Improvements to the department accounts receivable (Dept A/R) process became effective on March 1. The improvements announced in last month’s Newsletter were based on stakeholder survey responses and interviews with the goal of making the process easier and more efficient for departments without requiring modifications to the UCSF financial system.Departments that used the previous sundry debtor process have transitioned to the new Dept A/R process and must use the updated invoice form, remittance information, and monitor invoices using the MyReports Department Accounts Receivable report. We are happy to report that many users were able to make this transition easily using the information available on the Controller’s Office website without additional direction from the Controller’s Office staff. Thank you for reading and following the Dept A/R process steps.We held our first group office hour on March 16. Attendees were all previous sundry debtor participants. In addition to a brief overview, attendees received answers to their department specific questions about the improved Dept A/R process.We will continue to hold group office hours from 1 to 2 p.m. on the third Thursday of every month. Departments are encouraged to attend the next session on April 20, where we will include a brief overview of the process. Current users should also consider attending a session to get answers to non-urgent questions or to see a demonstration of the new Department Accounts Receivable report. Registration is not required; click here (opens in new window) to join at the start of the session. You must log into your UCSF Zoom account to join.If you have questions about the department accounts receivable process, contact [email protected].
UCSF is enhancing the HBS Timekeeping System to address invalid chartstring values, also known as FAU (Full Accounting Unit) values. Effective as of the biweekly pay period ending February 4, 2023, this enhancement prevents the transmission of invalid chartstrings from UCPath and removes existing invalid and expired chartstrings.HBS users can expect to see the following changes:Current TimesheetsUpon clicking <FAU Look Up> on the current timesheet, the Chart String Lookup functionality will search for and display only valid and chargeable chartstrings. A UCPath account code has been added in parentheses to the end of the chartstring. This code uniquely identifies the chartstring and is for informational purposes only.For example, UCPath account code “000332193” added to the end of chartstring SFHEA-5020-851011-1111111-42 will display in Search Results as SFHEA-5020-851011-1111111-42 (000332193). In addition, only valid chartstrings can be selected on the timesheet. If you find an expired chartstring that should be removed or if you need help to add new chartstrings using the Chart String Lookup functionality, contact the Controller’s Office Solution Center.Cost Center FavoritesFavorites that display in the <Use Funding> drop-down list on the timesheet are managed using the Cost Center Favorites page in HBS.With this enhancement, only valid and chargeable chartstrings are available on the Cost Center Favorites page. Invalid or expired chartstrings previously available are no longer included in either the Available or Favorites section. Invalid or expired chartstrings also are no longer available for selection in the <Use Funding> drop-down list on timesheets.
MyReports Adds Data Refresh Timestamps to All Reports
The next Research Administration (RA) Town Hall will take place on Thursday, March 16, from 9:10 to 11 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.To join the new 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.Visit the UCSF Information Technology website for more information about using Microsoft Teams (opens in new window).
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:March 23, 2023: PAM3 - Billing for Sponsored ProjectsApril 27, 2023: PAM4 - Cash Management and Collections for Sponsored ProjectsMay 25, 2023: PAM5 - Financial Reporting and Award Closeout 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.
New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests.The following sessions are available for registration:March 15, 10 - 11:30 a.m.April 20, 1 - 2:30 p.m.May 15, 10 - 11:30 a.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.
We are pleased to announce improvements to the Department Accounts Receivable (formerly Sundry Debtor) process. Department Accounts Receivable (Dept A/R) is the amount due to UCSF from an external customer for payment of goods supplied and/or services already rendered. Dept A/R does not apply to sponsored projects, UCSF Health, or student/employee receivables.Changes to the process were based on stakeholder survey responses and interviews. The improvements were designed to make the Dept A/R process easier and more efficient for participating departments without requiring modifications to the UCSF financial system.Who Should Use the Dept A/R ProcessDepartments that regularly provide facilities, goods, and/or services to external (non-University of California) customers and do not collect payment at the time the good or service was provided should adopt the new Dept A/R process.Users of the former Sundry Debtor process will convert to the Dept A/R process. Key changes for these users are adoption of the new invoice and use of the new report in MyReports.Key Benefits of the Dept A/R ProcessLess work for department staff:Standardized invoice and billing processCentralized payment and deposit handlingCentrally recorded accounting entriesNext day access to invoice and accounts receivable information by running a report in MyReports rather than sorting through a PDF file. Report options include:View invoice information to determine payment status or to review chartstring informationView an ‘aging report’ to identify invoices with outstanding balances that may require follow-upView a ‘customer report’ to support customer interactionView invoices by Dept ID, department contact, customer, contract number, or invoice numberEliminates need for year-end accruals of outstanding invoicesVisibility of true department financial status:Revenue and accounts receivable recorded immediatelyImproved tracking and reportingNew Department Accounts Receivable Report in MyReportsAbility to include contract number on invoices and financial entriesSeparation of Dept A/R from sponsored project and other payments by new Account numbers and bank accountsHow to Get StartedReview the updated information about Dept A/R on the Controller’s Office website:Overview and Handling Dept A/RSubmitting Dept A/R Invoices and the Dept A/R Invoice FormMonitoring Dept A/RMyReports Department Accounts Receivable ReportConsider attending office hours from 1 to 2 p.m. on the third Thursday of every month. During this group session, you can watch an overview of the new Dept A/R process and ask questions about adopting it in your department.Click here (opens in new window) to join at the start of office hours.You must log into your UCSF Zoom account to join.Departments that participated in the previous Sundry Debtor process should start using the new Dept A/R Invoice Form immediately. Departments that have not previously participated in the Sundry Debtor process (including departments that currently manage their own accounts receivable and want to switch) should follow the steps in Submitting Dept A/R Invoices.MyReports users with the Financial Role can access the new Department Accounts Receivable Report on the Operational Reports tab; a new access request is not needed.Departments that choose not to participate in the new Dept A/R process will continue to manage their own accounts receivable. Look for more information about required process changes for these departments, including use of a new bank account, in future editions of the Controller’s Office Newsletter.If you have questions about Dept A/R, send email to [email protected].
Introducing the Controller’s Office Accounts Receivable and Banking Services Team
Based on input from the MyReports Campus Advisory Group, two new columns have been added to the Transaction Detail Report (TDR) and Distribution of Payroll Expense (DPE) by Account Report:Project ManagerResearch Services Analyst (RSA)Use the Display Columns filter to include the new columns and tailor the report output as desired.Users must clear their web browser cache to take advantage of this enhancement. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.
To align with a recent enhancement to the Distribution of Payroll Expense (DPE) reports, the Payroll Funding, Faculty Portfolio Monthly, and Payroll Detail by Month reports have been updated to more accurately reflect the percent of effort for biweekly employees in months with three biweekly pay cycles. Previously, the percent of effort was based on 160 working hours per monthly period regardless of the actual number of biweekly pay cycles in the period. As a result of this enhancement:Percent of effort for periods with two biweekly pay cycles is calculated based on 160 working hours.Percent of effort for periods with three biweekly pay cycles is calculated based on 240 working hours.Refer to the Payroll Processing Schedule on the Controller’s Office website to review the schedule of biweekly pay cycles. If you have any questions about MyReports or to report a potential issue, contact the Controller's Office Solution Center.
