In September, the UCPath Center reported that certain payroll adjustment transactions are backlogged due to unanticipated vacancies and volume. The affected transactions include:FICA/retirement adjustmentsOut-of-state adjustmentsOverpaymentsEarn code reclassificationsCheck reissuesWhile working to fill vacancies, UCPath is reassigning other resources to address the backlog and expects to reduce it by 50 percent within 90 days. UCPath will provide updates on the transaction backlog as they are available.If you need assistance checking on the status of a pending payroll adjustment, please contact the Controller’s Office Solution Center.
The next twice-yearly 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 11, 2023.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 October 11, 2023, to ensure that those hours are not paid out.Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling SystemsEmployees who use the 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 October 11 using this SmartSheet request form (opens in new window).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 preservation process, contact the Controller's Office Solution Center.
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2023. The maximum accrual is two times an employee's annual accrual rate, and the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 9, 2023. It will not consider future committed leave.
Effective October 1, 2023, members of the Postdoctoral Scholars Unit (PX) systemwide bargaining unit are eligible for reimbursement of up to $2,500 annually for qualifying childcare expenses. Details about this benefit, eligibility, submission requirements, and the reimbursement process are available in a new resource, Childcare Benefits for Postdoctoral Scholars (opens in new window) on the UCSF Human Resources website.Departments are responsible for tracking childcare related expenses and ensuring employees do not exceed annual reimbursement levels provided for in the contract. While all eligible employees shall receive a minimum of $2,500 annually, some external grant or fellowship funding sources provide more funding for childcare-related expenses. Department administrators should review updated guidelines for recording reimbursement expenses on the Controller’s Office website.
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 have updated the current series format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.Currently scheduled and available for registration:November 16, 2023: Financial Reporting and Award Closeout for Sponsored ProjectsDecember 14, 2023: Compliance for Sponsored ProjectsLog into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
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.
In December, 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 7/1/2022, and there are no active future run dates listed.The Next Run date is older than 1/1/2023. 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, November 17.
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2023. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 9, 2023. It will not consider future committed leave.
In December 2022, the University of California and employees represented by the United Auto Workers (UAW) reached new collective bargaining agreements (opens in new window) for represented postdoctoral scholars and academic researchers (opens in new window) and academic student employees and graduate student researchers. (opens in new window)Contracts and Grants Accounting, the Office of Sponsored Research, and UCSF Human Resources are creating a new video-based presentation to help research administrators address how to handle funding under the new bargaining agreements.This one-hour recorded presentation will be available in early December 2023 and will cover:key changes due to the bargaining agreementsaffected title codesthe funding process for postdocs and fellowsstipend vs salary compensation in UCPathbest practices for the post award management and monitoring of sponsored projectsLive Q&A sessions will be offered via Zoom in January 2024, to provide a forum for research administrators to ask follow-up questions after the presentation.We strongly encourage all research administrators with responsibility for proposal development, budgeting, UCPath payroll funding setup, and post award management to watch the recorded presentation and attend a follow-up Q&A session.Look for additional information in the December Controller’s Office Newsletter and in the RA Town Hall channel of the Research Administration team. If you have questions, contact [email protected].
UCPath’s redesigned salary cost transfer process is scheduled to go live on November 19, 2023. After extending the timeline, the UCPath Center selected the November date based on input from all UC locations. UCSF has since kicked off our user acceptance testing phase on August 3, 2023, with over 50 participants from across campus departments and central processing teams.The redesigned process aims to improve on the current process by:Reducing data entry and processing complexityProviding greater flexibility to transfer individual distribution linesAllowing users to save transactions in process to resume later, even with validation errorsImproving page performance and frequency of data processingAddressing several defects still outstanding for the current processHere are three actions all Salary Cost Transfer Initiators and Approvers should take now to begin preparing for the transition to the new process.Watch an eight-minute video (opens in new window) highlighting what will change with the salary cost transfer redesign. This video demonstrates key features of new UCPath salary cost transfer pages used to identify earnings for transfer, to process salary cost transfers, and to review existing salary cost transfer transactions. UCSF authentication is required to watch the video in Microsoft 365.Act now to review and complete all transfers required on paychecks prior to October 2021. The existing direct retro pages will remain available only for a limited time after go-live and can only be used to address changes to paychecks prior to October 2021 and to previously transferred earnings. Once decommissioned, transactors will lose access to transfer paychecks prior to October 2021 and to redistribute earnings that were previously transferred using the current tool. We will share more information about the decommissioning of the current direct retro pages as it becomes available.Plan to attend training before the November 19 go-live. All active UCPath users with a Salary Cost Transfer Initiator or Approver role should attend an instructor-led training session to learn how to complete salary cost transfers using the new pages. Zoom sessions will begin in mid-October, and registration will be required. Look for more details in the near future.We will continue to provide updates in future editions of the Controller’s Office Newsletter and UCPath Finance at a Glance as we get closer to go-live. If you have questions about the current or future salary cost transfer process, contact the Controller’s Office Solution Center.
