Effective March 10, 2025, UCPath resumed collection activities on delinquent payroll overpayment accounts placed with Coast Professional, Inc., our systemwide recovery partner. Included are accounts meeting collection criteria as of December 31, 2024, as well as accounts from early 2024 previously placed on hold.Delinquent Overpayment ManagementAn overpayment is considered delinquent and will be sent to Coast when it reaches 120 days from the invoice date.The following delinquent overpayments are excluded from the submission to Coast and will remain under the management of UCPath:2024 UAW Strike overpayments (to align with the 12-month to repay agreement with the union)Post-doc imputed income invoicesOverpayment balances < $500.00 at the time the invoice reaches 120 daysThose invoices that are actively being repaid via a repayment or deduction agreementResourcesFor detailed information on the collections process, please refer to the following resources. These documents will provide comprehensive answers to your questions and outline the necessary steps and protocols:Collections FAQ’s: Find answers to common questions about the collections processIn March, affected employees received an email notification from the UCPath Center, which included a summary of their outstanding overpayments.If you have additional questions, please contact the Controller’s Office Solution Center.
April 1, 2025, begins the next biennial cycle for the physical inventory process. Department Finance Administrators and their Equipment Custodians should review the updated 2025-2027 Physical Inventory Custodian Schedule on the Controller’s Office website.The Biennial Physical Inventory is an internal control necessary for compliance with our sponsors, including federal agencies. Departments should expect to dedicate resources to conduct a physical verification of all inventory equipment assigned to their custody.Additional Equipment Management policy and procedures are available on the Controller's Office website. You should also review all pertinent policies, including BUS-29: Management and Control of University Equipment, and if appropriate, policies and guidelines for the funding agency.If you have questions regarding the biennial physical inventory process, email [email protected].
The U.S. Office of Personnel Management (OPM) announced an increase in the Executive Level II salary cap from $221,900 to $225,700, effective January 1, 2025. This cap applies to federally funded awards; however, its adoption across agencies varies.The National Institutes of Health (NIH) continues to operate under a Continuing Resolution (CR) per NOT-OD-25-010 and has not issued formal guidance permitting the use of the new salary cap for NIH-funded awards. As a result, “all legislative mandates that were in effect in FY 2024, seen here NOT-OD-24-110, remain in effect under this CR” and UCSF must continue using the previous cap of $221,900 until NIH guidance is updated. Update: On April 3, 2025, NIH officially adopted the Executive Level II salary cap of $225,700, and replaced the previous cap of 221,900. Review the latest guidance regarding the adoption.Agencies that have Adopted the 2025 Salary CapAgency for Healthcare Research & Quality (AHRQ): On January 22, 2025, AHRQ released NOT-HS-25-015 which announced the newly adopted salary cap effective January 1, 2025. The AHRQ salary cap increases to $225,700. This guidance regarding both the increase and rebudgeting applies only to AHRQ.The Health Resources and Services Administration (HRSA): HRSA, an agency of Health and Human Services (HHS), has also announced an increase to the salary cap. Effective January 1, 2025, the cap is raised from $221,900 to $225,700. For more detailed information on the increase, review the HHS Salary Cap Summary Table.Implementation Guidance1. OSR Proposals Submissions: On January 7, 2025, the Office of Sponsored Research (OSR) started applying the 2025 salary cap to proposals for federal sponsors at the discretion of the Principal Investigator (PI). At the time of award, the appropriate salary cap should be selected based on the most current guidance.2. NIH Applications: For NIH proposals, PIs should be aware of the following:If NIH implements the new salary cap, award totals will not be adjusted unless the new cap was specifically requested in the approved budget. However, recipients may re-budget if permitted by the award.If NIH does not implement the new cap at the time of award and the proposal budget applies the new cap, NIH will adjust the budget to align with the current cap.3. eProposal Update: eProposal has been updated to include an option for the new $225,700 salary cap, allowing its application to new, renewal, revision, transfer-in, and resubmission proposals as needed.4. For Active Awards:The FY2024 and FY2025 salary caps are both available for funding entry in UC Path. Select the correct salary cap as indicated specific to the award and sponsor you are entering.AHRQ and HRSA Awards: Charge the new salary cap of $225,700 and re-budget as per the official notice where the budget allows.Department of Health and Human Services (DHHS) Awards (Non-AHRQ Institutes, including NIH): Continue using the current salary cap of $221,900 until further guidance from the federal agency is issued.5. Payroll Funding Update:The Salary Cap/MCOP Funding Worksheet includes both the previous and new NIH salary caps. Departments should create a new effective-dated funding record and apply the appropriate Cap Rate when adjusting payroll funding prospectively. While use of the Faculty Salary Calculator (FSC) worksheet is not required for funding entry, it is updated to reflect both salary cap options.
The UCPath Center announced plans to decommission the original Direct Retro (DR) tool in July 2025. The last day to complete and approve all direct retro transactions that require use of the Direct Retro tool is July 1, 2025. Starting in July 2025, DR transactions will become read-only.The DR tool was replaced in December 2023 with the updated Salary Cost Transfer (SCT) tool and process.Departments should take action now to ensure that all relevant payroll transfers are completed within the UCPath DR tool before the June 2025 decommission date.All payroll transfers for paychecks dated October 2021 and priorAny transfers for paychecks dated after October 2021 that were initially completed in the DR tool and require subsequent transfersOnce decommissioned, transactors will lose access to transfer paychecks prior to October 2021 and to redistribute earnings that were previously transferred using the Direct Retro tool.UCPath has established the upcoming local direct retro approval deadlines before the decommission date:Monday, April 21, 2025, 5 p.m. for posting in April 2025Monday, May 19, 2025, 5 p.m. for posting in May 2025Tuesday, June 17, 2025, 5 p.m. for posting in June 2025Tuesday, July 1, 2025, 5 p.m. for posting in June 2025Review the Payroll Processing Schedule for more information.Please allow additional time for approval of high-risk transactions by Contracts and Grants Accounting (CGA). UCPath determines that exceptional approval is required in cases when the Direct Retro submission date is greater than 120 days after the pay end date of the transaction and the transfer is increasing expenses on a federal or federal flow-through project. Direct Retro Initiators will receive pop-up messages indicating when this threshold is met and must take additional steps to prepare and submit a Late Cost Transfer (LCT) Policy Exception Request Form with all supporting documentation to Contracts and Grants Accounting.If you need assistance with direct retro transactions, contact the Controller’s Office Solution Center. For questions regarding late cost transfers, contact Contracts and Grants Accounting.
The compensatory time payout will occur on April 16, 2025. The payout will be based on each employee's comp time off (CTO)/holiday comp time (CTU) balance as of March 29.CNA employees will be paid down to 36 hours. Shift pay for the CTO/CTU paydown will be paid on the 04/23/2025 on-cycle pay date.All leave requests must be approved in HBS or submitted using the SmartSheet request form by 5 p.m. on April 9. If you need further assistance, contact the Controller's Office Solution Center.HBS Leave RequestsApproved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on April 9, 2025, to ensure that those hours are not paid out.Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling SystemsEmployees who use Clairvia/OnOrOff/other scheduling systems do not have access to the HBS Leave Request page and must use the alternate procedures for future-dated leave requests:Confirm approved future-dated CTO leaves.Complete a request to preserve CTO/CTU balances approved for future leaves by 5 p.m. on April 9 using this SmartSheet request form.For more information about compensatory time off, consult the UCSF Medical Center administrative policies (MyAccess login required).If you have questions about HBS or the compensatory time preservation process, contact the Controller's Office Solution Center.
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.
