We are excited to announce the launch of a new online training course for department equipment custodians. The new UCSF Equipment Custodian Certification course replaces the previous training and will continue to be required for all new equipment custodians.In addition, we now require that all current custodians complete this certification course annually. This month, existing custodians will be assigned the required training in the UC Learning Center. Custodians should expect an email message with further details.The completion of this training will enhance our internal controls over inventorial equipment by ensuring that all custodians are up to date with current policy and procedures.As a reminder, below are the definitions of inventorial equipment and some of the primary responsibilities of equipment custodians.Responsibilities of Equipment Custodians:Equipment custodians oversee the inventorial equipment for which they are responsible. Inventorial equipment is defined as free-standing, non-expendable equipment with a useful life of over one year and acquired at a cost of $5,000 or more (including sales tax, freight, and installation).Equipment custodians are delegated the following primary responsibilities by Department Heads:Tracking and Record-Keeping: Maintaining accurate records of all capital equipment assigned to them, which includes ensuring that each item is properly tagged and the UCSF asset records are up to date in Peoplesoft Asset Management;Bi-annual Inventory: Conducting a Bi-annual physical inventory of all equipment by verifying the presence and condition of each item, updating records as necessary;Security and Maintenance: Ensuring that equipment is stored securely and maintained in good working order;Compliance with Policies: Adhering to the university’s policies and procedures regarding the use, transfer, and disposal of equipment; custodians must stay informed of any changes to these policies.For questions, please contact [email protected]
Contracts and Grants Accounting (CGA) is implementing a new step in the process to submit fixed price billing requests for clinical trial milestone invoices.Departments submit requests to generate invoices for Fixed Price Clinical Trial awards using the CGA Request page in the Research Administration System (RAS). In order for the CGA Service Team to recognize that clinical trial fixed price invoices pertain to milestones, we are requesting that departments explicitly state the purpose of the Fixed Price Bill request. Departments should enter the following standardized language in the Additional Comments field for all fixed price clinical trial milestone invoice requests:“This invoice request is for a Clinical Trial Milestone Invoice, which does not require payment/collection follow-up.”The CGA Service Team will use a new feature in RAS to log these invoices and determine if they pertain to clinical milestone billing. CGA will implement a monitoring process for these clinical trial milestone invoices to ensure proper review.CGA can also retroactively associate previously processed prepaid lines associated with clinical trial milestones. If you have any such invoices, please submit a list to the CGA Service Team by January 31, 2025, for review and assessment.More about clinical trial milestonesA clinical trial milestone is a key achievement or activity specified in a contract, such as patient enrollment, site activation, data submission, or subject visit completion, that triggers payment or signifies progress in a clinical trial.A clinical trial milestone invoice is an internal document used to record revenue earned per contract terms in the general ledger as subject visits are completed. Unlike traditional invoices, these are not sent to sponsors, as payments are typically issued automatically by sponsors or clinical research organizations based on specified intervals or milestone completions.As a reminder, the CGA Accounts Receivable team will not take any collection actions for clinical trial milestone invoices. It is the department’s responsibility to work with the sponsor to ensure payment of these invoices.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.
To assist departments in identifying their funds, the Controller's Office Cash Operations Team provides weekly updates on Tuesdays to the Unclaimed Payments List in UCSF Box. Due to the upcoming holidays, updates will be posted on Monday, December 23, 2024, and on Monday, December 30, 2024, one date earlier than usual.See Identifying and Handling Unclaimed Payments for instructions on accessing the Unclaimed Payments List in UCSF Box. If you have questions, email [email protected].
As part of UCSF’s unrelated business income tax (UBIT) filing, we are required to report any donations made by the University to charitable organizations. These donations may reduce UCSF’s unrelated business taxable income, provided the University received an acknowledgement letter from the recipient organization.If your department made charitable contributions during Fiscal Year 2024 (between July 1, 2023 and June 30, 2024), please email a copy of the acknowledgement letter to the General Accounting team no later than December 13, 2024. Direct all emails to [email protected] and use the subject, “FY24 Charitable Contributions." If you did not receive an acknowledgement letter but are able to request and obtain one from the recipient organization, please forward the letter upon receipt.Please note that you can submit acknowledgement letters as you receive them throughout the year. Email all acknowledgements to [email protected] with a subject that indicates the fiscal year of the contribution followed by “Charitable Contributions."If you have any questions, please contact the General Accounting team at [email protected].
UCSF Health employees who earn paid time off (PTO) and maintain a balance exceeding 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is twice an employee's annual accrual rate, and the payout will adjust eligible employees’ balances to 75 percent of their maximum. The payout will be calculated based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
The next biannual compensatory time payout will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 4, 2024.HBS Leave RequestsThe compensatory time payout will not include approved CTO/CTU leave requests for future-dated leaves. Leave requests made through the HBS Leave Request page must be approved by 5 p.m. on October 4, 2024, to ensure that those hours are not paid out.Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling SystemsEmployees who use the Clairvia, OnOrOff, or 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 October 4 using this SmartSheet request form (opens in new window).For more information about compensatory time off, consult the UCSF Medical Center Administrative Policies Manual available on the HR website (opens in new window) (MyAccess login required).If you have questions about HBS or the preservation process, contact the Controller's Office Solution Center.
Join the Controller’s Office Student Accounting team for the final non-payroll stipend process training this year on November 13, 2024, from 10 - 11:30 a.m.This session guides 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.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 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.Below are the remaining sessions in the current series. All sessions run from 10 a.m. to noon:Nov 21, 2024: Financial Reporting and Award Closeout (at capacity - if you are registered and will not be able to attend, please cancel your registration in the UC Learning Center)Dec 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.
UCPath will begin processing 2024 W-2 statements in January. Get a head start on ensuring you are ready for tax season. Here are four actions you can take now to confirm your information in UCPath is complete and accurate.Go paperless There are many good reasons to go paperless. To submit your consent to receive your tax forms electronically, log into UCPath online and navigate to the following pages.W-2 forms: select Employee Actions > Income and Taxes > Enroll to Receive Online W-2 (job aid (opens in new window))1095 forms: select Employee Actions > Income and Taxes > Online 1095-C Consent (job aid (opens in new window))Verify 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.
