process, please contact [email protected].
Update: an earlier version of this announcement stated the last day to elect to receive 1095-C and W-2 statements electronically as January 1, 2025.Sign up before Jan. 3, 2025, to receive your 2024 1095-C and your 2024 W-2 statements 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.Go Paperless Today: Here’s HowIn UCPath online (opens in new window), select Employee Actions > Income and Taxes to make the following elections:Online 1095-C consent (opens in new window)Enroll to receive online W-2 (opens in new window)Direct Deposit (opens in new window)Complete the necessary security checks and follow the steps to enroll. The links above provide detailed instructions (MyAccess login required).Other Ways to Prepare for Tax SeasonVerify 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. Log into UCPath online and navigate to Employee Actions > Personal Information > Personal Information Summary (job aid (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, their spouses/domestic partners, and dependents. To review or update your information, log into UCPath online, then select Employee Actions > Health and Welfare > Dependent Coverage (job aid (opens in new window)).International workers: Verify your GLACIER account information. International employees may receive a W-2 or 1042-S (Foreign Person's U.S. Source Income Subject to Withholding). To ensure your tax information is sent correctly, verify that your personal email and home addresses in UCPath online and the GLACIER tax database match exactly. You may also opt to access an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).Have questions or need help? Log into UCPath online (opens in new window) and click Ask UCPath to submit an inquiry. You can also call the UCPath Center to speak with an associate at (855) 982‐7284 from 8 a.m. to 5 p.m. (PDT) Monday through Friday.
It’s been one year since the UCPath Center implemented the redesigned salary cost transfer (SCT) process. This initiative aimed to streamline and improve the previous direct retro (DR) process and introduced several key enhancements designed to benefit transactors across the University of California system.Upon the initial launch, a backlog of enhancement requests was identified for a future phase. In response, UCPath initiated Phase 2 of the SCT redesign in September 2024. The primary goal of this phase is to further enhance the SCT solution to be more user-friendly and to address deferred requirements, including those related to restricted, unrestricted, work-study, and MCOP components from Phase 1.Phase 2 Implementation Timeline:The project is divided into four sprints with specific deployment dates:Sprint 1: October 2024Sprint 2: February 2025Sprint 3: May 2025Sprint 4: September 2025As detailed information about specific enhancements and changes for each sprint becomes available, UCPath will share updates that may impact system transactors. We expect that some design considerations will require further review; these will be discussed and reviewed by UCSF’s UCPath Customer Advisory Board (opens in new window) to ensure alignment with current business requirements.Decommissioning of Direct Retro (DR) ToolThe original direct retro tool has remained temporarily available for transactions involving paychecks prior to October 2021 and for redistributing earnings previously transferred using the DR tool. We are awaiting UCPath’s announcement of the planned decommission timeline for the direct retro tool.If you have questions about the salary cost transfer or direct retro process, contact the Controller’s Office Solution Center.
We are excited to announce the launch of a new online training course for department equipment custodians. The new UCSF Equipment Custodian Certification course replaces the previous training and will continue to be required for all new equipment custodians.In addition, we now require that all current custodians complete this certification course annually. This month, existing custodians will be assigned the required training in the UC Learning Center. Custodians should expect an email message with further details.The completion of this training will enhance our internal controls over inventorial equipment by ensuring that all custodians are up to date with current policy and procedures.As a reminder, below are the definitions of inventorial equipment and some of the primary responsibilities of equipment custodians.Responsibilities of Equipment Custodians:Equipment custodians oversee the inventorial equipment for which they are responsible. Inventorial equipment is defined as free-standing, non-expendable equipment with a useful life of over one year and acquired at a cost of $5,000 or more (including sales tax, freight, and installation).Equipment custodians are delegated the following primary responsibilities by Department Heads:Tracking and Record-Keeping: Maintaining accurate records of all capital equipment assigned to them, which includes ensuring that each item is properly tagged and the UCSF asset records are up to date in Peoplesoft Asset Management;Bi-annual Inventory: Conducting a Bi-annual physical inventory of all equipment by verifying the presence and condition of each item, updating records as necessary;Security and Maintenance: Ensuring that equipment is stored securely and maintained in good working order;Compliance with Policies: Adhering to the university’s policies and procedures regarding the use, transfer, and disposal of equipment; custodians must stay informed of any changes to these policies.For questions, please contact [email protected]
Contracts and Grants Accounting (CGA) is implementing a new step in the process to submit fixed price billing requests for clinical trial milestone invoices.Departments submit requests to generate invoices for Fixed Price Clinical Trial awards using the CGA Request page in the Research Administration System (RAS). In order for the CGA Service Team to recognize that clinical trial fixed price invoices pertain to milestones, we are requesting that departments explicitly state the purpose of the Fixed Price Bill request. Departments should enter the following standardized language in the Additional Comments field for all fixed price clinical trial milestone invoice requests:“This invoice request is for a Clinical Trial Milestone Invoice, which does not require payment/collection follow-up.”The CGA Service Team will use a new feature in RAS to log these invoices and determine if they pertain to clinical milestone billing. CGA will implement a monitoring process for these clinical trial milestone invoices to ensure proper review.CGA can also retroactively associate previously processed prepaid lines associated with clinical trial milestones. If you have any such invoices, please submit a list to the CGA Service Team by January 31, 2025, for review and assessment.More about clinical trial milestonesA clinical trial milestone is a key achievement or activity specified in a contract, such as patient enrollment, site activation, data submission, or subject visit completion, that triggers payment or signifies progress in a clinical trial.A clinical trial milestone invoice is an internal document used to record revenue earned per contract terms in the general ledger as subject visits are completed. Unlike traditional invoices, these are not sent to sponsors, as payments are typically issued automatically by sponsors or clinical research organizations based on specified intervals or milestone completions.As a reminder, the CGA Accounts Receivable team will not take any collection actions for clinical trial milestone invoices. It is the department’s responsibility to work with the sponsor to ensure payment of these invoices.Step-by-step instructions on how to submit fixed prices invoices are available on the Controller’s Office website. Please contact [email protected] for any questions about clinical trial invoicing.
To assist departments in identifying their funds, the Controller's Office Cash Operations Team provides weekly updates on Tuesdays to the Unclaimed Payments List in UCSF Box. Due to the upcoming holidays, updates will be posted on Monday, December 23, 2024, and on Monday, December 30, 2024, one date earlier than usual.See Identifying and Handling Unclaimed Payments for instructions on accessing the Unclaimed Payments List in UCSF Box. If you have questions, email [email protected].
As part of UCSF’s unrelated business income tax (UBIT) filing, we are required to report any donations made by the University to charitable organizations. These donations may reduce UCSF’s unrelated business taxable income, provided the University received an acknowledgement letter from the recipient organization.If your department made charitable contributions during Fiscal Year 2024 (between July 1, 2023 and June 30, 2024), please email a copy of the acknowledgement letter to the General Accounting team no later than December 13, 2024. Direct all emails to [email protected] and use the subject, “FY24 Charitable Contributions." If you did not receive an acknowledgement letter but are able to request and obtain one from the recipient organization, please forward the letter upon receipt.Please note that you can submit acknowledgement letters as you receive them throughout the year. Email all acknowledgements to [email protected] with a subject that indicates the fiscal year of the contribution followed by “Charitable Contributions."If you have any questions, please contact the General Accounting team at [email protected].
UCSF Health employees who earn paid time off (PTO) and maintain a balance exceeding 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is twice an employee's annual accrual rate, and the payout will adjust eligible employees’ balances to 75 percent of their maximum. The payout will be calculated based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
The next biannual 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 4, 2024.HBS Leave RequestsThe compensatory time payout will not include approved CTO/CTU leave requests for future-dated leaves. Leave requests made through the HBS Leave Request page must be approved by 5 p.m. on October 4, 2024, to ensure that those hours are not paid out.Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling SystemsEmployees who use the Clairvia, OnOrOff, or 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 October 4 using this SmartSheet request form (opens in new window).For more information about compensatory time off, consult the UCSF Medical Center Administrative Policies Manual available on the HR website (opens in new window) (MyAccess login required).If you have questions about HBS or the preservation process, contact the Controller's Office Solution Center.
