On Friday, May 12, 2023, the location of the drop safe on the Parnassus Campus will move to Millberry Union East (MUE), Room 232A.Depositors may use the current drop safe location at the Millberry Union: G Level, Room G3 until Thursday, May 11. The drop safe is scheduled to be available for deposit at the new location beginning at noon on May 12.Access to the new drop safe location will require both card reader badge access to Millberry Union East and door code access to Room 232A. Instructions for requesting access to the new drop safe location will be emailed to cash handlers as soon as they are available.The Controller’s Office maintains a list of alternative drop safe locations across UCSF. If you have questions regarding the drop safe at the Millberry Union, contact [email protected].
Update: this announcement was updated to reflect the UCPath Center's decision to extend the final salary cost transfer processing deadline from July 3 to July 7.Department salary cost transfers users should start preparing now for fiscal year-end close. All salary cost transfers (Direct Retros) must be approved in UCPath by 5 p.m. on Friday, July 7, 2023, in order to be recorded in fiscal year 2022-23. The final salary cost transfer batch of the fiscal year will be executed by the UCPath Center after 5 p.m. on July 7. The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end.Review the following reminders to help minimize delays in processing salary cost transfers in UCPath in preparation for year-end close.Confirming Valid ChartstringsWhen submitting a Direct Retro, UCPath will perform a chartstring validation on the “new data” chartstrings. Although “old data” chartstrings are not validated during the submission process, it is equally important that these chartstring are valid at the time of processing. If a Direct Retro is reversing expenses on an “old data” chartstring, that chartstring must also be valid at the time of posting to the General Ledger. If it is not valid, the reversing salary and benefits will post to the payroll suspense account.When performing a salary cost transfer check that sponsored projects are active by using the chartfield validator (opens in new window) in PeopleSoft (MyAccess login required).Contact your CGA Service Team to verify that sponsored projects will remain open during the entire salary cost transfer transaction processing period (submission, approval, batch processing, and posting to the General Ledger).Using the Distribution of Payroll Expense (DPE) Report to Prepare Direct RetrosThe Distribution of Payroll Expense (DPE) report is an important tool for reviewing payroll expenses in preparation for submitting a salary cost transfer. As a best practice, use DPE data to identify specific payroll expense transactions requiring salary cost transfer adjustments.The UCPath Direct Retro online page does not always reflect all of the detailed debit and credit lines by earnings period or earnings date. You may only see a ‘net’ amount by earnings code and chartstring within UCPath Direct Retro pages. In addition, for each paycheck the UCPath Direct Retro page could display a combination of data across earnings periods, including:regular salary expenses for the current earnings periodleave expenses (e.g., vacation, sick, holiday) and the corresponding offsetting lines for the prior earnings period which are reported in arrears for monthly employeesMyReports provides the option to run the DPE report by Accounting Period or Earning Period.Reports run by Accounting Period will show all payroll transactions that were posted in the selected data range. This is the default setting.Reports run by Earning Period will show all payroll transactions that were earned in the selected date range.When reconciling effort percent by month, run the DPE report by Earning Period to view all transactions associated with an earnings end date, including leave transactions for the earnings period that may have posted in arrears in the next accounting period. Any adjustments required for a specific month should be based on the complete information by earnings end date provided in the DPE report.Understanding Changes to Paid Leave Redistribution Details Beginning May 2023Starting this month, financial administrators will see a change in the level of detail for the redistribution of paid leave transactions (e.g., vacation and sick leave) in UCPath and MyReports for monthly exempt employees. For each combination of chartstring, earnings code, and earnings period:The new process will summarize total hours for leave earnings codes by month end date (currently distribution lines are not aggregated, and a new distribution line is created for each day that a leave is taken).Distribution lines for vacation/leave offsets to Regular pay (REG and REG-like earnings codes) will also be summarized by month end date.Salary Cost Transfer Initiators and Approvers will see these changes in Direct Retro pages for paychecks beginning with the May 31, 2023, pay end date. This change will significantly reduce the number of transactions rows when working with Old Data and New Data sections.Please contact the Controller’s Office Solution Center if you need further assistance.
Monday, May 29, 2023, is the last day for managers to approve timesheets for the biweekly pay period ending May 27. As this deadline falls on a UCSF holiday, encourage employees to submit timesheets with enough time for managers to review and submit approvals before the period closes to editing.Employees and managers who want to avoid submitting and approving timesheets on the holiday should be sure that timesheets are approved by May 26.
The fiscal year-end funding rollover program is scheduled to run at the end of June 2023. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.About the Fiscal Year-End Funding Rollover ProcessFunding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath Center run the fiscal year-end funding rollover process to create funding distributions for unexpired fund sources for the next fiscal year. This eliminates the need to re-enter funding for payroll distributions that continue beyond the current fiscal year.The rollover process determines how position funding is established for the next fiscal year.If the position’s Funding End Date is blank, the rollover process will create a new funding distribution row for the new fiscal year.If the position’s Funding End Date has expired, the rollover process will replace the expired funding chartstring with the department default chartstring.Position funding chartstrings containing inactive projects will be replaced with the department default chartstring.Fiscal Year 2022-23 Dates, Deadlines, and ActionsDate/DeadlineDepartment ActionUCPath ActionJune 22No department action required.Academic renewals for HCOMP faculty July 1 extensions will be updated in UCPath through a mass academic renewal process. Includes only renewals approved through APRP.By June 22Review current fiscal year funding distribution lines and make any updates required for funding changes to roll forward into the next fiscal year. As a best practice, the Funding End Date should be left blank for all distribution rows. By June 22Funding Entry Approvers review and approve/deny all funding entry updates required for funding changes to roll forward into the next fiscal year. From 8 a.m. on June 23 to 12 p.m. on June 29Funding entry freeze: updates prohibited during Fiscal Year End Funding Rollover processing.UCPath Center will execute the Fiscal Year End Funding Rollover process for position funding created using the Salary Cap / Multiple Component of Pay (MCOP) Funding Worksheet as well as non-MCOP funding created using the main Funding Entry page.Beginning June 30Funding Entry Initiators can enter new funding for faculty with no compensation change who need to have their funding sources reallocated. Beginning June 30Departments review position funding in MyReports for distributions appearing on the department default chartstring (i.e., Project = 2222222). Funding entry updates should be initiated and approved before the next funding entry deadline. By July 7No department action requiredAcademic renewals for July 1 compensation will be updated in UCPath through a mass academic renewal process. This date is tentative and depends on UCPath Center deadlines.Beginning July 10For faculty who receive a July 1 compensation change, have distributions set up on capped funding sources and have a compensation rate that is over the salary cap, Funding Entry Initiators must enter new funding using the Salary Cap/MCOP Funding Worksheet to align distributions with new component pay amounts. Beginning July 10The Payroll Office will publish and distribute funding rollover error reports for review by department transactors. Reports provide error details for position level funding that did not roll over.Funding entry for these positions should be entered and approved before the next payroll deadline. Help ResourcesThe Funding Rollover at Fiscal Year End quick reference guide has been updated to reflect the dates and deadlines above. It includes answers to common questions about the rollover process.Join a webinar on Wednesday, June 7, from 2:30 - 3:30, to review the rollover process and get answers to your questions. A recording of this session will be posted on the UCPath at UCSF website (opens in new window) for those unable to attend.Bring your questions to an upcoming office hours session (opens in new window) for Funding Entry and Salary Cost Transfer Initiators and Approvers. Office hours to support Funding Entry and Salary Cost Transfer Initiators and Approvers will continue during the month of June on Wednesdays, from 2:30 – 3:30 p.m.If you have additional questions, contact the Controller’s Office Solution Center.
The next Research Administration (RA) Town Hall will take place on Thursday, June 22, 2023, from 9:30 - 11:30 a.m. 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.Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
University of California (UC) policy BFB-BUS-29: Management and Control of University Equipment (opens in new window) requires the department and its Equipment Custodians to conduct a complete physical inventory of all property assigned to a faculty member or Principal Investigator (PI) who is separating from the University. All discrepancies must be reported to Capital Accounting for further review.In no case may the departing faculty member or PI remove University property without first obtaining the appropriate written approvals as outlined in UC policy BFB-BUS-38: Disposition of Excess Property and Transfer of University-Owned Property (opens in new window). Regardless of fund source used, proper disposal procedures must be followed. All disposals and transfers are coordinated through UCSF Logistics.Faculty or PIs wishing to transfer equipment to another non-profit institution must make a written request and obtain a multi-tiered pre-approval (Department Chair, Dean, and the Chief Procurement Officer). Except where prohibited under the terms of an award (open or closed), or in cases where an open award is relinquished to the recipient institution, the University reserves the right to disallow no-cost transfer requests and sell all property to the recipient institution at fair value.If you have questions or need assistance with the disposition of capital equipment, please contact Capital Accounting.
Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to incorporate BearBuy Purchase Orders (POs) associated with shipments fulfilled through UCSF’s Inbound Freight Program (opens in new window). Report users can now see the PO Number on the transaction line and can drill to the originating PO directly by clicking the Voucher ID link. This change eliminates the need to run the Accounts Payable/Purchase Order Inquiry Report separately.The following example highlights the addition of the PO Number for these transaction rows.Prior to enhancement:Transaction TypeSource CodeAccountAccount DescriptionTransaction DescriptionJournal DateActualPO NumberVoucher IDVoucher42652104PharmaceuticalsVANTAGE POINT LOGISTICS INC5/3/2325.50 03727829After enhancement:Transaction TypeSource CodeAccountAccount DescriptionTransaction DescriptionJournal DateActualPO NumberVoucher IDVoucher42652104PharmaceuticalsVANTAGE POINT LOGISTICS INC5/3/2325.50B00251861003727829Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
Effective July 1, 2023, the Facilities and Administrative (F&A) indirect cost recovery rate for State of California funded agreements will increase to 35% for on-campus awards. The indirect cost recovery rate for projects performed off-campus will remain at a maximum of 25% of Modified Total Direct Costs (MTDC).Rates as of February 2023 are as follows.PeriodOn-CampusOff-CampusJuly 1, 2022 through June 30, 202330%25%July 1, 2023 through June 30, 202435%25%These rates do not apply to funds originating from a federal award subject to the Uniform Guidance (opens in new window). In accordance with 2 CFR § 200.414 (opens in new window) and 2 CFR § 200.331 (opens in new window), when UC performs as a subrecipient to a state pass-through entity under a federal award, the campus will recover its federally-negotiated F&A rate.Additional information about UC rates for indirect cost recovery for on-campus projects funded by State of California agencies is available on the UC Office of the President's website (opens in new window). If you have questions about your state-funded agreements, contact the CGA Service Desk.
As previously announced, the Student Accounting function has moved from Contracts and Grants Accounting (CGA) to join the newly-formed Accounts Receivable and Banking Services team. Contracts & Grants Accounting Service Team 1 (opens in new window) continues to support post-award research administration functions, such as termination notices and award management, for all fellowships and training grants:Student fellowships (designated by the agreement type FEL)Training grants (designated by Federal awards with the funding mechanism of D43, D71, T01, T02, T08, T09, T15, T20, T32, T34, T35, T37, T40, T42, T71, T89, T90, TL1, TI4, TU2, RL5, RL9, R90, U2R)For all inquiries related to your award, contact the CGA Service Desk at 415-476-1462 or [email protected]. To identify your CGA contact for your specific award, use the Find Your CGA Service Team search feature on the Controller’s Office website.
Credit Card Merchant Services is excited to announce the planned implementation of Total Compliance Tracking (TCT) compliance software to support UCSF’s PCI compliance management process. The tool provides automated PCI testing, including automated task management and email reminders. It will also help manage the retention of testing documentation for each merchant, including task activities, guidance, and supporting materials.With the release of PCI Data Security Standard (DSS) version 4.0 on March 31, 2022, UCSF will adopt new PCI compliance standards beginning this year. The TCT software will include updated guidance to ensure adherence to the new regulatory changes.Implementation activities are underway with a planned rollout in May. Credit Card Merchant Services will be reaching out to merchants with more information and will provide training prior to receiving automated TCT messaging and reminders. Look for more information in future editions of the Controller’s Office Newsletter.
