Update: A previous version of this announcement incorrectly stated that “Function Code 76 – Auxiliary Enterprise should only be used with Auxiliary Fund 5300.” It has been revised to reflect that Function Code 76 should only be used with Fund 5030.As previously announced, UC's Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. UCOP designed the CCOA to create consistency at the systemwide level while allowing UC locations to maintain local charts of accounts within the established framework.The Controller’s Office Accounting & Reporting team is leading the initiative to comply with the new CCOA standards by July 1, 2023. Although the structure of our UCSF chart of accounts is not changing, we need to change some of our accounting procedures in order to correctly report financial activity to UCOP in a way that conforms to the new CCOA. The Accounting & Reporting team has discussed these accounting changes with impacted UCSF departments.Financial administrators responsible for preparing and approving journals, establishing SpeedTypes, and determining how to record expenses in the General Ledger should review the following changes and update local accounting procedures accordingly. All changes will be in effect on July 1, 2023. What's Changing?1. Journal Combo Edit Validation RulesThe following new journal entry combo edit rules will be in effect on July 1, 2023.The following subcontract services accounts should be used with sponsored funds only.51311 - Subaward exp <= $25k 3rd party51312 - Subaward exp >$25,000 3rd party51313 - Subaward to other UC campusAccount 51314 - Subaward exp 3rd party NonSpon will be created to record subaward expenses for non-sponsored funds.Function Code 76 - Auxiliary Enterprise should only be used with Auxiliary Fund 5030.Function Code 78 - Financial Aid cannot be used with salary expense accounts.Medical Center salary expense accounts 50910 through 50925 can only be used with UCSF Health Business Units.As a reminder, PeopleSoft Financials will prevent the use of chartfield combinations that do not pass these validations. Be sure to also update any journal templates and SpeedTypes, including those used for BearBuy purchases and recharge journals.Use the PeopleSoft SpeedType Search and Chartfield Validator available from MyAccess (opens in new window) to confirm valid chartfield combinations following the new rules.2. Intercampus Recharges and UCOP AllocationsThe Controller's Office General Accounting team will use the following new account codes for intercampus recharges and UCOP allocations.Intercampus Recharge: Expense AccountsAccountDescription77301UCB-Recharge Expense77303UCD-Recharge Expense77304UCLA-Recharge Expense77305UCR-Recharge Expense77306UCSD-Recharge Expense77307UCSC-Recharge Expense77308UCSB-Recharge Expense77309UCI-Recharge Expense77310UCM-Recharge Expense77311UCOP-Recharge ExpenseIntercampus Recharge: Revenue AccountsAccountDescription77201UCB-Recharge Revenue77203UCD-Recharge Revenue77204UCLA-Recharge Revenue77205UCR-Recharge Revenue77206UCSD-Recharge Revenue77207UCSC-Recharge Revenue77208UCSB-Recharge Revenue77209UCI-Recharge Revenue77210UCM-Recharge Revenue77211UCOP-Recharge RevenueUCOP AllocationsAccountDescription55604Trf-Legal Support exp from OP55605Trf-Legal external exp from OP52504Trf-Utilities exp from OP55057Trf-Computer svc exp from OP52309Trf-Other operating exp from OP57351Trf-Vehicle Insurance exp fr OP54252Trf-malpractice Insurance exp fr OP49119Trf-Other revenue from OPThese transactions are used to eliminate recharge activities on the UC systemwide consolidated financial statements and must conform to the new CCOA reporting requirements.3. Funds on Balance Sheet AccountsUCSF does not require journal preparers to populate Fund, Dept ID, Project, and Function for journal lines posting to balance sheet accounts (asset and liability account types). However, when reporting financial activity to UCOP, the new CCOA requires that all transactions include Fund codes.To meet CCOA requirements, UCSF will post an automated fund allocation journal (using Journal Source Code 579) at month end to populate transactions with Fund 5018 if no Fund has been used. Journal Preparers will not need to change their procedures for recording these transactions. How to Prepare for the July 1 ImplementationAll users of PeopleSoft Financials, including the Research Administration System and Capital Asset Management, should expect a system outage on Saturday, July 1, 2023. An IT Service Desk Notification will be distributed to PeopleSoft users with further details.In order to prepare for these system changes, please note the following dates:Chartfield requests affecting the June and fiscal year-end close must be submitted by June 23, 2023.Departments can resume submitting chartfield requests for Fiscal Year 2023-24 after July 1, 2023.The Combo Edit Rules reference guide on the Controller’s Office website will be updated to reflect these changes prior to the July 1 CCOA implementation.If you have questions or need assistance recording financial transactions, contact the Controller’s Office Accounting and Reporting team.
As part of the UC Gender Recognition and Lived Name Policy (opens in new window), UCPath is being upgraded to display an employee’s lived name throughout the system.Beginning on June 20, 2023, an employee's lived name recorded in UCPath will display in “Name” fields throughout the system and will be visible to the employee, managers, UCSF transactors, and UCPath Center staff. Legal names will only be visible to authorized users and on pages where the use of a legal name is required.Learn more about how UCSF has begun to implement the Gender Recognition and Lived Name Policy (opens in new window) to ensure that all individuals are recognized with their accurate gender identity and lived name.Review details below on how to prepare for the UCPath lived name implementation coming June 20. Implementation TimingImplementing lived name in UCPath is one component of a larger upgrade to UCPath’s underlying Oracle PeopleSoft Human Capital Management (HCM) platform, scheduled to go live on June 20, 2023. This upgrade will require a cutover period during which all employees, managers, and transactors across all UC locations will not have access to UCPath.Outage begins: 3 p.m. on Friday, June 16, 2023Outage ends: 9 p.m. on Monday, June 19, 2023The IT Service Desk will send out notifications to the UCSF community ahead of this system downtime. How to Prepare: All EmployeesEmployees can log into UCPath online to verify whether they have recorded a lived name, currently referred to as "Preferred Name" in UCPath online. Beginning June 20, labels in UCPath for these name fields will change from “Preferred Name” to “Name”. For employees who do not have a lived/preferred name, "Name" fields will be populated with their legal name. The "Name" in UCPath will then populate the lived name field in UCSF's Identity Management System, Bravura (formerly Hitachi).Employees who already use a lived name in Bravura, but not in UCPath, will need to update their lived name in UCPath by Thursday, June 15, to ensure their identity is not impacted by the UCPath upgrade. UCSF Human Resources sent instructions to affected employees on how to update their lived name in UCPath (opens in new window) prior to the UCPath outage.All employees who wish to add a lived name (opens in new window) can do so in UCPath online.Visit the Office of Diversity and Outreach website (opens in new window) to learn more about the actions you can take now to manage your name and data. How to Prepare: UCPath TransactorsBeginning June 20, all UCSF users with a transactor role will see changes to how names are displayed in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles.Department Funding Entry and Salary Cost Transfer Initiators and Approvers will no longer see legal names when searching for, reviewing, initiating, or approving transactions for employees who have recorded a lived name in UCPath.For central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles, legal names can only be accessed based on specifically developed criteria to ensure privacy. Additional details are being shared by each central team’s project representative.The best way to search for employees in UCPath beginning June 20 is to use the UCPath Employee ID, also known as EMPLID. Transactors should use the name that is provided in the "Name" fields in UCPath to identify employees. An employee's name could be a lived name or legal name.Transactors should review the Gender Recognition and Lived Name policy and additional resources (opens in new window) available on the Office of Diversity and Outreach website. For More InformationLearn more about the policy, gender identity, lived names and pronouns, on the Office of Diversity and Outreach website (opens in new window), where you will find links to resources, tools, and online training.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.Currently scheduled and available for registration:August 24, 2023: Award Acceptance and Setup for Sponsored ProjectsSeptember 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.
As of July 1, 2023, the administration of all sponsored projects from Benioff Children’s Hospital Oakland has transferred to UCSF. Every sponsored project is required to have a UCSF faculty member designated as the Principal Investigator (PI) and a Dept ID within the SFCMP Business Unit designated as the owner.Proposal and award management roles and responsibilities follow UCSF’s regular project lifecycle:The Office of Sponsored Research manages all proposal preparation, negotiation, and award execution.The PI and department are responsible for overall award management.Controller’s Office Contracts and Grants Accounting oversees central post-award financial administration.Training resources on conducting research at Benioff Children's Oakland are available on the Benioff Children's Oakland Dean's Office website. The Dean’s Office will host a webinar series for Oakland-based research on the following dates:Pre-Award ManagementJuly 25, 2023, 12 - 1 p.m.August 22, 2023, 12 - 1 p.m.Post-Award ManagementJuly 26, 2023, 12 - 1 p.m.August 23, 2023, 12 - 1 p.m.Pre- and Post-Award ManagementAugust 29, 2023, 11 a.m. - 1 p.m.Email Tracy Cummings to register.
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.
Here's what UCSF merchants need to know to begin using Total Compliance Tracking to manage their PCI DSS compliance tracking.
On July 1, 2023, UCSF implemented changes to PeopleSoft Financials to comply with the UC Office of the President’s new Common Chart of Accounts (CCOA). Although the structure of our UCSF chart of accounts has not changed, the Accounting & Reporting team has modified accounting rules in order to correctly report financial activity to UCOP in a way that conforms to the new CCOA.The Combo Edit Rules reference guide on the Controller’s Office website now reflects these changes. Financial administrators responsible for preparing and approving journals, establishing SpeedTypes, and determining how to record expenses in the General Ledger should review the changes shared in June and update local accounting procedures accordingly. All changes are in effect as of July 1, 2023.Departments may resume submitting chartfield requests for Fiscal Year 2023-24. If you have questions or need assistance recording financial transactions, contact the Controller’s Office Accounting and Reporting team.
Throughout the month of July, and until final close in August, more than one accounting period will be open in PeopleSoft Financials. When two accounting periods are open at one time, Report Date Filters in MyReports default to either the last closed month or the open month, depending on the report purpose and design.MyReports users will see the following default Report Date Filter values during the fiscal year-end closing process:Defaults to May 2023Actual vs. Plan Comparison ReportCurrent Year vs. Prior Year Actuals Comparison ReportDefaults to FY 2023Faculty Portfolio Monthly ReportFaculty Portfolio Payroll Detail by Month ReportOperational Monthly ReportOrganization ReportPayroll Funding ReportProject Comparison ReportDefaults to Jun 2023All other reportsAvailability of filter values and data for Fiscal Year 2023-24 also varies with the accounting periods:Available after July opensFilter value: Jul 2023 (except for Faculty Portfolio reports)Available after June closesFilter value: Jul 2023 for Faculty Portfolio reportsFilter value: Fiscal Year 2023-24FY 2023-24 Beginning Net PositionFor a snapshot of balances for the June Prelim and Interim close periods, run reports the day after the PeopleSoft and MyReports nightly batch processes are complete for each respective close. Use the Ledger Post Date field in the Transaction Detail Report to determine when a specific transaction occurred.You can use the scheduling feature in MyReports to automate production and delivery of your reports for the June Prelim, Interim, and Final Close. To use this feature, schedule your desired reports to run at campus month-end close. See the Managing and Scheduling MyFavorites in MyReports job aid for detailed instructions.Contact the Controller's Office Solution Center if you have any additional questions.
Join UCSF Audit and Advisory Services (opens in new window), in partnership with a cybersecurity and fraud expert from the FBI, for the annual fraud awareness webinar. This webinar is aimed at creating awareness of current fraud trends and schemes, their impact on the healthcare and higher education institutions, and how these schemes may be prevented or detected.The webinar will be held on June 15, 2023, from 11 a.m. to noon via Zoom. Register to receive the Zoom link for the training.
On April 30, 2023, the University of California began using The Work Number, a third-party employment verification vendor, to verify employment and income for student employees. Student employees no longer need to contact the UCPath Center for employment verification.The UCPath Center notified student employees by email and provided instructions for opting out and managing data stored in The Work Number. Student employees may opt out (opens in new window) using UCPath online.For student employees opting out by 5 p.m. on April 30, no information will be submitted to The Work Number.Student employees opting out after 5 p.m. on April 30 will be removed from the daily file sent to The Work Number within one business day. Information sent to The Work Number prior to opting out will remain in The Work Number database.More information (opens in new window) for all employees about using The Work Number is available on UCnet. Questions from student employees can be directed to the UCPath Center:Call (855) 982-7284Use the chat feature or request a callback in UCPath onlineSubmit an inquiry using Ask UCPathHelp is available Monday through Friday from 8 a.m. to 5 p.m., except on UC holidays.
