As previously announced, UCSF recently transitioned its cash operations from a single main depository account to four distinct deposit accounts specific to business functions. As part of this transition, departments are now required to remit all payments to a single Department Accounts Receivable bank account (GL 10101) created exclusively for this function. Payments for sponsored research payments, auxiliary and administrative services, and student accounting are also now remitted to separate bank accounts (see Handling Cash and Checks for more information).Department Actions RequiredUCSF departments that invoice external customers for use of property or receipt of goods or services (other than for UCSF Health, for sponsored projects, and for services rendered by central administrative units to students, faculty, staff, and visitors) must remit all customer payments to the UCSF Department A/R Bank of America lockbox for processing by the Controller's Office Cash Operations team.If you receive a check directly from your external customer, send the check to the lockbox and notify the customer to send future payments directly to the lockbox. This step is critical for preventing processing delays.Departments should ensure invoicing templates are updated with the new lockbox address for checks and the ACH/EFT details for electronic payments.Please utilize the Department Accounts Receivable remittance information to guide these updates.Departments must follow the Identifying and Handling Unclaimed Payments process to claim and process all payments once received by the bank. Payments received for department accounts receivable invoices must be properly recorded in the University's financial system to credit accounts receivable and debit cash.For departments following the Controller's Office Department Accounts Receivable (Dept A/R) process, the Controller's Office Cash Operations Team records payments in the University's financial system; departments should not prepare a cash journal to record payments for Dept A/R invoices submitted to the Controller’s Office for recording in the University’s financial system and distribution to the external customer. For further instructions see Handling Department Accounts Receivable.Departments that choose to maintain their own accounts receivable and that do not submit their invoices to the Controller's Office (for recording in the University's financial system and distribution of the invoice to the external customer) must demonstrate the ability to comply with UCSF Policy 300-11, Accounts Receivable (opens in new window) and with generally accepted accounting principles (GAAP). Department accounts receiveable not recorded by the Controller's Office must be recorded by the department via journal entry.If you have questions or need assistance determining remittance and deposit procedures, contact [email protected].
The next Research Administration (RA) Town Hall will take place on Thursday, September 26, 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.Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:Sep 19, 2024: Billing for Sponsored ProjectsOct 17, 2024: Cash Management and Collections for Sponsored ProjectsNov 21, 2024: Financial Reporting and Award CloseoutDec 12, 2024: Compliance for Sponsored ProjectsLog into the UC Learning Center (opens in new window) 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:September 9, 2024, 10 - 11:30 a.m.October 22, 2024, 10 - 11:30 a.m.November 13, 2024, 10 - 11:30 a.m.Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) 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.
Contracts and Grants Accounting is implementing new guidelines to establish and update processing begin and end dates in the Research Administration System (RAS). A new guide, Understanding Award Processing Dates, clarifies how CGA establishes dates during award setup and under what conditions they will be extended. These changes aim to ensure consistent application across UCSF’s portfolio of awards and to reduce suspense items for award expenditures, including residual transactions from an original posting.Understanding Processing Dates in RASEach project activity period in RAS includes a Processing Begin Date and Processing End Date. These dates determine when financial transactions may be recorded against any established project activity period. Combo/Edit rules are in place in UCSF’s financial systems to prevent posting of financial expenditures outside of the established processing date range. This includes both payroll and non-payroll activity, such as funding entry, salary cost transfers, and benefit cost transfers recorded in UCPath; purchases via BearBuy; and expense reimbursements processed through MyExpense.What’s Changing: Establishing Processing Begin and End Dates During Award SetupCGA uses the Budget Start Date to establish the Processing Begin Date. If pre-award spending is approved, an earlier Processing Begin Date may be established by adjusting the Budget Start Date by the number of allowable days identified by the sponsor if explicitly stated in the agreement. Upon request, CGA staff will adjust the Processing Begin Date with appropriate support of approval of pre-award spending.For federal awards, including federal flow through, CGA establishes the award’s Trail Out Period by populating the Processing End Date field in RAS to limit the posting of expenditures after the budget/period end date.When the deliverable due date is 65 days or less after the budget/period end date, the Processing End Date will be set to the eighth business day after the GL close for the month following the Period End Date.Where the deliverable due date is 66 days or later than the budget/project end date, the Processing End Date will be set to the eighth business day after the GL close two full months following the Period End Date.Exceptions may be made based on sponsor expectations and the complexity of the award.For non-federal awards (e.g., private awards, fixed-price awards), CGA will continue to leave the Processing End Date blank. This allows for greater flexibility in the timing of the trail out period as the award or award period comes to a close.Review additional guidelines in the new Understanding Award Processing Dates guide. Have a question? Reach out to your CGA Service Team.
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 below sessions run from 10 a.m. to noon:Oct 17, 2024: Cash Management and Collections for Sponsored Projects (at capacity - if you are registered and will not be able to attend, please cancel your registration in the UC Learning Center)Nov 21, 2024: Financial Reporting and Award CloseoutDec 12, 2024: Compliance for Sponsored ProjectsLog into the UC Learning Center (opens in new window) to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Mike 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:October 22, 2024, 10 - 11:30 a.m.November 13, 2024, 10 - 11:30 a.m.Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) 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 Mike 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 Controller’s Office is pleased to announce the upcoming launch of a new Tableau interface for the Financial/Payroll Codes and Data Lookup tool. An essential resource for the UCSF community, this tool allows users to look up key information, such as chart of accounts elements, award information, payroll codes, and department functional roles.Set to launch in November 2024, searching for financial and payroll codes will transition to UCSF’s Tableau platform. This shift is designed to enhance the user experience and ensure support for ongoing maintenance.Look for more details in the November edition of the Controller’s Office Newsletter, including training on how to access and download results in Tableau.
Based on joint proposals from UCSF Global Programs and the Controller’s Office Accounting and Reporting team, an income statement report (Statement of Comprehensive Income Report), and a balance sheet report (Statement of Financial Position Report) are now available to further assist with the reconciliation of foreign transactions related to operations in foreign countries.Both reports aggregate transactions by account level, and users will be able to drill into the Foreign Affiliate Transaction Detail Report from the report output to review transaction details. Authorized users can run both reports by fund, dept id, and other chartstring attributes. Users can further customize the report output by including or excluding transactions from the open accounting period.Intended only for use by UCSF Global Programs accounting teams, MyReports users with the Foreign Affiliate role can access the new reports from the Foreign Affiliate tab. Users may need to clear their web browser cache for the new reports to appear.To learn more, review the new Statement of Comprehensive Income Report job aid and Statement of Financial Position Report 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.
