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 2022-23 (between July 1, 2022 and June 30, 2023), please email a copy of the acknowledgement letter to the General Accounting team no later than November 24, 2023. Direct all emails to [email protected] and use the subject, “FY23 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].
On November 13, the UCPath Center successfully completed the implementation of the redesigned Salary Cost Transfer process.Accessing Salary Cost Transfer PagesMoving forward, Salary Cost Transfer Initiators and Approvers can access the new salary cost transfer pages from the Direct Retro folder within General Ledger Administration. You may want to create new favorites for these pages for quick access if you haven’t already.All transfers required on paychecks prior to October 2021 should be reviewed and completed as soon as possible. The existing direct retro pages will remain available in UCPath only for a limited time after go-live. Once 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.Known Issues at Go-LiveTwo issues discovered during testing were not resolved in time for go-live:Off-cycle checks not being grouped by earnings period (opens in new window)Cap rate increases where the monthly rate falls below the new cap rate (opens in new window)The following additional issues were reported after go-live and are currently under review by the UCPath Center:Salary cost transfers onto federal or federal flow-through funds within 120 days of transaction posting date flagged as “high risk” (opens in new window)Salary cost transfer of FEN earnings to capped project returns error (opens in new window)You can review details for all open issues on the UCPath at UCSF website (opens in new window). Contact the Controller’s Office Solution Center to report a potential issue.Canceled Funding Entry and Salary Cost Transfer TransactionsAny funding entry or direct retro transaction canceled by the UCPath Center during cutover to go-live must be re-entered by department transactors. The UCPath Center notified initiators of cancelled transaction details in November.For More InformationUCSF’s Information for Salary Cost Transfer Initiators and Approvers page (opens in new window) contains links to our location-specific resources, including our curriculum of required training. Instructor-led Zoom training sessions on the redesigned salary cost transfer entry and approval process (opens in new window) are available only for a limited time. Register today to attend one of the remaining sessions. If you have questions or encounter any issues after the upgrade, contact the Controller’s Office Solution Center.
A few seats remain for the final module of the current Post Award Management (PAM) training series. Log into the Post Award Management (PAM) training series (opens in new window) to register for the December 14, 2023, session on Compliance for Sponsored Projects.Presented twice per year in five modules, PAM training is designed to introduce new research administrators to post award processes. It is also recommended for anyone seeking a knowledge refresher.The first series of 2024 is also available for registration:Jan 25, 2024: Award Setup for Sponsored ProjectsFeb 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.
This is a reminder that the next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 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 agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.To join the Research Administration forum on Microsoft Teams.Sign into Microsoft Teams and navigate to the Teams page.Click Join or create team.Type “Research Administration” in the Search teams search box.From the Search results, hover over the Research Administration team and click Join team.Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
The deadlines to sign up for electronic tax forms are before Jan. 1, 2024, to receive your 2023 1095-C electronically and before Jan. 12, 2024, to receive your 2023 W-2 statement 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 (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 (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.
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, 2023, or earlier are considered 2023 gifts. Items showing a postmark date of 2023 will be receipted as 2023 gifts, even if they are deposited into the lockbox in January 2024. 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 2023; credit card gifts made subsequent to December 31 will be processed in the new year, and the donor’s receipt will indicate a 2024 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].
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.For the biweekly pay period ending December 23, 2023, timesheets must be entered and approved by Saturday, December 23, at 11:59 p.m.Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
On September 28, 2023, Funding Entry Initiators and Approvers were notified via email about the recent completion of October 2023 faculty range adjustments in UCPath. These adjustments resulted in compensation changes for employees, effective 10/1/2023. In some cases, an employee’s total compensation changed. In other cases, the total compensation remained the same but there was a change to individual pay component amounts (e.g., HSR, HSP, HSN).When an employee receives a compensation change, Funding Entry Initiators are responsible to align the employee’s funding distributions to match the employee’s updated compensation. As a result of the 10/1/2023 range adjustments, new funding with an effective date of 10/1/2023 may be required.The email to Funding Entry transactors included a link to a report of all faculty who received a 10/1/2023 range adjustment. Transactors should review 10/1/2023 compensation changes and enter new funding distributions effective 10/1/2023 as necessary to align with the employee’s updated compensation.To avoid the need for salary cost transfers, please make funding updates by the 10/25/2023 funding entry deadline for the 10/31/23 monthly payroll cycle. Funding entry users who did not receive the September email notification or who need further assistance can contact the Controller’s Office Solution Center.
The next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 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 agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.To join the Research Administration forum on Microsoft Teams.Sign into Microsoft Teams and navigate to the Teams page.Click Join or create team.Type “Research Administration” in the Search teams search box.From the Search results, hover over the Research Administration team and click Join team.Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
The UCPath Center kicked off a new project in August that aims to improve general ledger (GL) assessment data accuracy and reduce data duplication through UCPath process, page, and configuration enhancements.The Rewrite GL Assessment project will enable UCPath to scale back on current customizations and leverage existing PeopleSoft functionality. UC campus locations will benefit by receiving additional detail in the labor ledger to enhance financial reporting and reconciliation.According to the current project timeline, UCPath is planning for a July 2024 go-live. The UCPath project team is currently analyzing how changes to the assessments will impact locations and their labor ledger. Additional details will be shared as we learn more about the project.
