To ensure petty cash is properly accounted for and that records are accurately stated, petty cash verification letters will be distributed via DocuSign to petty cash custodians in early January.Has your petty cash account recently changed custodianship? Does your account need to be terminated? Please process any petty cash account changes before January to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.If you have questions about petty cash procedures or the verification process, contact the Cash Operations Team at [email protected].
In conjunction with other applications and systems at UCSF, including UCPath and HBS, MyReports is implementing the University of California's Gender Recognition and Lived Name (GRLN) policy (opens in new window) to ensure that all individuals are recognized with their accurate lived name in all reports.In the coming months, name changes on reports will be rolled out incrementally. During the implementation some reports may show a different name than in other reports, or possibly within the same report. We recommend using an employee’s ID number to confirm identity across reports during this transition.Our goal is to fully implement the GRLN policy by June 2024. While recognition of gender identity is also part of this policy, this attribute is not currently available in MyReports. Look for a future announcement in the Controller’s Office Newsletter once implementation in MyReports is complete.
Based on input from the MyReports Campus Advisory Group, the Net Position Report now includes an option to display Function Code in the report output. In addition, a new Display Codes and Descriptions filter allows users to tailor the display of chartfield information, available on both the filter page and 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.
Later this month, the MyReports team will release a new version of the Distribution of Payroll Expense (DPE) by Account Report. Based on input from the MyReports Campus Advisory Group, a new Suspense Indicator filter will be available to support the monitoring of suspense activity. In addition, the Suspense Indicator field will be included in the default display columns for the report.There are also adjustments to how the following fields are displayed to help narrow the width of the default report:The Employee Record Number will be abbreviated to Emp Rec NoThe Display Columns filter for Earn Begin Date will default to uncheckedThe Display Columns filter for Paycheck Date will default to uncheckedUsers can select from the Display Columns picklist filter to further tailor the report output and can save individual filter settings via the MyFavorites functionality.Look for an additional announcement via the MyReports listserv once the new report features are available. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
UCPath Adds Notification Email for Direct Deposit Updates
In December 2022, the University of California and employees represented by the United Auto Workers (UAW) reached new collective bargaining agreements for represented Postdoctoral Scholars and Academic Researchers and Academic Student Employees and Graduate Student Researchers.Contracts and Grants Accounting, the Office of Sponsored Research, and UCSF Human Resources have produced a video presentation to assist research administrators in understanding the various appointment combinations and funding requirements for Postdoctoral Scholars, GSRs, and Residents/Clinical Fellows under the new bargaining agreements.The presentation is divided into approximately one-hour recorded sections that will be available beginning December 11, 2023, and will cover appointment requirements based on collective bargaining agreements for:Postdoctoral ScholarsGraduate Student Researchers (GSR)Residents and Clinical FellowsWatch the video presentation, titled Trainee Appointment and Compensation Review Under the New Collective Bargaining Agreements (CBA), in the UC Learning Center beginning on December 11. Live Q&A sessions will be offered via Zoom in January 2024, to provide a forum for research administrators to ask follow-up questions after the presentation.We strongly encourage all research administrators with responsibility for financial/post award management of Postdoctoral Scholars, Graduate Student Researchers (GSRs), and Residents/Clinical Fellows, to watch the recorded presentation and attend a follow-up Q&A session.Look for additional information at the December 13 Research Administration Town Hall and in the RA Town Hall channel of the Research Administration forum on Microsoft Teams. If you have questions, contact [email protected].
To assist departments in identifying their funds, the Controller's Office Cash Operations Team provides weekly updates on Tuesdays to the Unclaimed Payments List in UCSF Box. Due to the upcoming holidays, updates will be posted on Wednesday, December 27, 2023, and on Wednesday, January 3, 2024, one date later than usual.See Identifying and Handling Unclaimed Payments for instructions on accessing the Unclaimed Payments List in UCSF Box. If you have questions, email [email protected].
UCSF implemented changes to PeopleSoft Financials in July 2023 to comply with the UC Office of the President’s Common Chart of Accounts (CCOA).In an ongoing effort to meet contract and grant reporting requirements since the CCOA go-live, the Controller’s Office is implementing a change in the use of Account numbers when recording journal entries for Intercampus Orders and Charges (IOC) and Interlocation Transfer of Funds (ITF). Moving forward, these recharges must be recorded using an Account number that indicates the UC location, instead of an Account reflecting the nature of the expense.Effective January 1, 2024, the Controller’s Office will record IOC and ITF transactions related to UCSF sponsored projects using two sets of Accounts:A new Account range, 52701-52711, will be used to record non-sponsored project to sponsored project activities:52701: UCB-Recharge Sponsor Expense52703: UCD-Recharge Sponsor Expense52704: UCLA-Recharge Sponsor Expense52705: UCR-Recharge Sponsor Expense52706: UCSD-Recharge Sponsor Expense52707: UCSC-Recharge Sponsor Expense52708: UCSB-Recharge Sponsor Expense52709: UCI-Recharge Sponsor Expense52710: UCM-Recharge Sponsor Expense52711: UCOP-Recharge Sponsor ExpenseThe existing Account range, 77301-77311, will be used to record non-sponsored project to non-sponsored project activities only:77301: UCB-Recharge Expense77303: UCD-Recharge Expense77304: UCLA-Recharge Expense77305: UCR-Recharge Expense77306: UCSD-Recharge Expense77307: UCSC-Recharge Expense77308: UCSB-Recharge Expense77309: UCI-Recharge Expense77310: UCM-Recharge Expense77311: UCOP-Recharge ExpenseMore information about handling ITF and IOC transfers is available on the Controller’s Office website. If you have questions, email [email protected].
With the start of the new calendar year, all employees should review these important deadlines related to pay, taxes, and benefits and take action as needed.January 12, 2024: Tax information deadlineUCPath will begin to process W-2s in late January. To ensure the information on your W-2 is complete, accurate, and reaches you, take the following steps by January 12, 2024:Opt-in for electronic W-2. The secure and convenient way to receive your W-2. To sign up, log in to UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2.Verify personal email and home address in UCPath online. Both your email and home address must be accurate regardless of whether you receive an electronic or paper W-2.Verify dependents. To review or update your dependent information, log in to UCPath (opens in new window), and select Employee Actions > Health and Welfare > Dependent Coverage.International workers: Verify GLACIER account information. International employees may receive a W-2 or 1042-S (Foreign Person's U.S. Source Income Subject to Withholding). To ensure your tax information is sent correctly, verify that your personal email and home addresses match exactly in UCPath online and the GLACIER tax database. You may also opt to have an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).February 15, 2024: Deadline to claim exemption from withholdingIf you claim exemption from tax withholding you are required by the IRS to complete a new W-4 each year. If you claim exemption from withholding in 2024, make this choice in UCPath before February 15.Have questions or need help?Read more (opens in new window) about tax and payroll reminders on UCnet. To get help, log into UCPath (opens in new window) and click Ask UCPath to submit an inquiry. You can also call the UCPath Center to speak with an associate at (855) 982‐7284 from 8 a.m. to 5 p.m. (PDT) Monday through Friday.
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].
