Based on input from the MyReports Campus Advisory Group, the Distribution of Payroll Expense (DPE) by Account Report now includes an option to search by a supervisor or manager using the newly added Reports To search field.The Reports To field is deselected by default. To display the Reports To field, select it from the Display Columns picklist filter. Use the Sort options to group expenses by supervisor or manager.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.
Based on input from the MyReports Campus Advisory Group, we have redesigned how totals are displayed in the Faculty Portfolio Monthly Report. Changes include:Adding a new row for the Total Budget Expenses (sum of budgeted direct and indirect costs)Removing the Show Expense Subtotals filter, and displaying the following actual expense totals by default:Total Actual Expenses (sum of direct and indirect actuals)Direct Actual ExpensesIndirect Actual ExpensesAdding a new row for Running Actual Expenses (cumulative to-date)Removing the direct and indirect project balances rowsThe Total Running Balances (difference between the budget and cumulative actuals) row remains unchanged.An updated job aid is available in the MyReports section of the Controller’s Office website.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
UCSF is committed to establishing policies and practices that support faculty in their efforts to balance the needs of their career and family. Effective March 22, 2024, UCSF established as policy that external funding may be used to reimburse dependent care expenses incurred by eligible faculty and award recipients. External funders must explicitly state that dependent care expenses can be reimbursed in the underlying gift or grant agreement, or in a subsequent letter. Eligible faculty and award recipients can request reimbursement for dependent care expenses they incur up to the amount allowed by the sponsor, not to exceed $10,000 per calendar year. These new guidelines support reimbursement from eligible external funding sources for all eligible faculty and award recipients.Review the Policy for Using External Funding for Dependent Care Costs (opens in new window) (MyAccess login required) for details on eligibility criteria and procedures to request reimbursement of dependent care costs. If you have questions regarding funding source eligibility, please contact your CGA Service Team member.
Beginning in June, four distinct bank accounts will replace the current main depository account for cash deposits and payments by check and electronic fund transfer. These new accounts are being created to streamline cash operations at UCSF by segmenting payment transactions according to key business function. Doing so will help improve the identification, management, and oversight of unapplied payments.Business AreaDepartment Accounts ReceivableContracts and Grants AccountingAuxiliary and Administrative ServicesStudent AccountingAccount PurposeFor services provided by specific departments, such as medical services, laboratory tests, and other professional servicesNon-patient payments related to sponsored projects such as grants, contracts, etc.; includes petty cash funds for payments to Human Research subjects and related expendituresFor services rendered by central administrative units to students, faculty, staff, and visitors such as housing, dining, transportation, events, parking, police, and childcare; includes change funds used by cash handling stationsFor tuition and tuition-related feesThe three bank accounts for Contracts and Grants Accounting, Auxiliary and Administrative Services, and Student Accounting will be managed by their respective administrative units. Campus departments will transition from the main depository account to the new “Department Accounts Receivable” bank account for depositing all receivables. Each bank account will also have a unique lockbox for sending paper check payments.This month, the Cash Operations Team is reaching out to department financial administrators involved in invoicing and cash handling with updated bank account information specific to their business area(s). Outreach will include templates to help departments communicate remittance changes when sending out invoices.Look for more details in the June edition of the Controller’s Office Newsletter. If you have any immediate questions, contact [email protected].
The PeopleSoft Financials implementation of lived name is now complete. As part of the UC Gender Recognition and Lived Name (GRLN) Policy (opens in new window), PeopleSoft Financials has been updated, where possible, to display an employee’s lived name throughout the system.What to Expect When You Log InClear your web browser cache before your first login to accurately view all system changes.Users with transactor or inquiry roles will see changes to how names are displayed:Transactors and approvers will see lived names on the PeopleSoft Financials Home Page and throughout all General Ledger (GL), Capital Asset Management (CAM), and Research Administration System (RAS) screens. This includes names associated with any PeopleSoft user ID as well as names associated with a UCSF ID.Examples include:The welcome message in the top right corner of the Peoplesoft Home Page will now display the user’s lived name.The lived name associated with journal preparers and approvers will be displayed on journal entry pages.The lived name associated with a principal investigator (PI) will be displayed on RAS screens.The Supplier Name field will retain the legal name for tax reporting purposes. As such, the Supplier Name displayed on the voucher pages will continue to display the legal name for any employees or students receiving reimbursement.For More InformationLearn more about the GRLN policy, gender identity, lived names, and pronouns on the Office of Diversity and Outreach website (opens in new window), where you will find links to resources, tools, and updates on the policy implementation. If you need assistance with PeopleSoft Financials, contact the UCSF IT Service Desk.
We are pleased to announce that UCSF will deploy a new integrated timekeeping and scheduling system called MyTime. This solution, expected to go live in early 2025, aims to improve workforce management using advanced technology that is secure, easy to use and mobile friendly. Read the May announcement (opens in new window) on the Finance and Administrative Services website. More information will be shared as the project progresses. Employees and managers are encouraged to stay informed by visiting the MyTime project web page (opens in new window).
Note the following UCPath year-end processing timelines.Final Fiscal Year 2023-24 Salary Cost Transfer/Direct Retro ProcessingThe UCPath Center deadline to approve all direct retros in UCPath is 5 p.m. on Thursday, July 4, 2024, and the deadline to approve all salary cost transfers is 8 p.m. on Sunday, July 7, 2024, in order for transactions to be recorded in fiscal year 2023-24.Salary Cost Transfer/Direct Retro Initiators and Approvers are advised to submit and approve any required Salary Cost Transfers/Direct Retros as early as possible. The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer batch processing during fiscal year end.Fiscal Year-End Funding RolloverThe UCPath fiscal year-end funding rollover program is scheduled to run at the end of June 2024. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. The UCPath Center has announced that the freeze period for all Funding Entry Initiators and Approvers will be from 8 a.m. on June 21 until noon on June 27.Departments can begin to prepare for fiscal year end by reviewing position funding with end dates set to expire in June. To review the full list of funding rollover actions departments needs to take:Read the announcement shared in the May editions of the Controller's Office Newsletter and UCPath Finance at a Glance.Join a webinar on Tuesday, June 4, from 2 – 3 p.m., to review the rollover process and get answers to your questions.Complete this form (opens in new window) to register and to receive the Zoom webinar link (MyAccess login required).A recording of this session will be posted on the UCPath at UCSF website (opens in new window) for those unable to attend.
Join Audit and Advisory Services (opens in new window), in partnership with fraud experts from the U.S. Attorney’s Office, Office of the Inspector General, and the Association of Certified Fraud Examiners, for their annual fraud awareness webinar. This webinar is aimed at creating awareness of current fraud trends and schemes in the areas of procurement, medical billing, research grants, foreign operations and more, as well as their impact on the healthcare and higher education institutions. The webinar will be held on March 5, 2024, from noon to 1 p.m. via Zoom. Register here (opens in new window) to receive the Zoom link for the training.
Due to upcoming system updates, UCPath will be unavailable from 12 p.m. on Friday, March 8, 2024, through 6 a.m. on Monday, March 11, 2024. UCPath will not be available to all employees, managers, and transactors. The UCPath Center advises that transactors complete all necessary UCPath transactions by 3 p.m. on March 7 to ensure timely processing. Funding entry and salary cost transfer initiators and approvers should follow established processing deadlines posted in the Payroll Processing Calendar. With the March updates, UCPath will make several improvements to the Ask UCPath self-service feature for employees to get help. Employees will enjoy a simplified inquiry experience: When an employee submits an inquiry through Ask UCPath, the system will automatically determine the topic, category and subcategory based on the information in the inquiry. In addition, the updated landing page will display both open and recently closed cases, providing employees with easier access to their inquiries. UCPath will also suggest available resources to help resolve any issues. Instructions on how to submit an inquiry to the UCPath Center (opens in new window) are available via UCPath online. Visit the Get Help (opens in new window) page of the UCPath at UCSF website for a complete list of support contacts.
Beginning April 2024, the Controller’s Office Cash Operations Team will resume transfers to the Central Fund of cash, wire, and ACH payments received in UCSF’s main depository account that remain unclaimed for over 12 months. This transfer process was paused in early 2023 to allow Controller’s Office personnel to make improvements to the cash application and department accounts receivable processes. With these improvements complete, more payment information is available to help departments identify and claim funds. Instructions for identifying and handling unclaimed payments, including additional information about outstanding unclaimed payments, are available on the Controller’s Office website. If you have questions about this change, email the Cash Operations Team at [email protected].
