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:September 21, 2023: Billing for Sponsored ProjectsOctober 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.
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:September 13, 2023, 10 - 11:30 a.m.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.
This month, UCSF released the first major update to the Proposal and Award Metrics Dashboard (PAMDash) since its initial 2016 release. PAMDash provides self-service access to proposal and award data and was created in response to the growing need for departments to monitor extramural funding metrics.Contracts and Grants Accounting (CGA) and the Office of Sponsored Research (OSR) collaborated with stakeholders across UCSF’s research administration community to deliver five key enhancements that offer new insights into managing proposal and award activity:A new option to view proposal and award data by federal fiscal year adds to existing views by calendar year and UCSF fiscal year.Additional data integrations provide a more complete picture of research activity. We have refined how we source data from across UCSF’s research systems, including new CACTAS and general ledger data, to provide a more comprehensive view of proposal and resulting award activity.More accurate data validations for National Institutes of Health (NIH)’s funding mechanisms help ensure that our data more completely and precisely reflect NIH funding data in our research administration systems.New financial charts add insights about award funding modifications, budget and expense monitoring, and net position to the same dashboard you use to monitor proposal and award activity.New “Top Sponsors” and “Funding Summary” charts provide quick snapshots of your most influential sponsors and funding trends.We would like to thank all who participated in the redesign and testing for their time and input to help improve the dashboard.How To Get StartedIf you haven’t accessed PAMDash recently, we encourage you to log into the dashboard (opens in new window) to experience the new features (MyAccess login and UCSF network/VPN connection required).Are you wondering how PAMDash can help enhance research administration for your department? Join CGA for an upcoming demonstration session to see the new features, walk through common scenarios for using the dashboard, and get answers to your questions. Complete this one-time registration (opens in new window) to attend an upcoming session in September (UCSF authentication required):Wednesday, September 13, from 11 a.m. to noonWednesday, September 27, from 11 a.m. to noonLook for more sessions to be announced in October.PAMDash is managed by the Project and Data Team within CGA. If you have any questions about PAMDash, email [email protected].
The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. MyReports Advisory Group representatives are nominated by the Control Points and actively gather and prioritize input from their constituents. 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 representative to submit an Enhancement Concept Form (opens in new window) by your Control Point's established internal deadline. The recently improved submission process now uses SmartSheet and requires single sign on via MyAccess.
To better facilitate the review and reconciliation of IT and network expenses, the recently released ITS Detail Report now includes the option to add a Pay Period End Date column to the report output. To enable this feature, click the Show Pay Period End Date checkbox in the report results header.Users should clear their web browser cache to take advantage of the enhancements.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
As previously announced, on September 12, 2023, the Controller’s Office will implement further improvements to the cash application process to make identifying and claiming deposits and payments easier for departments. These changes do not apply to sponsored research payments or credit card transactions; departments should continue to follow established procedures to identify and record these transaction types.For other types of payments, the use of a streamlined single list of unclaimed payments and simplified data entry requirements for PeopleSoft journal line descriptions will take effect on September 12.Streamlined Unclaimed Payments ListCurrently, in addition to the unapplied sponsored research payments list, four daily files and an additional monthly file are posted to Box for departments to review and claim payments. These files display information received from our bank, and all but one file includes both claimed and unclaimed payments. The number of files and inclusion of both claimed and unclaimed payments makes analysis by departments time consuming and can lead to confusion as well as duplication of claims.These files will be replaced with a single file containing ONLY unclaimed payments and will be updated weekly. As a result, departments will only need to regularly review two data sources to find unclaimed or unapplied payments: one for unapplied sponsored research payments and another for unclaimed cash, check, ACH, and wire payments.The new Unclaimed Payments List will:Support filtering of data for fields including Dept ID description (department name), payer name, amount, date, and BAI code descriptionInclude new columns that distribute text information provided by our bank into more easily analyzed segmentsAllow departments to mark payments they have claimed, or will claim, to avoid duplicationTranslate deposit location numbers and lockbox numbers to Dept ID description, where availableTranslate bank account number to general ledger account numberAllow viewers to copy the bank reference number to paste into the journal line description field in PeopleSoftIn addition to the Unclaimed Payments List, new Lockbox Detail and Images files will provide additional information about lockbox deposits that were previously unavailable to most departments. The bank provides limited data at a summary level for each lockbox deposit. This summary data is included in the Unclaimed Payments List. When multiple checks are included in a single lockbox deposit, there is insufficient data to claim a payment. The new Lockbox Detail and Images files allow departments to analyze lockbox deposits down to the check level, enabling identification and claiming of specific check payments.Simplified PeopleSoft Journal Line DescriptionThe journal line description field in UCSF’s PeopleSoft financial system plays a critical role in the cash application process. This field identifies the exact payment being claimed and is used in the reconciliation process to automate matching of bank payment information to PeopleSoft journals. Currently departments must adhere to a strict format that differs depending on the form of payment when creating a cash journal. Beginning on September 12, departments will enter the ‘Bank Reference Number’ into the journal line description field for all payment types. The Bank Reference Number can be copied from the Unclaimed Payments List and pasted into PeopleSoft. This change should make preparing cash journals easier for departments as well as increase successful automated matching used to reconcile accounts and create the Unclaimed Payments List.Where You Can Get More InformationBeginning on September 12, department administrators, cash handlers, cash Journal Preparers, and Journal Approvers should review and follow details about the key revised procedures on these web pages:Identifying and Handling Unclaimed PaymentsRequesting UCSF Deposit SuppliesHow to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320)The Cash Operations Team will host two optional webinars to provide an overview of the changes, demonstrate the features of the Unclaimed Payments List, and answer related questions. Complete this one-time registration (opens in new window) to receive the Zoom link to join either session (UCSF authentication required):Wednesday, September 13, from 10:30 to 11:30 a.m.Monday, September 25, from 3 to 4 p.m.If you have further questions after you review the web pages, contact [email protected].
Payroll Funding Report users looking to validate payroll expense amounts can now drill into transaction details for the following hyperlinked subtotal and total amounts:Total CompensationBenefitsTotal Compensation & BenefitsReport TotalClicking a link will drill through to the Distribution of Payroll Expense (DPE) by Account Report to display all transactions processed in UCPath.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
The MyReports team has updated the Enhancement Concept Form (opens in new window) used to collect enhancement proposals for campus-based reports in MyReports. A new SmartSheet form replaces the PDF version and simplifies the process to prepare and submit requests to the Advisory Group. SmartSheet workflow automation streamlines the review and prioritization process once an idea has been submitted.You are required to log into Smartsheet to access the form. Entering your email address when prompted will initiate single sign-on via MyAccess.If you have an idea or suggestion to improve MyReports, please consider submitting an Enhancement Concept Form. The MyReports Advisory Group is scheduled to convene again in October 2023. For more information, please contact your MyReports Advisory Group Control Point representative.
To better facilitate the review and reconciliation of balance sheet activity using the Transaction Detail Report (TDR), the Account filter is now a conditionally required filter. To target transactions for a specific Account or range of Accounts, simply filter by Account and Business Unit.Users should clear their web browser cache to take advantage of the enhancements.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
The Controller's Office has added new Fund 4007 - Federal Gv Grant, FEMA to the Fund Tree in PeopleSoft Financials. The purpose of this new restricted fund is to record revenue and expense activity for COVID-19 related expenses eligible for reimbursement by the Federal Emergency Management Agency (FEMA). Although all PeopleSoft users will see this fund in the Fund Tree, it is intended for use by central accounting teams only and should not be used by departments.If you have questions about using UCSF's chart of accounts, contact General Accounting & Reporting.
