Due to upcoming planned maintenance, all UCPath general ledger (GL) pages will be unavailable from 12 a.m. on Thursday, January 4, 2023, through 12 p.m. on Monday, January 8, 2023.This outage will include access to all UCPath pages for funding entry, salary cost transfers, direct retros, and benefit cost transfers. Transactors cannot view or submit funding entry, salary cost transfer, benefits cost transfer or budget distribution transactions during this downtime. Please complete all necessary UCPath transactions before the outage begins.
Contracts and Grants Accounting (CGA) is pleased to share the following additional enhancements to the Research Administration System (RAS) to further aid department research administrators in identifying and reconciling sponsored research payments. These changes are part of the CGA Support Team’s ongoing efforts to streamline sponsored research collections and payment processes, to improve transparency, and to improve internal controls.Better Labeling to Identify Payment Entered DatesTo better reflect data displayed in RAS and to avoid unnecessary confusion:The Deposit/Payment Inquiry Report column previously labeled as “Accounting Date” is now “Payment Entered Dt”.Likewise, “Payment Date” is now “Payment Entered Dt” in the Invoice/Payment Recon report (available from the RAS Award Profile) to align labels between the two reports.Payment Action Dates in Deposit/Payment Inquiry ReportThe Deposit/Payment Inquiry Report now includes the dates payments were applied to or unposted from sponsored research invoices. Clicking Applied Details in any completed row will display invoice details in a pop-up window, including all awards, invoices, and amounts applied, credited, and/or unposted for the payment. See the How to Run RAS Inquiries training guide for step-by-step instructions to access the report.Bill to SponsorAs part of our efforts to improve data transparency, CGA worked with UCSF IT to provide access to the Bill to Sponsor in RAS. RAS users can now review the Bill to Sponsor on either the Award Details or Award Contacts tab in the Award Profile.While this information will typically mirror the primary sponsor, awards that use a third party payer will reflect that payer in the "Bill to Sponsor" field. If you have questions regarding any of our collection and payment processes, email [email protected].
UCPath’s new Salary Cost Transfer (SCT) process is launching on November 13, 2023. It will streamline the existing Direct Retro process, resolve existing defects, and provide improved data accuracy.Here’s how to prepare for the go-live. Please contact the Controller’s Office Solution Center with any questions.Required TrainingAll Salary Cost Transfer Initiators and Approvers should attend an instructor-led Zoom training session on the new tool to prepare for go-live. Current users will find a link to register for The Redesigned Salary Cost Transfer Entry and Approval Process (opens in new window) in My Required Training in the UC Learning Center (opens in new window). Register now to ensure you can attend at your preferred session time.The UCPath Salary Cost Transfer Redesign Project (opens in new window) video provides a brief overview of the upcoming changes.Prepare for Transaction Freeze and System OutageUCPath General Ledger pages will be unavailable to all transactors starting November 6, 12:01 a.m., until November 13, 7:00 a.m., when the cutover is complete. This outage includes all pages for Funding Entry and Direct Retros.Here’s a more detailed timeline and additional deadlines leading up to go-live:By November 3:All Salary Cost Transfer Initiators and Approvers must approve or deny pending direct retros in UCPath.All Funding Entry Initiators and Approvers must approve or deny pending funding entries in UCPath.An email to transactors went out on October 12, 2023, with instructions to identify transactions that require attention. If you did not receive this information, please contact the Controller’s Office Solution Center.November 3 – 6: Transactors should not enter any new funding or direct retro transactions into UCPath.November 6: UCPath will process direct retros and funding entries that were approved locally by the November 3 deadline. UCPath will CANCEL all direct retro and funding entries that are pending after November 3 and will notify transactors.November 6 – 13: All UCPath General Ledger pages will be locked and unavailable to transactors from November 6, 12:01 a.m., until November 13, 7:00 a.m.November 13: UCPath General Ledger pages available and new Salary Cost Transfer pages are live. Be sure to clear your browser cache prior to logging into UCPath on Monday, November 13.Take Action Now on Paychecks Prior to October 2021All transfers required on paychecks prior to October 2021 should be reviewed and completed before November 3. The existing Direct Retro pages will remain available only for a limited time after go-live. Once decommissioned, transactors will lose access to transfer paychecks prior to October 2021 and to redistribute earnings that were previously transferred using the Direct Retro tool.
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.For the biweekly pay period ending December 23, 2023, timesheets must be entered and approved by Saturday, December 23, at 11:59 p.m.Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
UCPath will begin processing 2023 W-2 statements in January. Get a head start on ensuring you are ready for tax season. Here are four actions you can take now to confirm your information in UCPath is complete and accurate.Go paperless. There are many good reasons to go paperless. To submit your consent to receive your tax forms electronically, log into UCPath online and navigate to the following pages.W-2 forms: select Employee Actions > Income and Taxes > Enroll to Receive Online W-2 (opens in new window)1095 forms: select Employee Actions > Income and Taxes > Online 1095-C Consent (opens in new window)Verify your personal email and home address in UCPath online. Even if you elect to receive an electronic W-2, it’s important to keep your personal information up to date. Log into UCPath online and navigate to Employee Actions > Personal Information > Personal Information Summary (opens in new window).Verify your dependents. The Affordable Care Act (ACA) requires UC to make reasonable efforts to obtain Social Security numbers for employees, their spouses/domestic partners, and dependents. To review or update your information, log into UCPath online, then select Employee Actions > Health and Welfare > Dependent Coverage (opens in new window).International workers: Verify your 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 in UCPath online and the GLACIER tax database match exactly. You may also opt to access an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).Have questions or need help? Log into UCPath online (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.
In July 2021, the University of California Board of Regents approved the UCGPC Systemwide Fee (opens in new window), which amounts to $7.00 annually per graduate and professional student, prorated by academic quarter.The UCGPC Fee is designed to be an optional UC-wide fee. As of Fall 2023, graduate and professional students across all UC campuses have the choice to pay the fee and contribute to the funding of the University of California Graduate and Professional Council or to opt-out. Additional information for students is available on the UCSF Office of the Registrar website (opens in new window).It is important to note that the UCGPC Systemwide Fee is not eligible to be paid with funding from federal awards, in accordance with Title 2 Code of Federal Regulations (2 CFR), part 200.454 (opens in new window).For the Fall 2023 quarter, the Controller’s Office will reallocate fees previously allocated from federal awards.As of Winter/Spring 2024, it is the responsibility of each academic department to ensure that the UCGPC Systemwide Fee is not funded by federal awards.More information about the UCGPC Systemwide Fee is available on the UCGPC website (opens in new window). Departments with questions about allocating offsets for this fee can email [email protected].
As part of UCSF’s unrelated business income tax (UBIT) filing, we are required to report any donations made by the University to charitable organizations. These donations may reduce UCSF’s unrelated business taxable income, provided the University received an acknowledgement letter from the recipient organization.If your department made charitable contributions during Fiscal Year 2022-23 (between July 1, 2022 and June 30, 2023), please email a copy of the acknowledgement letter to the General Accounting team no later than November 24, 2023. Direct all emails to [email protected] and use the subject, “FY23 Charitable Contributions." If you did not receive an acknowledgement letter but are able to request and obtain one from the recipient organization, please forward the letter upon receipt.Please note that you can submit acknowledgement letters as you receive them throughout the year. Email all acknowledgements to [email protected] with a subject that indicates the fiscal year of the contribution followed by “Charitable Contributions."If you have any questions, please contact the General Accounting team at [email protected].
On November 13, the UCPath Center successfully completed the implementation of the redesigned Salary Cost Transfer process.Accessing Salary Cost Transfer PagesMoving forward, Salary Cost Transfer Initiators and Approvers can access the new salary cost transfer pages from the Direct Retro folder within General Ledger Administration. You may want to create new favorites for these pages for quick access if you haven’t already.All transfers required on paychecks prior to October 2021 should be reviewed and completed as soon as possible. The existing direct retro pages will remain available in UCPath only for a limited time after go-live. Once decommissioned, transactors will lose access to transfer paychecks prior to October 2021 and to redistribute earnings that were previously transferred using the Direct Retro tool.Known Issues at Go-LiveTwo issues discovered during testing were not resolved in time for go-live:Off-cycle checks not being grouped by earnings period (opens in new window)Cap rate increases where the monthly rate falls below the new cap rate (opens in new window)The following additional issues were reported after go-live and are currently under review by the UCPath Center:Salary cost transfers onto federal or federal flow-through funds within 120 days of transaction posting date flagged as “high risk” (opens in new window)Salary cost transfer of FEN earnings to capped project returns error (opens in new window)You can review details for all open issues on the UCPath at UCSF website (opens in new window). Contact the Controller’s Office Solution Center to report a potential issue.Canceled Funding Entry and Salary Cost Transfer TransactionsAny funding entry or direct retro transaction canceled by the UCPath Center during cutover to go-live must be re-entered by department transactors. The UCPath Center notified initiators of cancelled transaction details in November.For More InformationUCSF’s Information for Salary Cost Transfer Initiators and Approvers page (opens in new window) contains links to our location-specific resources, including our curriculum of required training. Instructor-led Zoom training sessions on the redesigned salary cost transfer entry and approval process (opens in new window) are available only for a limited time. Register today to attend one of the remaining sessions. If you have questions or encounter any issues after the upgrade, contact the Controller’s Office Solution Center.
A few seats remain for the final module of the current Post Award Management (PAM) training series. Log into the Post Award Management (PAM) training series (opens in new window) to register for the December 14, 2023, session on Compliance for Sponsored Projects.Presented twice per year in five modules, PAM training is designed to introduce new research administrators to post award processes. It is also recommended for anyone seeking a knowledge refresher.The first series of 2024 is also available for registration:Jan 25, 2024: Award Setup for Sponsored ProjectsFeb 22, 2024: Billing for Sponsored ProjectsMar 21, 2024: Cash and Collections for Sponsored ProjectsApr 18, 2024: Financial Reporting and Award Closeout for Sponsored ProjectsMay 16, 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.
This is a reminder that the next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 10 a.m. to noon 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.To join the Research Administration forum on Microsoft Teams.Sign into Microsoft Teams and navigate to the Teams page.Click Join or create team.Type “Research Administration” in the Search teams search box.From the Search results, hover over the Research Administration team and click Join team.Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
