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.
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. They will run from 10 to 11:30 a.m. on the given date:May 23, 2024June 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.
Department Salary Cost Transfer Initiators and Approvers should start preparing now for fiscal year-end close. In order to be recorded in Fiscal Year 2023-24, all salary cost transfers must be approved in UCPath by 8 p.m. on Sunday, July 7, 2024, and all direct retros must be approved in UCPath by 5 p.m. on Thursday, July 4, 2024.The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer and direct retro batch processing during fiscal year end.Review the following reminders to help minimize processing delays in UCPath in preparation for year-end close.Confirming Valid ChartstringsWhen submitting transactions, UCPath will perform a chartstring validation on the “new data” chartstrings. Although “old data” chartstrings are not validated during the submission process, it is equally important that these chartstring are valid at the time of processing. If a transfer is reversing expenses on an “old data” chartstring, that chartstring must also be valid at the time of posting to the General Ledger. If it is not valid, the reversing salary and benefits will post to the payroll suspense account.Before performing a transfer, check that sponsored projects are active by using the chartfield validator (opens in new window) in PeopleSoft (MyAccess login required).Contact your CGA Service Team to verify that sponsored projects will remain open during the entire transaction processing period (submission, approval, batch processing, and posting to the General Ledger).Using the Distribution of Payroll Expense (DPE) Report to Prepare Direct RetrosThe Distribution of Payroll Expense (DPE) report is an important tool for reviewing payroll expenses in preparation for submitting a salary cost transfer or direct retro. As a best practice, use DPE data to identify specific payroll expense transactions requiring adjustments.MyReports provides the option to run the DPE report by Accounting Period or Earning Period.Reports run by Accounting Period will show all payroll transactions that were posted in the selected data range. This is the default setting.Reports run by Earning Period will show all payroll transactions that were earned in the selected date range.When reconciling effort percent by month, run the DPE report by Earning Period to view all transactions associated with an earnings end date, including leave transactions for the earnings period that may have posted in arrears in the next accounting period. Any adjustments required for a specific month should be based on the complete information by earnings end date provided in the DPE report.Please contact the Controller’s Office Solution Center if you need further assistance.
The fiscal year-end funding rollover program is scheduled to run at the end of June 2024. This process requires a "freeze" period during which Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.About the Fiscal Year-End Funding Rollover ProcessFunding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath Center run the fiscal year-end funding rollover process to create funding distributions for unexpired fund sources for the next fiscal year. This eliminates the need to re-enter funding for payroll distributions that continue beyond the current fiscal year.The rollover process determines how position funding is established for the next fiscal year.If the position’s Funding End Date is blank, the rollover process will create a new funding distribution row for the new fiscal year.If the position’s Funding End Date has expired, the rollover process will replace the expired funding chartstring with the department default chartstring.Position funding chartstrings containing inactive projects will be replaced with the department default chartstring.Fiscal Year 2023-24 Dates, Deadlines, and ActionsDate/DeadlineDepartment ActionUCPath ActionJune 19No department action required.Academic renewals for HCOMP faculty July 1 extensions will be updated in UCPath through a mass academic renewal process. Includes only renewals approved through APRP.By June 20Review current fiscal year funding distribution lines and make any updates required for funding changes to roll forward into the next fiscal year. As a best practice, the Funding End Date should be left blank for all distribution rows. By June 20Funding Entry Approvers review and approve/deny all funding entry updates required for funding changes to roll forward into the next fiscal year. From 8 a.m. on June 21 to 12 p.m. on June 27Funding entry freeze: updates prohibited during Fiscal Year End Funding Rollover processing.UCPath Center will execute the Fiscal Year End Funding Rollover process for position funding created using the Salary Cap / Multiple Component of Pay (MCOP) Funding Worksheet as well as non-MCOP funding created using the main Funding Entry page.Beginning June 28Funding Entry Initiators can enter new funding for faculty with no compensation change who need to have their funding sources reallocated. Beginning June 28Departments review position funding in MyReports for distributions appearing on the department default chartstring (i.e., Project = 2222222). Funding entry updates should be initiated and approved before the next funding entry deadline. By July 8No department action requiredAcademic renewals for July 1 compensation will be updated in UCPath through a mass academic renewal process.This date is tentative and depends on UCPath Center deadlines.Beginning July 10For faculty who receive a July 1 compensation change, have distributions set up on capped funding sources and have a compensation rate that is over the salary cap, Funding Entry Initiators must enter new funding using the Salary Cap/MCOP Funding Worksheet to align distributions with new component pay amounts. Beginning July 1The Payroll Office will publish and distribute funding rollover error reports for review by department transactors.Reports provide error details for position level funding that DID NOT rollover.Funding entry for these positions should be entered and approved before the next payroll deadline. Common QuestionsHow can I identify and review funding end dates?To view your funding end dates for positions in your department, run the Employee and Position Distribution report in MyReports.What are common funding entry errors that prevent rollover to the next fiscal year?If the rollover process does not carry forward funding to the next fiscal year, the employee will be paid out of the department default chartstring. Common errors include:Distributions that have a funding end date of June 30, 2024 or earlier. In order for funding to continue to the next fiscal year, the funding end date should be left blank.Expired funding distributions that do not pass the combo edit. For example, funding using a project where the RAS Processing End Date has expired.Positions or Departments that are inactive at the time of rollover.Funding for which funding entry was initiated, but not submitted or approved.The department will need to correct the funding and perform a salary cost transfer to transfer any payroll expenses that may have been paid out of the department default chartstring.What will happen to funding I have already set up for FY 2024-25?The fiscal year-end funding rollover process will not modify approved funding with an effective date of July 1, 2024 or later.If I know that a funding change is needed for July 1, 2024, when can I start setting up funding?If the employee’s funding does not require use of a Salary Cap / MCOP Funding Worksheet:You can enter funding changes at any time, but be sure to approve all funding effective July 1, 2024, by end of day June 20. The rollover process will skip any funding set up in the new fiscal year.You can also allow the funding rollover program to run and then enter and approve the new funding after the funding rollover program has completed. Funding changes must be entered and approved by the July 21 funding entry deadline in order for changes to be in effect for the July 2024 monthly pay cycle.If the employee’s funding requires use of a Salary Cap / MCOP Funding Worksheet:Wait for the academic renewals process to complete. You should not enter funding using the MCOP worksheet until the academic renewals process has extended the job to the new fiscal year and all compensation updates are complete.Be sure that funding updates are entered and approved by the July 21 funding entry deadline in order for changes to be in effect for the July 2024 monthly pay cycle.Help ResourcesJoin a webinar on Tuesday, June 4, 2024, 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.Bring your questions to an upcoming office hours session (opens in new window) for Funding Entry and Salary Cost Transfer Initiators and Approvers.If you have additional questions, contact the Controller’s Office Solution Center.
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).
