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.
To ensure that all applications are in line with UC’s Gender Recognition and Lived Name (GRLN) policy (opens in new window), PAMDash updated PI names to reflect the individual’s lived name rather than their legal name in May. This policy is a great step toward making UCSF a more inclusive institution. If you have any questions about the PAMDash update, please reach out to CGA Service Desk.
Following up on our May newsletter announcement, we are pleased to announce the transition from a single main depository bank account to four distinct bank accounts specific to business functions. This strategic change will aid in the identification, management, and oversight of unapplied cash, supporting units in handling accounts receivable more efficiently.What’s NewStreamlined AccountsAcademic departments will use a single “Department Accounts Receivable” bank account (GL Account 10101) exclusively for all receivables. The three bank accounts for Contracts and Grants Accounting, Auxiliary and Administrative Services, and Student Accounting are now managed by their respective administrative units.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 services.Non-patient payments related to sponsored projects such as grants, contracts, etc.; includes petty cash funds for payments to Human Research subjects and related expenditures.For 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 stations.For tuition and tuition-related fees.New LockboxesEach bank account is tied to a unique lockbox to streamline the processing of paper check payments and can be found at the following pages:Payment Remittance Procedures for Department Accounts ReceivablesPayment Remittance Procedures for Sponsored ProjectsPayment Remittance Procedures for Auxiliary and Administrative DepartmentsPayment Remittance Procedures for Student AccountingHow to Prepare for This ChangeCreating and Sending InvoicesAll departments tasked with disseminating remittance information or issuing invoices directly to customers and other payers must update their invoice templates and related forms to include the updated remittance information for their business area. Payers should be directed to the appropriate lockbox address or provided with the new wire/ACH account information.For Department Accounts Receivable invoices managed through the Controller’s Office Dept A/R process (formerly Sundry Debtor), the Department Accounts Receivable bank information is already included on all invoices. Departments that choose to maintain their own accounts receivable and 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 transition payments from the main depository bank account to the department receivables bank account and lockbox. Receivables related cash not recorded by the Controller's Office through the Dept A/R process must continue to be recorded by the department via journal entry.Kindly inform your customers about the new bank account details to ensure prompt and accurate payments and mitigate any potential disruptions or misunderstandings. Existing payments in transit will remain unaffected, and payers are not obligated to re-submit any payments.Depositing Cash and Cash EquivalentsCash handlers must adhere to all documented procedures outlined on the Controller’s Office website. The Handling Cash and Checks how-to guide has been recently revised.Academic DepartmentsAcademic departments must direct all paper check payments to the Department A/R lockbox and provide the corresponding Department A/R bank account routing information for ACH/wire payments. Follow the Identifying and Handling Unclaimed Payments process to claim and process all payments once received by the bank.Sponsored project procedures for payment remittance and handling checks remain unchanged. Petty cash procedures for payments to Human Research subjects and related expenditures are also unchanged.Central Administrative DepartmentsCash handlers for central administrative departments must request new bank deposit slips immediately, following the process documented on the “Requesting UCSF Deposit Supplies” resource page.Central administrative departments may continue using existing drop locations and scanners for deposits. Additionally, these departments now have the option to direct their customers to send checks directly to the new Auxiliary and Administrative lockbox.For wire transfers or ACH payments, it is critical that departments provide external customers with the updated ACH/wire information to ensure payments are routed correctlyShould central administrative units opt for their customers to send payments directly to the lockbox, they must then diligently follow the unapplied cash list process. This is essential to accurately identify and claim payments, maintaining accountability and financial accuracy.Deposits for change funds used by cash handling stations funds will now be associated with the general ledger account 10102, and departments must adhere to the updated procedures outlined in Administering Petty Cash and Change Funds.Identifying and Handling Unclaimed PaymentsCash handlers and financial managers responsible for reviewing and claiming unapplied cash will soon observe transactions being recorded in the new bank accounts. Due to the potential delay in some payers updating their systems with the new remittance information, departments may continue see unapplied cash deposited in the main depository account.The Cash Operations team will maintain the practice of recording all unapplied cash in the Unclaimed Payments List in Box. However, starting in July, the structure of the Unclaimed Payments List will change. The new structure will be organized into separate tabs corresponding to each specific bank account. This change will simplify transaction review for departments and provide the ability to focus only on transactions relevant to their respective accounts.More detailed information and guidance will be provided in July when this report structure goes live.For additional guidance, please refer to Identifying and Handling Unclaimed Payments page.Preparing Journal EntriesDeposits made to each of the bank accounts will be recorded in the general ledger utilizing the corresponding account code in UCSF’s chart of accounts.Academic Department journal preparers are required to accurately reference the appropriate account(s) when preparing cash journals:Department accounts receivable: Account 10101 - Cash-BofA Accounts ReceivableCash-BofA campus depository: 10110 (old bank account)Central Administrative Department journal preparers are required to accurately reference the appropriate account(s) when preparing cash journals:Account 10102 - Cash-BofA Auxiliary ActivityAccount 10103 - Cash-BofA Student ActivityCash-BofA campus depository: 10110 (old bank account)For additional details, follow the procedures outlined in How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320).Contact the Controller’s Office if you have additional questions about remittance information and journal ledger accounts at [email protected] to Find Updated InformationThe Cash Operations Team will continue to reach out to all financial administrators involved in invoicing and cash handling with more information specific to their business area(s). Outreach will include templates to help departments communicate remittance changes when sending out invoices. If you have questions, contact [email protected].
Funding Entry Initiators can consult a recent State Resources for Salary Support job aid that addresses two common scenarios for handling funding entry for Health Sciences Compensation Plan (HSCP) faculty supported by 19xx state funds.UCSF guidelines restrict the use of state sources for salary support above Scale 0 for HSCP faculty. UCPath does not currently provide warnings or error messages to enforce this restriction, and departments are responsible for ensuring that funding entry is correct and allowable at the time of funding entry and approval.Access the job aid and additional training resources on the Information for Funding Entry Initiators and Approvers page of the UCPath at UCSF website. If you have questions about interpreting funding guidelines, contact your control point.
Fiscal year-end close is approaching. If you are responsible for any year-end close activities, please attend the year-end close presentation on Wednesday, June 5, from 11 a.m. to noon. Click here (opens in new window) to register. The recording and slides will be available on the Controller's Office website after the June session. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.Year-End Key Dates 2024As we prepare for year-end, note the following key dates:June Soft Close: (All account/fund changes for Fiscal Year 2023-2024 must be requested by this date.): Friday, June 28June Prelim Close: Wednesday, July 10June Interim Close: Friday, July 19June Control Point Final Close: Tuesday, July 23June Final Close: Friday, August 2Scheduling ReportsYou 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." The MySchedule function will deliver the report the day after the close date (e.g., for June Prelim on Thursday, July 11) and notify the designated recipients by email. See the How to Manage and Schedule MyFavorites in MyReports job aid for detailed instructions.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting at [email protected].
The California Institute for Regenerative Medicine (CIRM) has implemented a new salary cap, effective July 1, 2024. The CIRM salary cap has increased from $301,000 to $336,000 per year at 100% FTE.The new salary cap can be used for existing awards, and funds can be re-budgeted to accommodate the increase in salary starting July 1. However, incremental salary charges must be covered by existing CIRM funds; no additional CIRM funds will be provided to cover the increase. Future proposals should be submitted using the increased cap for budgeting purposes.The CIRM salary cap specifies the maximum amount of an individual's salary that can be charged to a CIRM award. Per CIRM Grants Administration Policy, the salary cap is adjusted every other fiscal year to account for the cumulative percent change in the California Consumer Price Index. A history of CIRM’s salary caps is available on the For Researchers section of the CIRM website.Unlike the U.S. Department of Health & Human Services (DHHS) salary cap, departmental action is required to ensure compliance with the CIRM salary cap. In order for salary cap restrictions to be applied in UCPath, the CIRM salary cap must be indicated in the Research Administration System (RAS) for all applicable awards. RAS will be updated by July 1 for all awards where the CIRM salary cap is already in place. Departments are responsible for confirming that CIRM awards are correctly identified in RAS after July 1.Funding Entry Initiators should follow fiscal year-end rollover activity dates and deadlines to apply relevant salary cap changes to July 1, 2024 funding distributions. The HSCP Salary Calculation Worksheetw) has been updated with the July 1 CIRM salary cap.If you have questions about the new salary cap and your CIRM award, please email [email protected].
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.
Refer to the following resources and dates to ensure you are prepared for fiscal year-end close activities.PresentationIf you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on June 5, 2024, watch the recorded session and review presentation slides on the Controller's Office website.Key 2024 Year-End DatesAs we prepare for year-end, note the following key dates:June Prelim Close: Wednesday, July 10June Interim Close: Friday, July 19June Control Point Final Close: Tuesday, July 23These key dates and other close deadlines are available on the General Ledger Monthly Schedule.Scheduling ReportsYou 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." The MySchedule function will deliver the report the day after the close date (e.g., on Thursday, July 11 for June Prelim) and notify the designated recipients by email. Read more about fiscal year-end and MyReports.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting.
Based on a joint proposal from UCSF Global Programs and the Controller’s Office Accounting & Reporting team, a new Foreign Affiliate Transaction Detail Report is now available to assist in the review and reconciliation of transactions in foreign currencies related to established operations in foreign countries. The report provides accurate and timely information for researching and sampling of transactions in foreign currencies. Authorized users can run the report by account, fund, and other chartstring attributes or specific journal details.Intended only for use by UCSF Global Programs accounting teams, MyReports users with the new Foreign Affiliate role can access the new report from the Foreign Affiliate tab. Users may need to clear their web browser cache for the new report to appear.To learn more, review the new job aid in the MyReports section of the Controller's Office website. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.
In September 2023, the UCPath Center reported that certain payroll adjustment transactions were backlogged due to unanticipated vacancies and volume.The UCPath Center provided the following update as of March 22, 2024, for payroll adjustments that will result in a change to an employee’s 2023 wage information and a corrected W-2 form (W-2C) for the 2023 tax year.For adjustments submitted to UCPath Center by the November 17, 2023, deadline:Electronic W-2Cs will be available by April 1, 2024UCPath notified 89 UCSF employees about their W-2Cs via email on March 13, 2024; those who opted for printed tax documents will also receive a hard copy via U.S. MailFor adjustments submitted November 18 - December 31, 2023UCPath is prioritizing transactions requiring W-2Cs and are targeted for completion by May 1, 2024UCPath will notify these employees about their W-2Cs via email by April 5, 2024UCPath is processing payroll adjustments in the order received and will provide an update by April 19, 2024.Those impacted who have questions or need assistance, should contact UCPath by visiting UCPath online at ucpath.universityofcalifornia.edu (opens in new window) and clicking on the “Ask UCPath” button on the main page. You can also call 855-982-7284 to speak with an associate Monday through Friday between 8 a.m. and 5 p.m. (PT).
