UCSF is establishing a cut-off date of noon on Monday, April 21, 2025, to record all approved time off requests in the HBS Timekeeping System for the following leave periods:For biweekly employees: leave dates on or after May 11, 2025For monthly employees: leave dates on or after June 1, 2025UCSF is transitioning from HBS to MyTime. During our transition, future-dated time off requests will be extracted from HBS and used to populate schedules in MyTime. We need to establish this cut-off to allow for the cutover and loading of data before go-live.Below are the key dates and actions required by employees, their managers/supervisors, and HBS timesheet group approvers. Your prompt action will help ensure a smooth cutover to MyTime.If you have questions about submitting or approving time off requests during this transition, contact the Controller’s Office Solution Center.Who is affected?All biweekly and monthly employees who use HBS to submit time off requests (e.g., vacation, sick, PTO) are affected by the cut-off.Departments that have established additional processes for submitting and approving time off requests outside of HBS should adjust their processes accordingly to accommodate the data entry freeze.Some employees use different systems for requesting and recording leave and are not impacted by this cut-off, including MedHub for Medical Residents and Clairvia and OnOrOff for certain UCSF Health units.Key dates and actions for biweekly employeesFor employees paid biweekly the key dates below apply only to time off requests for future-dated leaves on or after May 11, 2025.By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extractBetween April 21 and May 10: employees should work with their managers directly to request time off.Beginning Monday, April 28: managers can enter approved future-dated time off directly in MyTime when early access begins, or they can have employees submit the requests in MyTime after go-live.Sunday, May 11: Biweekly employees may begin submitting time off requests in MyTime.Key dates and actions for monthly employeesFor employees paid monthly, the key dates below apply only to time off requests for future-dated leaves on or after June 1, 2025.By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extractBetween April 21 and May 31: employees should work with their managers directly to request time off and record the leave hours directly on their timesheet.Beginning Monday, April 28: managers can enter future time off requests in MyTime when early access begins, or they can have employees enter the requests in MyTime after go-live.Answers to Common Questions1. What happens to time off requests that are entered in HBS and not approved or entered and approved after the noon cut-off on April 21?Time off requests not approved by noon on April 21 will not be included in the HBS data extract loaded to MyTime. We are loading future-dated approved time off requests into MyTime to enable managers and schedulers to account for approved time off when setting up schedules for the pay period beginning May 11, 2025 (biweekly) and June 1, 2025 (monthly).All time off requests not included in the HBS data extract will need to be manually recorded in MyTime. Managers can enter this information on employee schedules starting April 28. As an alternative, employees can submit time off requests in MyTime beginning with their go-live.2. Can employees record the time off directly on their timesheet in MyTime after go-live?Yes. It’s important to note that the managers (or their delegates) will be required to approve time off entered after-the-fact by employees on their MyTime timecard. Employees should continue to adhere to policies and department procedures for time away from work.3. Should we continue to use HBS to request and approve time off prior to the MyTime go-live?Yes. Time off through May 10, 2025, for biweekly employees and through May 31, 2025, for monthly employees will be recorded in HBS. All requests for time off through these dates should be submitted, approved, and recorded in HBS.
To help keep managers and supervisors informed about MyTime activities, we recently launched MyTime Minute – a new resource for people managers during UCSF’s timekeeping and scheduling system transition.Check your inbox for periodic updates. The project team will continue to share focused MyTime messages with UCSF Health managers in the Managers Weekly newsletter and with campus managers in HR Update.You can access past editions of MyTime Minute from the News and Events page of the MyTime project web site.
MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health.
On April 3, 2025, the National Institutes of Health (NIH) released NOT-OD-25-085, officially adopting the 2025 Executive Level II salary cap of $225,700, effective January 1, 2025. This replaces the previous cap of $221,900.At the same time, NOT-OD-25-084 confirms that NIH continues to operate under the Full-Year Continuing Appropriations and Extensions Act, 2025, (Public Law 119-4), which maintains FY 2024 funding levels through September 30, 2025, with no budget reductions.To ensure a smooth adoption of the new NIH Salary cap, the following guidelines have been established.Implementation Guidance1. Proposals:The Office of Sponsored Research (OSR) implemented the use of the new salary cap on January 7, 2025, for all new, renewal, supplement, and resubmission NIH proposals. To do so, eProposal was updated to include the new salary cap option: $225,700- FY2025 NIH Salary Cap 01/01/25-Forward.As a reminder, please be sure to indicate in the budget justifications when personnel are over the salary cap.2. Existing Awards:PeopleSoft/RAS - The Salary Cap of $225,700 will be added on April 14, 2025, to all PeopleSoft/RAS awards that were capped at $221,900 with a 1/1/2024 effective date.Rebudgeting - The new salary cap may be used for existing awards if adequate funds are available, as described in the NIH Notices. If the increased salary cap is adopted on existing awards, you will be allowed to rebudget funds to accommodate the new cap; however, no additional funding will be provided by the sponsor.Payroll Processing - UCSF will use an effective date of January 1, 2025 for payroll processing using the new salary cap. The HHS cap type in the UCPath system was already updated to $225,700 with an effective date of January 1, 2025.Adjusting Payroll - To avoid salary cost transfers as much as possible, please complete funding entry changes in UCPath as soon as possible prior to the April funding entry deadline. To retroactively adjust the January through March payroll to reflect the new salary cap, please submit a Salary Cost Transfer using standard practices. While the use of the Faculty Salary Calculator (FSC) worksheet is not required for funding entry, it is already updated to reflect the new salary cap.ContactsFor questions regarding the application of the new salary cap to proposals, email [email protected] questions regarding the application of the new salary cap to existing awards, contact the CGA Compliance Service Desk.Funding Entry and Salary Cost Transfer Initiators and Approvers should contact the Controller’s Office Solution Center directly for support updating funding distributions in UCPath.
The next Research Administration (RA) Town Hall will take place on June 24, 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:Agenda informationCurrent Zoom webinar linksResolve technical issues or updates during the Town Hall meetingsTopic request submittals for upcoming Town Hall meetingsInstructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
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 session runs from 10:10 a.m. to noon:May 15, 2025: Compliance for Sponsored ProjectsLog in to the UC Learning Center to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact the Controller's Office Training Manager, Michael Burgess.
As announced in December, Contracts and Grants Accounting (CGA) updated procedures for requesting fixed price clinical trial milestone invoices in the Research Administration System (RAS). To help with the transition, CGA provided the option to retroactively associate previously processed prepaid lines associated with fixed price clinical trial milestones. The deadline to send invoices was January 31, 2025.Moving forward, please continue to follow the new procedures to request fixed price clinical trial milestone invoices using the CGA Request page in RAS. Departments should explicitly state the purpose of the fixed price bill request by entering the following standard language in the Additional Comments field:"This invoice request is for a Clinical Trial Milestone Invoice, which does not require payment/collection follow-up."Step-by-step instructions on how to submit fixed prices invoices are available on the Controller’s Office website. Please contact [email protected] for any questions about clinical trial invoicing.
The HBS Processing Center team in the Controller’s Office has a new name: the Payroll Timekeeping Team. This new name better reflects our commitment to support timekeeping operations as we transition from the HBS Timekeeping System to MyTime.Formed in 2005 with the implementation of the HBS Timekeeping System, the team was originally known as Hospital Payroll and supported UCSF Medical Center operations. Today, the team manages central timekeeping operations for campus and UCSF Health departments.The Payroll Timekeeping team works to ensure timely payroll processing by maintaining accurate timekeeping records, upholding compliance with labor regulations, and providing exceptional support to employees and department. Through efficiency, integrity, and continuous improvement, we strive to enhance workforce satisfaction and operational excellence.As a reminder, the Controller’s Office Solution Center provides a single point of contact support to campus departments, employees, and others to resolve inquiries related to payroll and timekeeping functions and systems, including the HBS Timekeeping System. Support contacts to reach the Payroll Timekeeping team are not currently changing; you can expect to receive updates on any support and processing contacts when we go live with MyTime later this year.
In 2024, UCPath informed employees of corrections to federal payroll tax deductions related to FICA taxes that were not properly withheld. These corrections apply to employees who transitioned from FICA-exempt student status to FICA-subject or Medicare-only status between 2019 and March 2024.UCPath Center teams began processing 2021–2024 FICA adjustments via off-cycle pay runs in November, which are scheduled to continue through August 2025. These pay runs generate automatic postings to both the campus location and UCOP general ledgers upon processing. Previously processed pay runs resulted in journal entries where the employer portion of FICA adjustments was incorrectly expensed at the department level at campus locations.The UCPath Center has delivered to UCSF the journal data associated with these pay runs. The Payroll Office will facilitate a reversal of department-level postings prior to the February month-end close.UCPath teams are developing a solution to ensure expense entries are correctly posted before the next off-cycle pay run for FICA adjustments. The Payroll Office will provide updates to departments via the UCPath-Users listserv as UCPath continues its effort in this project. If you have questions, please contact the Controller’s Office Solution Center.
Last month, the UCPath Center postponed the new final pay process pilot go-live. This delay will allow for a comprehensive evaluation of feedback from pilot locations, possible enhancements, and the development of next steps to address any outstanding concerns for a successful go-live. UCPath is working with pilot locations to determine new testing and release dates.About the New Final Pay ProcessThe new method for submitting final pay will streamline the process and enable UCPath to process final pay closer to the goal of one business day after separation. This update improves compliance with California labor laws, minimizes the risk of penalties, and increases efficiency. Final pay includes the final hours worked, any final entitlement usage and/or payouts for employees who are leaving the UC system, whether voluntarily or involuntarily.Checks issued through Automated Clearing House (ACH) will be processed within one business day following the separation date. Funds will be deposited into the employee’s bank account(s), via direct deposit, on the following business day. For employees receiving paper checks, these will be mailed on the day the payment is processed.If you have any questions about the final pay process, please contact the Controller's Office Solution Center.
