Journal preparers must enter the Bank Reference Number into the Journal Line Description field when creating journals to claim items from the Unclaimed Payments List. This practice was implemented in September 2023 to simplify the cash application process.Journal preparers and approvers should review the steps below to correctly record cash journals claimed from the Unclaimed Payments List. For step-by-step instructions, see How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320).Find the corresponding Bank Reference Number for your payment from the Unclaimed Payments List. Enter the Bank Reference Number into the Journal Line Description field in PeopleSoft. Enter the number exactly as displayed; do not enter any additional characters or spaces. The Journal Line Description field in PeopleSoft Financials is essential to the reconciliation process. Your adherence to this procedure enhances the accuracy of automated matching and improves the efficiency of account reconciliation. The Cash Operations Team will identify journal entries missing required fields as incomplete and will contact journal preparers to reverse and resubmit the original entry.If you have questions, please contact [email protected].
As previously announced, UCSF’s cash operations transitioned in June from a single main depository bank account to four separate bank accounts. This strategic change aims to manage accounts receivables more efficiently by enhancing the identification, management, and oversight of unapplied cash. This month, the Controller’s Office is implementing three key updates in support of this transition.1. Unclaimed Payments List Report ModificationsThe Unclaimed Payments List in Box now features individual tabs for each bank account. The updated format is intended to speed up payment tracking and reconciliation by allowing cash handlers to focus on the transaction types used by their department.Until all customers are remitting payments to the new bank accounts, some payments may not promptly appear under the expected bank account tab. In such cases, check the tab corresponding to the former main depository bank account, now identified as “CGA”.2. Scanner Account UpdatesStarting July 1, 2024, all check deposit scanners will reflect new bank account selections. Additionally, Cash and Controls team is currently conducting an audit of users for remote scanners to ensure records are up-to-date and accurate.Actions Required by Departments:Ensure the correct bank account is selected when depositing checks using scanners. Refer to the June Controller's Office Newsletter announcement for updated lockbox information.If not already completed, promptly request new bank deposit slips following the process outlined on the “Requesting UCSF Deposit Supplies” resource page.Encourage customers to use designated lockboxes for check payments.3. Touchnet TransitionEffective July 1, 2024, the Cash and Controls team will transition Touchnet transactions to the new bank accounts. Changes will be implemented entirely on the back end, so there is no need for users to take any action or make any adjustments.These updates are part of our continued efforts to streamline cash handling and payment processing and to improve the efficiency of our accounts receivable processes.If you have questions or need assistance during this transition, contact the Cash and Controls team at [email protected].
Beginning August 1, 2024, the Controller’s Office will stop providing regular office hours for Funding Entry and Salary Cost Transfer Initiators and Approvers. The Controller's Office has conducted regular weekly office hours since June 2020, when UCSF went live on UCPath. Office hours provide the opportunity to ask questions in a group setting and to benefit from the answers to questions asked by colleagues.We have reached a stable point following the Salary Cost Transfer Redesign go-live in November 2023, in which several longstanding defects and transactor pain points were resolved. Office hour attendance on average for the last year has been low with the types of questions being asked easily supported by available training materials and the Controller’s Office Solution Center. Going forward office hours will be offered as needed when there is a significant enhancement or UCPath Roadmap go-live impacting Initiators and Approvers. Resources for Initiators and ApproversTraining materials and additional resources are available from the Information for Funding Entry Initiators and Approvers (opens in new window) and Information for Salary Cost Transfer Initiators and Approvers (opens in new window) pages on the UCPath at UCSF website.Known issue updates related to funding entry and salary cost transfers are posted on the UCPath System Information (opens in new window) page.Initiators and Approvers should contact the Controller’s Office Solution Center directly for support with funding entry and salary cost transfer transactions. Visit Get Help (opens in new window) on the UCPath website for a complete list of support contacts related to UCPath.
Due to upcoming system updates, UCPath will be unavailable from 5 p.m. on Friday, July 12, 2024, through 6 a.m. on Monday, July 15, 2024. During this period, 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 July 12 to ensure timely processing. Funding Entry and Salary Cost Transfer Initiators and Approvers should continue to follow established transaction processing deadlines posted in the Payroll Processing Calendar.
Throughout the month of July, and until final close in August, more than one accounting period will be open in PeopleSoft Financials. When two accounting periods are open at one time, Report Date Filters in MyReports default to either the last closed month or the open month, depending on the report purpose and design.MyReports users will see the following default Report Date Filter values during the fiscal year-end closing process:Defaults to May 2024Actual vs. Plan Comparison ReportCurrent Year vs. Prior Year Actuals Comparison ReportDefaults to FY 2024Faculty Portfolio Monthly ReportFaculty Portfolio Payroll Detail by Month ReportOperational Monthly ReportOrganization ReportPayroll Funding ReportProject Comparison ReportDefaults to Jun 2024All other reportsAvailability of filter values and data for Fiscal Year 2024-25 also varies with the accounting periods:Available after July opensFilter value: Jul 2024 (except for Faculty Portfolio reports)Available after June closesFilter value: Jul 2024 for Faculty Portfolio reportsFilter value: Fiscal Year 2024-25FY 2024-25 Beginning Net PositionFor a snapshot of balances for the June Prelim and Interim close periods, run reports the day after the PeopleSoft and MyReports nightly batch processes are complete for each respective close. Use the Ledger Post Date field in the Transaction Detail Report to determine when a specific transaction occurred.You 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. 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.
All departments that accept electronic payments as UCSF Merchants must have accurate and detailed documentation of current payment processing steps. Merchant Services has created a payment process survey to help merchants quickly and easily capture this mandatory information required to maintain PCI compliance.On July 1, department contacts for all UCSF Merchant accounts should expect to receive a Qualtrics survey link. We expect the survey to take 20 to 30 minutes to complete. Please submit all surveys no later than Friday, July 12.Further details will accompany the survey email communication. If you have questions or do not receive a survey link, please contact [email protected].
Effective July 1, 2024, 365 general ledger (GL) accounts will be deactivated in PeopleSoft to maintain the chart of accounts and to support clean-up efforts in conjunction with the Cloud Enterprise Resource Planning (ERP) project (opens in new window). All accounts have no activity and zero balances since July 1, 2022.Deactivating accounts with no activity is essential for several reasons.These accounts clutter the system, making it more challenging to navigate and analyze financial data accurately. By deactivating accounts no longer in use, we streamline the GL, enhancing its efficiency and usability.Accounts no longer in use may still incur transactions or errors, leading to discrepancies in financial reporting if left unattended. Deactivating them mitigates the risk of such occurrences, ensuring the integrity of financial records.Maintaining a clean and organized GL is crucial for compliance and audit purposes. Deactivating these accounts demonstrates proactive management and adherence to accounting standards, ultimately contributing to the reliability and credibility of financial information.We anticipate that additional accounts will be identified for deactivation in the near future. Review the current list of accounts for deactivation (opens in new window) on UCSF Box (MyAccess login required). If you identify any accounts that need to remain active, please contact the Controller’s Office General Accounting team.
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:Aug 22, 2024: Award Acceptance and Setup for Sponsored ProjectsSep 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 Post Award Management (PAM) training series (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 session is open and available for registration. It will run from 10 to 11:30 a.m. on the given date:June 12, 2024Attendance 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.
The next Research Administration (RA) Town Hall will take place on Thursday, June 20, from 9:30-11:30 a.m. 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.
