Based on input from the MyReports Campus Advisory Group, the Sponsored Awards Summary Report now includes the option to group financial activity for awards by department.To use this feature, select the Show Department ID check box under Display Options on the filter page or in the report header of the On Screen HTML report output.Users should clear their web browser cache to take advantage of this enhancement.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.For the biweekly pay period ending December 21, 2024, timesheets must be entered and approved by Sunday, December 22, at 11:59 p.m.Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
The Controller’s Office is excited to announce that the new Tableau interface for the Financial/Payroll Code & Data Lookup tool is now live. This enhanced platform allows the UCSF community to look up key financial and payroll values, such as chart of accounts elements, award information, payroll codes, and department functional roles.Access the new interface from the Financial/Payroll Codes and Data Lookup page on the Controller’s Office website. UCSF network/VPN access and MyAccess authentication is required to log into the Tableau application. A new training guide provides step-by-step instructions for navigating the tool, filtering, and downloading search results.For questions about the tool or to report an issue, contact the Controller’s Office Solution Center.
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.For the biweekly pay period ending November 23, 2024, timesheets must be entered and approved by Sunday, November 24, at 11:59 p.m.For the biweekly pay period ending December 21, 2024, timesheets must be entered and approved by Sunday, December 22, at 11:59 p.m. Departments implementing December holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure.Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
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.
