The Award Verification Tool mobile app makes it easy and convenient to complete essential tasks even when you’re away from your computer. It offers the flexibility to review projects and verify awards on the go, helping to ensure timely verification and resolution of any verification findings.This powerful tool launched in December 2021 for Apple iOS and in February 2022 for Android devices. We have recently added a number of enhancements to improve your experience using the app, including an added feature for Apple iOS users to enable Face ID authentication. You can keep track of all enhancements and bug fixes by reviewing the Award Verification Tool Enhancement Summary.As a reminder, you must enroll your device in UCSF’s Intune Company Portal in order to access the mobile app. Step-by-step instructions tailored to your device will help get you up and running quickly. If you’re just getting started, watch these brief videos demonstrating how to complete essential tasks using the mobile app:How PIs verify a sponsored awardHow PIs review a projectHow Program Managers review a sponsored projectYou can find additional information on using the Award Verification Tool, including key differences between the web and mobile versions of the Tool, on the Controller's Office website.If you have questions, email [email protected] for further assistance.
Are you a new employee responsible for submitting non-payroll stipend requests? Do you need a refresher on the stipend request process? The Controller's Office Student Accounting team offers regular training on the stipend payment request process.The following sessions are available for registration:October 12, 2023, 10 - 11:30 a.m.November 8, 2023, 1 - 2:30 p.m.Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) to register.Meeting details will be emailed to registered students prior to the class. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
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:October 19, 2023: Cash Management and Collections for Sponsored ProjectsNovember 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 MyReports Advisory Group is scheduled to meet in October to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point representatives to submit an Enhancement Concept Form (opens in new window) by your Control Point's established internal deadline.
We are following up on the September 12, 2023, implementation of improvements to the Cash Application process with additional guidance on the timing of department cash journal posting.Departments should review updates to the Unclaimed Payments List every week and prepare and post cash journals within five business days of the file being made available. During month-end close, due to timing issues, departments may not have sufficient time to review the Unclaimed Payments List and prepare and post the cash journal. In this circumstance, it is acceptable for departments to post the journal in the following ledger month.If departments wish to record cash deposits prior to the information being made available in Box, the correct process is to record a PeopleSoft reversing journal to accrue the revenue. Contact [email protected] for information on how to prepare the revenue journal.If departments wish to record revenue at the time it is earned, the correct accounting method is to record an invoice in PeopleSoft through the Department Accounts Receivable process.This additional guidance does not apply to sponsored research payments or credit card transactions; departments should continue to follow established procedures to identify and record these transaction types. If you have questions about cash journal preparation, contact the Controller’s Office Cash Operations Team at [email protected].
After a recent enhancement to the General Ledger (GL) Verification Tool, users verifying by Award, Project ID, or Project Manager/PI can now verify all salary and FTE distributions selected for review directly from the Review and Verify Payroll tab.Previously, the “Submit” button was not available from this tab when verifying payroll for Awards or Projects with funding distributions across multiple Dept IDs. In order to achieve 100% completion, verifiers were required to complete payroll verification by department for each Dept ID charged to the Award or Project.Resources for using the GL Verification Tool are available on the Controller’s Office website. If you have questions, contact [email protected] .
Last month, Contracts and Grants Accounting (CGA) announced how the new Deposit/Payment Inquiry Report can help research administrators identify and reconcile sponsored research payment activity. CGA is excited to share how the following new report enhancements further streamline the collections and payment process.Unapplied Cash Deposits IntegrationDeposits logged weekly in the Unapplied Cash Deposits list are now integrated into the Deposit/Payment Inquiry Report in the Research Administration System (RAS). Authorized users can review and download unapplied cash data directly from RAS. The report reflects the real-time application of cash to invoice payments in RAS, reducing the likelihood of duplicate claim requests.To identify unapplied cash deposits in the report, set the report Payment Status filter to “Unapplied Payments”. Learn more about identifying unapplied sponsored research payments on the Controller’s Office website. With the integration of unapplied deposits into the Deposit/Payments Inquiry Report, the Unapplied Cash Deposits list will not be maintained after September 2023.New Applied Payment DetailsFor payments that have been applied to sponsored research invoices, the report now includes more payment details:1. Clicking Applied Details in any completed row will display invoice details in a pop-up window, including all awards, invoices, and amounts credited for the payment. 2. A new LOC Sponsor column indicates if the payment was made by draw down for a Letter of Credit (LOC) award. Due to the complexities of LOC payments, the Applied Details link is not available for LOC payments; contact CGA if additional payment details are required.Getting Started with the Deposit/Payment Inquiry ReportWe advise that all Research Services Analysts use this report to review sponsored research payment information before contacting the CGA Payment Desk for assistance.In August, CGA will host weekly demonstration sessions to review the features of the new report and answer related questions. Complete this one-time registration (opens in new window) to receive the Zoom link to join any session (UCSF authentication required):Wednesday, August 9, 11 a.m. to noonWednesday, August 16, 11 a.m. to noonWednesday, August 23, 11 a.m. to noonFor step-by-step instructions to access the new report, see the How to Run RAS Inquiries training guide. If you have questions about any of our collection and payment processes, email [email protected].
Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) will be enhanced this month with a drill through to a new ITS Recharge Detail Report. The new report provides ITFS, Network, and Student Affiliate recharge expenses sourced from the ITS Recharge System (opens in new window).Recharge expense details by employee and chartstring can be accessed by drilling from monthly ITS recharge journal lines in the On Screen HTML output of the TDR. The report can help departments validate that recharge expenses align with payroll expenses, including expense transactions resulting from salary cost transfers.Recharge details will be available in MyReports beginning with July 2023 expenses, which are scheduled to post to PeopleSoft Financials on August 4.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
In September, the Controller’s Office will implement further improvements to the cash application process to make identifying and claiming deposits and payments easier for departments. While departments will continue to follow established procedures for identifying and recording sponsored research payments and credit card transactions, here’s a look at what’s changing for claiming all other types of payments and transactions.A streamlined, single list of only unclaimed deposits and payments updated weekly will replace the current Box repository that contains both claimed and unclaimed cash, ACH, and wire payment files and folders. In addition to new columns to improve filtering and sorting capabilities, it will include a translation of lockbox and deposit location number to department name and a translation of bank account number to general ledger account number. Departments will also have the ability to mark payments they have claimed, or will claim, to avoid duplicate claims.Simplified PeopleSoft journal line descriptions will make preparing cash journals easier. Journal preparers can copy and paste data directly from the unclaimed payments file. This change will also allow for increased automated matching during the cash application process.In preparation for these changes, the Controller’s Office implemented a new bank account and lockbox dedicated to department accounts receivable (Dept A/R). Information about the Dept A/R bank account and lockbox is available now.Department administrators, including cash handlers and journal preparers, should look to next month’s edition of the Controller’s Office Newsletter for more details about these improvements.
The next Research Administration (RA) Town Hall will take place on Thursday, September 28, 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.
