MyTime has a new go-live timeline:Biweekly employees will go live with the biweekly pay period beginning Sunday, May 11, 2025.Monthly employees will go live with the monthly pay period beginning Sunday, June 1, 2025.The MyTime project team continues working to ensure that all timekeeping and scheduling components of the new system are ready for launch.Below is a quick refresher on what’s changing with MyTime. As we approach the new go-live timeline, look for more details about how to get ready, including training and cutover actions from current systems to MyTime.What’s Changing with MyTimeMyTime will modernize our timekeeping and scheduling tools to help all employees accurately capture and validate their time worked and time off. MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health (Clairvia, StaffReady, OnOrOff, and symplr).As you prepare for the transition to MyTime, be aware of the following timekeeping changes that impact non-exempt (hourly) employees across both campus and UCSF Health.Timekeeping: All non-exempt (hourly) employees will be expected to clock in and out for every scheduled shift and meal period using an available clocking option – UCSF computer workstation, time clock, kiosk, or optionally, a mobile device.Rounding: For payroll purposes, the current practice of rounding to the nearest quarter hour (15 minutes) when clocking in and out at the beginning and end of each shift remains the same. However, when clocking in and out for a meal (lunch/dinner), exact times will be recorded without rounding.Attestation: Non-exempt employees will be prompted at the end of each shift to verify their time stamps and confirm meal and rest breaks were provided and taken.Exempt (salaried) employees do not report hours and will continue to only record leave like vacation, sick leave and PTO, using a new timesheet interface conveniently available from computer workstations or mobile devices.More information is available on the MyTime project website, including answers to common questions. Have a different question? Please contact your department’s MyTime Change Agent.
The Post Award Management (PAM) training series provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us.Currently scheduled and available for registration, the following sessions run from 10:10 a.m. to noon:Mar 20, 2025: Cash Management and Collections for Sponsored ProjectsApr 24, 2025: Financial Reporting and Award CloseoutMay 15, 2025: Compliance for Sponsored ProjectsLog into the UC Learning Center to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Controller’s Office Student Accounting team regularly conducts training to guide administrators through every aspect of the non-payroll stipend process. New employees responsible for submitting non-payroll stipend requests are encouraged to attend. The training is also a good refresher for all employees who submit these requests.The following sessions are open and available for registration.March 12, 2025, 10 - 11:30 a.m.April 10, 2025, 1 - 2:30 p.m.May 14, 2025, 10 - 11:30 a.m.Attendance is limited, and registration is required. Log into the UC Learning Center to register. This training is presented via Zoom; meeting details will be emailed to registered students prior to the class.If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The next Research Administration (RA) Town Hall will take place on Thursday, March 13, 2025, from 10:10 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.Instructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
This month, petty cash verification letters will be distributed via DocuSign to all petty cash custodians. To ensure petty cash is properly accounted for and that records are accurately stated, custodians must complete their verification letters no later than Friday, February 14, 2025. Failure to comply with the required process may result in closure of the petty cash fund.Please submit any petty cash account changes before January 10, 2025, to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.If you do not receive your letter by January 17, 2025, or if you have questions about the verification process, contact the Cash Operations Team.
The Post Award Management (PAM) training series provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us.The first series of 2025 is now available for registration:Jan 23, 2025: Award Acceptance and Setup for Sponsored ProjectsFeb 27, 2025: Billing for Sponsored ProjectsMar 20, 2025: Cash Management and Collections for Sponsored ProjectsApr 24, 2025: Financial Reporting and Award CloseoutMay 15, 2025: Compliance for Sponsored ProjectsLog into the UC Learning Center to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The 2025 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle batches through December. Included in the calendar are local processing deadlines to initiate and approve funding entry transactions in time for each posting date. Salary cost transfer deadlines and direct retro processing dates are available through March.Current payroll calendars maintained by the UCPath Center are available from the Calendars and Schedules page. As a best practice, consult the current schedule rather than printing or saving a copy which can become out-of-date. If you have questions, contact the Controller's Office Solution Center.
Based on a joint proposal from UCSF Global Programs and the Controller’s Office Accounting & Reporting team, a new Foreign Affiliate Net Position Report is now available to further assist with the reconciliation of foreign transactions related to established operations in foreign countries.The report displays current year revenues, expenses, other changes, and net position for a Dept ID, Fund, or Project in the respective foreign currency. Authorized users can run the report for a selected data range and can filter by chartstring attributes.Intended only for use by UCSF Global Programs accounting teams, MyReports users with the new Foreign Affiliate role can access the new report from the Foreign Affiliate tab. Users may need to clear their web browser cache for the new report to appear.To learn more, review the new job aid in the MyReports section of the Controller's Office website. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.
In December, UCSF Merchant Services announced the release of an updated Payment Card Industry Data Security Standards (PCI DSS) training curriculum. UCSF's new Payment Card Industry (PCI) Security Awareness Training is designed to familiarize employees, merchants, executives, and IT staff with credit card security issues and enhance their skills in maintaining the security and safety of the UCSF payment card environment and cardholder data.All employees handling payment card and cardholder information and their managers are required to complete training upon hire, and annually thereafter.Training is segmented into five modules tailored by role and covers the specific responsibilities of merchants, cashiers, IT professionals, and managers. Merchant staff must complete only the modules relevant to their merchant role or roles.PCI for Cashiers: required for all students and cashiers who process card payments one at a timePCI for eCommerce: required for all merchant/department staff and managers responsible for managing and maintaining ecommerce/online stores onlyPCI for Merchant Process Managers: required for all merchant/department managersPCI for Information Technology Staff: required for all system administrators and IT staff responsible for securing systems within the Cardholder Data EnvironmentPCI for Executives: recommended for all heads of unit (campus) and senior executives/executive directors (UCSF Health) of merchant departments that accept credit cardsAll staff, including managers, with a role in your department’s merchant activity must be assigned and complete the new, relevant PCI DSS training module to meet regulatory requirements. Staff managers should complete the steps of assigning their respective staff. The deadline to complete training is January 31, 2025.Merchant department managers were contacted on December 10, 2024, with instructions for identifying and assigning training for relevant staff. Managers can refer to How to Assign and Monitor Required Controller’s Office Training Available in the UC Learning Center for step-by-step instructions.For questions or assistance, please email [email protected].
In February 2025, UCSF will pilot a new final pay process in UCPath, along with a few UC campus locations. The process will streamline payments by compressing the timeline to one day, with payments issued via direct deposit.The new final pay process will enable UCSF to efficiently process final pay for employees while ensuring compliance with California Labor Code 202. Additionally, it will help reduce the manual workload for our UCPath partners involved in processing final pay requests.Please note that the following items are not included in this pilot and will be addressed in a future UCPath roadmap enhancement phase:Submitting mass terminationsReleasing PDF pay advices on an employee’s termination dateManaging changes to future-dated terminationsAutomating the reconciliation of benefit premiums to determine if a terminating employee requires a deduction or refund on their final paycheckIf you have questions about the final pay process, contact the Controller’s Office Solution Center.
