This year’s fiscal year-end close is marked by three key processing dates in PeopleSoft Financials:Prelim batch processing: July 10Interim batch processing: July 21Final batch processing: August 1During this year-end processing, starting with Prelim and ending with Final, more than one accounting period will be open in Peoplesoft Financials. When two accounting periods are open at the same time, the Report Date Filter values in MyReports will work differently than they do for the rest of the year and will default either to the last closed month or to the current open month, depending on the report’s purpose and design.Defaults to May 2025:Actual vs. Plan Comparison ReportCurrent Year vs. Prior Year Actuals Comparison ReportDefaults to FY 2025:Faculty Portfolio Monthly ReportFaculty Portfolio Payroll Detail by Month ReportOperational Monthly ReportOrganization ReportPayroll Funding ReportProject Comparison ReportDefaults to Jun 2025:All other reportsData for Fiscal Year 2025-26 and additional filter values are available only after specific accounting periods close or open:Available after July opens:Filter value: Jul 2025 (except for Faculty Portfolio reports)Available after June closes:Filter value: Jul 2025 for Faculty Portfolio reportsFilter value: Fiscal Year 2025-26Beginning Net Position: Fiscal Year 2025-26Snapshots of year-end balances are calculated at Prelim, Interim, and Final close, and are available to view in MyReports the day after Peoplesoft completes each year-end batch. Users can determine which ledger activity is included in a particular batch by using the Ledger Post Date field in the Transaction Detail Report which specifies when a particular transaction occurred.You can use the scheduling feature in MyReports to automate delivery of your reports for Prelim, Interim, and Final Close. To use this feature, save a report filter to your favorites, and then schedule your favorited report to run at campus month-end close. See the Managing and Scheduling MyFavorites in MyReports job aid for detailed instructions.Contact the Controller's Office Solution Center if you have any additional questions.
Following the May 2025 launch announcement of the Timecard Adjustment Form (TAF), the MyTime project team has added several new enhancements to support additional user needs and improve the user experience. These enhancements reflect feedback shared through support channels and are intended to streamline the correction process and reduce delays.Recent enhancements made to the MyTime Timecard Adjustment form include:General Comment Box: A new, free-text field is now available for requesters to add context and clarification for the Payroll team.Manual Entry for Unfound Employees: A new checkbox enables requesters to submit a TAF for employees not found in the “Requested For” field. This is especially useful in cases involving inactive employees. Requesters will be prompted to enter values for the required fields: employee’s first name, last name, and UCPath Employee ID.Leave Case Codes Now Included: Leave case codes have been added to assist managers with corrections. Managers should continue to consult their department Leave Specialist for guidance on when and how to use these codes.A job aid is available for adding and editing intermittent leave in MyTimeRetroactive Schedule Groups Added: New retroactive schedule group values are now available to support accurate adjustments:Work Schedule 09-40 for NXWork Schedule 12-80 for NX and HXFor more information, visit Working with Schedule Groups: Procedures for Managers and SchedulersAssignment Field Format Update: The Assignment field now includes a format prompt (Position-Dept ID-Job Code-Pay Rate) to support processing for employees with multiple assignments. While this field is not new, the format update helps ensure Payroll can correctly apply changes for employees with multiple assignments.Thank you to all departments and individuals who have submitted feedback to support these form enhancements.If you have questions about the new process or need assistance completing the Timecard Adjustment Form, contact the Controller's Office Solution Center directly.
Contracts and Grants Accounting (CGA) updated the existing Awards Report by Department in the PeopleSoft Research Administration System (RAS) to further aid research administrators and departments in researching awards assigned by Department ID. The report lists and summarizes awards by total direct cost, total indirect cost, and total funding amounts. It can be run using multiple search parameters, such as Department ID, Sponsor ID, Award PI, Agreement Type, Purpose, Award End Date Status, and ARRA Type.For this enhancement, we added the following new search filters and additional data in the report output to further assist in identifying and verifying awards without navigating various pages within PeopleSoft. Data results are grouped on the award-level information to eliminate duplicate lines when the search filters include Project Dept ID, Project RSA, and Project PI.New Search Filters in the Awards Report by Department:Award Dept ID: Filter to search for Dept ID on the award level.Award RSA EID: Filter to search by RSA name or employee ID on the award level.Project Dept ID: Filter to search for awards with the project-level Dept ID.Project RSA EID: Filter to search for awards by RSA name or employee ID with the project-level RSA.Project PI: Filter to search for awards by PI name or employee ID with the project-level PI.Award Start Date From and Award Start Date ToAward End Date From and Award End Date ToAward Status: Filter to search for awards with the following status: Accepted, Advance, Cancelled, and Closed.New Data Columns in the Awards Report by Department:Fed Flow Through: Displays the following Fed Flow Through information on the award (blank, if none):1-Funded 100%State/PrivateSrce2-Funded:Fed & State/Priv.Srce3-Funded100%Fed.allocSt/Pr.Agy4-Campus fndn endw income5-Campus fndn not endw income6-FundedPartFedARRASt/Priv.Src7-Funded100%FedARRASt/Priv.SrcFed Flow Through Type: Displays the following Fed Flow Through Type information on the award (blank, if none):Non Fed AwardFed ContractFed Grant/OtherAdditional Updates or Features:Removed the ARRA Type filter and data column in the results.Removed the End Dt Status filter.Added a Personalize option in the Grid Action Menu icon.Added a Clear button to clear the search filters.Required Field -Error Message is displayed when no search filter is entered.Warning Limit Message is displayed when the number of rows returned exceeds 300 rows up to 19,999 rows.Error Limit Message is displayed when the number of rows returned is at or exceeds 20,000 rows, which should not allow the user to proceed.Note corresponding to asterisks (**) on search filter labels:** Only awards with the Project Dept ID, Project PI, and Project RSA in the search filter will be displayed in the results.If you need help researching a payment or have other questions about our collection and payment processes, email [email protected].
The next Research Administration (RA) Town Hall will take place on September 25, 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.
Refer to the following resources and dates to ensure you are prepared for fiscal year-end close activities.PresentationIf you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on June 6, 2025, watch the recorded session and review presentation slides on the Controller's Office website.Key 2025 Year-End DatesAs we prepare for year-end, note the following key dates:June Prelim Close: Thursday, July 10June Interim Close: Monday, July 21June Control Point Final Close: Wednesday, July 23These key dates and other close deadlines are available on the General Ledger Monthly Schedule.Scheduling ReportsYou can use the scheduling feature in MyReports to automate production and delivery of your reports for the June Prelim, Interim, and Final Close. To use this feature, schedule your desired reports to run "At campus month-end close." The MySchedule function will deliver the report the day after the close date (e.g., on Friday, July 11 for June Prelim) and notify the designated recipients by email. Read more about fiscal year-end and MyReports.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting.
As previously announced, MyTime is live for monthly employees with the June 2025 monthly pay period. Employees paid monthly will complete June monthly timecards using MyTime.By Tuesday, July 8, 2025: employees must review, edit and approve your timecard in MyTime for the June 2025 monthly pay period.By Thursday, July 10, 2025: managers and supervisors (or their delegates) must review and approve June monthly timecards.Timekeeping deadlines for monthly employees have not changed with the transition to MyTime. Employees paid monthly must review and attest to the accuracy of their timesheet online no later than the fifth business day of the following month. Managers must review and approve monthly timecards no later than the seventh business day of the following month. Timesheets must be completed and submitted for each pay period by the established deadline, whether leave was taken or not.Step-by-step instructions are available to help monthly employees get started in MyTime and to guide managers and their delegates through key activities during the first monthly pay period.If you need help, drop-in timekeeping support sessions will continue through the first monthly pay period close at the following times:Tuesday, July 1, 12 - 2 p.m.Wednesday, July 2, 3 -4:30 p.m.Thursday, July 3, 12 -1:30 p.m.Monday, July 7, 9:30 - 11a.m.Tuesday, July 8, 12 - 2 p.m.Wednesday, July 9, 3 - 4:30 p.m.Thursday, July 10, 12 - 1:30 p.m.Find the Zoom link and additional support resources on the MyTime Help page.
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:August 21, 2025: Award Acceptance and Setup for Sponsored ProjectsSeptember 18, 2025: Billing for Sponsored ProjectsOctober 23, 2025: Cash Management and Collections for Sponsored ProjectsNovember 20, 2025: Financial Reporting and Award CloseoutDecember 18, 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 the Controller's Office Training Manager, Michael Burgess.
The next release of enhancements to UCPath is scheduled for July 14, 2025. This update brings changes for everyone, including a redesigned portal experience and technical upgrades that will enhance performance, compliance, and accessibility.Review key impacts and changes below and stay tuned for additional updates from the UCPath Center in the coming weeks.Key ImpactsSystem DowntimeUCPath will not be available to all employees, managers, and transactors from Friday, July 11 at 12 p.m. through Monday, July 14 at 6 a.m.eForms AvailabilityThe following eForms will not be available ahead of the scheduled downtime to ensure UCPath processes all submitted forms before the system upgrade.eFormUnavailable as ofState Agency Prior Service Verification7/3/2025 at 5 p.m.Out of State Income Tax Withholding7/9/2025 at 5 p.m.Records and Data Request7/9/2025 at 5 p.m.All Benefits eForms7/10/2025 at 5 p.m.Self Service Events7/10/2025 at 5 p.m.Please complete any necessary self-service transactions or updates before the indicated dates. All eForms will be available again on July 14, 2025. For urgent matters during the scheduled eForm downtime, contact UCPath for additional assistance.BookmarksDue to back-end URL changes, users must update any browser bookmarks they have previously saved to specific pages on the UCPath portal site. With the UCPath portal, the Bookmark feature will be removed. Users can add new bookmarks using their web browser's bookmark/favorite feature. PeopleSoft favorites, available to transactors with access to the PeopleSoft Homepage will continue to be available.What's ChangingUsers will enjoy a modernized interface with improved navigation and mobile access.Top Navigation: The previous left-hand menu will be replaced with a streamlined top navigation bar that aligns with UC’s digital brand.New Sub Pages: Employees will have easy access to pages for Personal Information, Income & Taxes, Benefits & Retirement, Accruals & Leaves.Manager Hub: Managers will benefit from a new centralized hub to access team information quickly.Transactor Hub: Transactors will enjoy a new consolidated hub for all their tools.Mobile-Friendly: The new layout offers improved functionality across both desktop and mobile devices.Alerts & Notices: A new alerts section will support multiple messages with clearer formatting.Review some exciting changes below, and find additional videos demonstrating new features on the UCPath Center YouTube channel. Video of Welcome to UCPathThis video shows the new features of the UCPath Homepage.
The UCPath Center is in the process of retiring the Direct Retro tool. Salary Cost Transfer Approvers must approve all pending direct retros by 5 p.m. on July 1, 2025. Direct retro transactions not approved by this deadline will not be processed and will be cancelled.At 5:01 p.m. on July 1, users will no longer have access to the Direct Retro Entry page. Historical direct retro transactions can be viewed using the Review DR Transactions menu.In addition, the navigation menu to access salary cost transfers, benefit cost transfers, and historical direct retro transactions is changing. A new navigation collection titled Cost Transfer will be available beginning July 1 from the General Ledger Tasks tile on the General Ledger Administration homepage. It replaces the previous Direct Retro navigation collection.Use the new navigation collection to access the following pages (available links may vary based on your level of access in UCPath):▪ Process Benefits Cost Transfer▪ Review Benefits Cost Transfer▪ Process Salary Cost Transfer▪ Review Salary Cost Transfer▪ Review DR Transactions We are in the process of updating training materials to reflect the new navigation. If you have questions or identify an issue accessing salary cost transfer or direct retro pages, contact the Controller’s Office Solution Center.
This year’s fiscal year-end close presentation is tentatively scheduled for Friday, June 6, 2025, from 10 a.m. to 11 a.m. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.Look for more details, including the Zoom link, in the June edition of the Controller’s Office Newsletter. The recording and slides will also be available on the Controller's Office website after the June presentation.
