Please note this important change for Graduate Student Researcher (GSR) fellows and trainees receiving 1098-T tax forms for qualified education expenses paid from UCPath.What’s Changing: Integration of Payroll Information for GSR Fellows and TraineesIn early January 2025, UCPath will begin providing payroll information for Graduate Student Research (GSR) fellows and trainees to the 1098-T vendor for tax reporting purposes. This will supplement the current 1098-T process managed by individual locations. This change supports UCPath’s shift to processing GSR fellow and trainee payments, which began on August 1, 2024.To help support this transition, UCPath shared reports with location-designated contacts in November and December to validate data and address any concerns before the information is sent to the 1098-T vendor.What is a 1098-T?The 1098-T form reports qualified education expenses for students receiving fellowships, scholarships, or stipends. Key items on the form include:Box 1: Reports tuition and fees paid during the year.Box 5: Reports the total of all fellowships and scholarships awarded.New Support Email for GSR Fellow and Trainee InquiriesCampus locations will continue to serve as the first point of contact for any 1098-T related questions from students. To assist with any questions students may have, we have set up a dedicated email address: [email protected] email will be monitored by the Registrar, Payroll, and Student Accounts teams to ensure that your inquiries are directed to the right department based on the nature of your question. UCSF will work closely with UCPath to assist GSR fellows and trainees with any 1098-T related questions.The new email address will also be available on the Student Information System (SIS) landing page, where students access their 1098-T forms. We hope that the integration will be seamless, but please don’t hesitate to reach out if you need further clarification.For any payroll adjustments or corrections, UCSF will follow the standard payroll support model and can submit an inquiry to UCPath if additional assistance is needed.We are committed to ensuring a smooth transition and helping students with any questions they may have. If students need assistance, please have them contact us at [email protected].
The Controller’s Office continues its ongoing effort to streamline and clean up general ledger (GL) chart of account values in conjunction with UCSF’s Project One implementation. Effective January 1, 2025, 77 revenue and expense accounts have been deactivated. This is in addition to 365 GL accounts deactivated in July, 2024. All accounts have no activity since July 1, 2022.Review the current list of accounts for deactivation in UCSF Box (MyAccess login required). If you identify any accounts that need to remain active, please contact the Controller’s Office General Accounting team.We anticipate that additional accounts will be identified for deactivation in the near future. This ongoing effort is a critical step in data preparation and migration planning for the general ledger component of Project One. In addition, maintaining a clean and organized GL is crucial for compliance and audit purposes and demonstrates proactive management and adherence to accounting standards.
The following new features are now available in the Proposal and Award Metrics Dashboard (PAMDash). These enhancements reflect the continued collaboration between Contracts and Grants Accounting (CGA) and UCSF’s research administration community to provide self-service access to extramural funding metrics.New dashboard page:A new Award Volume dashboard page based on Award Begin Date shows the count of awards monthly, yearly, and year-to-date.New and updated data filters for the following:Proposal Action Type: A new filter in the Proposal Summary, Proposal Amount, and Proposal Detail By Year dashboard pages allows users to view proposals based on Proposal Action Types: New, Renewal, Transfer In, Supplement, Continuation, and Resubmission.RSA Name: This filter is now labeled Dept RSA Name on all dashboard pages that limit proposals and award data to the primary project Research Services Analyst (RSA) assigned.New metrics and data elements:A new Cumulative Diversity Supplements by Funding Entry Counts metric on the Diversity Supplement dashboard page shows monthly cumulative volume of awards with Diversity Supplement award modifications by fiscal or calendar year. Modifications will be counted in the month the funding was added (Funding Added) or the funding start date (Prorated Funding) based on the Funding Type filter value selected.How To Get StartedLog into PAMDash to experience the new features (MyAccess login and UCSF network/VPN connection required).Join CGA for an upcoming demonstration session to see the new features, walk through common scenarios for using the dashboard, and get answers to your questions:January 15, 2025,11 a.m. to 12 p.m.Mark your calendars and click here at the start of the session to join (UCSF authentication is required).PAMDash is managed by the Project and Data Team within CGA. If you have any questions about PAMDash, email [email protected].
The Post Award Management (PAM) training series (opens in new window) 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: Feb 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 next Research Administration (RA) Town Hall will take place on Tuesday, December 10, 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.Instructions 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 (opens in new window) 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.No seats remain for the final module of the current Post Award Management (PAM) training series. If you are registered for the December 12 session and will not be able to attend, please cancel your registration in the UC Learning Center. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
To ensure petty cash is properly accounted for and that records are accurately stated, petty cash verification letters will be distributed via DocuSign to petty cash custodians in early January.Has your petty cash account recently changed custodianship? Does your account need to be terminated? Please process 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 have questions about petty cash procedures or the verification process, contact the Cash Operations Team at [email protected].
In January, MyReports will remove unused and expired schedules created using the MySchedules feature. MySchedules allows users to schedule the email delivery of reports with saved MyFavorites filter criteria.Existing schedules that meet any of the following criteria will be removed:The schedule has no associated favorite (MyFavorite Name is "No favorites attached").The Previous Run date is prior to 7/1/2023, and there are no active future run dates listed.The Next Run date is older than 1/1/2024.You can review your existing schedules on the Manage MyFavorites tab in MyReports. If you wish to keep any schedules that meet the criteria for deletion above, email your request to [email protected] and include the Schedule Name and Owner (SF ID number). The deadline to submit requests is Friday, December 20.
Note the following deadlines and instructions from University Development and Alumni Relations (UDAR) Gift Administration and Gift Accounting teams for handling year-end gifts. Gift processing and gift transfer forms and instructions are available in the Gift & Foundation Accounting section of the Controller’s Office website.Year-End Gifts Cash GiftsPromptly forward all gifts received in your department, including the mailing envelope and any donor correspondence, to Gift Administration’s lockbox account at US Bank using the Gift Transmittal Form; the Gift Transmittal Form and lockbox mailing instructions are available on the Controller's Office website. Mailing instructions are as follows:For gifts sent by U.S. Mail:UCSF FoundationPO Box 45339San Francisco, CA 94145-0339For gifts sent by Courier (e.g., Federal Express, etc.):Lockbox/Item Processing OperationsUS Bank, NA501 Canal Boulevard, Suite ERichmond, CA 94804Attn: UCSF Foundation Lockbox 45339All cash gifts mailed and with a postmark of December 31, 2024, or earlier are considered 2024 gifts. Items showing a postmark date of 2024 will be receipted as 2024 gifts, even if they are deposited into the lockbox in January 2025. As donors will expect to receive a gift receipt shortly after making their gift, please forward items promptly for processing.Credit Card GiftsThe gift date for credit card gifts is the date the gift was made online or when the gift is manually charged in house by Gift Administration. Credit card gifts should be made online at giving.ucsf.edu (opens in new window).Credit card gifts received on or before December 31 will be processed in 2024; credit card gifts made subsequent to December 31 will be processed in the new year, and the donor’s receipt will indicate a 2025 gift date.Wires and SecuritiesPlease have donors contact UDAR Gift Administration at [email protected] for instructions and assistance on how to make their gift via wire transfer or transfer of securities. Gift Administration coordinates with donors on wires and securities to ensure that these gifts can be easily identified and processed.To reduce the occurrence of transfers without specific donor information please do not instruct donors to use wire or securities instructions that may have been provided for prior gifts.If you have any questions about year-end gift processing procedures, please contact UDAR Gift Administration at [email protected] and Endowment Income Fund Transfers for SpendingTransfers of gift and endowment income funds from SFFDN to SFCMP can be made at any time by initiating an inter-business unit journal entry in PeopleSoft. Transfers for capital projects or transfers greater than one million dollars require that you complete a Transfer of Funds Request Form and submit the completed form to [email protected] for processing.If you have any questions on the gift funds transfer process, please contact [email protected].
Update: an earlier version of this announcement stated the last day to elect to receive 1095-C and W-2 statements electronically as January 1, 2025.Sign up before Jan. 3, 2025, to receive your 2024 1095-C and your 2024 W-2 statements electronically.Now is a great time to update your settings in UCPath online to receive your 1095-C and W-2 tax forms electronically. And, if you’re still getting your paycheck in the mail, you can sign up for direct deposit as well.Going paperless provides a more sustainable way to maintain secure digital access to your tax information, and signing up for direct deposit may qualify you for incentives at your bank.Go Paperless Today: Here’s HowIn UCPath online (opens in new window), select Employee Actions > Income and Taxes to make the following elections:Online 1095-C consent (opens in new window)Enroll to receive online W-2 (opens in new window)Direct Deposit (opens in new window)Complete the necessary security checks and follow the steps to enroll. The links above provide detailed instructions (MyAccess login required).Other Ways to Prepare for Tax SeasonVerify your personal email and home address in UCPath online. Even if you elect to receive an electronic W-2, it’s important to keep your personal information up to date. Log into UCPath online and navigate to Employee Actions > Personal Information > Personal Information Summary (job aid (opens in new window)).Verify your dependents. The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees, their spouses/domestic partners, and dependents. To review or update your information, log into UCPath online, then select Employee Actions > Health and Welfare > Dependent Coverage (job aid (opens in new window)).International workers: Verify your GLACIER account information. International employees may receive a W-2 or 1042-S (Foreign Person's U.S. Source Income Subject to Withholding). To ensure your tax information is sent correctly, verify that your personal email and home addresses in UCPath online and the GLACIER tax database match exactly. You may also opt to access an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).Have questions or need help? Log into UCPath online (opens in new window) and click Ask UCPath to submit an inquiry. You can also call the UCPath Center to speak with an associate at (855) 982‐7284 from 8 a.m. to 5 p.m. (PDT) Monday through Friday.
