The next Research Administration (RA) Town Hall will take place on Thursday, June 22, 2023, 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 available on the Controller's Office website.
University of California (UC) policy BFB-BUS-29: Management and Control of University Equipment (opens in new window) requires the department and its Equipment Custodians to conduct a complete physical inventory of all property assigned to a faculty member or Principal Investigator (PI) who is separating from the University. All discrepancies must be reported to Capital Accounting for further review.In no case may the departing faculty member or PI remove University property without first obtaining the appropriate written approvals as outlined in UC policy BFB-BUS-38: Disposition of Excess Property and Transfer of University-Owned Property (opens in new window). Regardless of fund source used, proper disposal procedures must be followed. All disposals and transfers are coordinated through UCSF Logistics.Faculty or PIs wishing to transfer equipment to another non-profit institution must make a written request and obtain a multi-tiered pre-approval (Department Chair, Dean, and the Chief Procurement Officer). Except where prohibited under the terms of an award (open or closed), or in cases where an open award is relinquished to the recipient institution, the University reserves the right to disallow no-cost transfer requests and sell all property to the recipient institution at fair value.If you have questions or need assistance with the disposition of capital equipment, please contact Capital Accounting.
Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to incorporate BearBuy Purchase Orders (POs) associated with shipments fulfilled through UCSF’s Inbound Freight Program (opens in new window). Report users can now see the PO Number on the transaction line and can drill to the originating PO directly by clicking the Voucher ID link. This change eliminates the need to run the Accounts Payable/Purchase Order Inquiry Report separately.The following example highlights the addition of the PO Number for these transaction rows.Prior to enhancement:Transaction TypeSource CodeAccountAccount DescriptionTransaction DescriptionJournal DateActualPO NumberVoucher IDVoucher42652104PharmaceuticalsVANTAGE POINT LOGISTICS INC5/3/2325.50 03727829After enhancement:Transaction TypeSource CodeAccountAccount DescriptionTransaction DescriptionJournal DateActualPO NumberVoucher IDVoucher42652104PharmaceuticalsVANTAGE POINT LOGISTICS INC5/3/2325.50B00251861003727829Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
Effective July 1, 2023, the Facilities and Administrative (F&A) indirect cost recovery rate for State of California funded agreements will increase to 35% for on-campus awards. The indirect cost recovery rate for projects performed off-campus will remain at a maximum of 25% of Modified Total Direct Costs (MTDC).Rates as of February 2023 are as follows.PeriodOn-CampusOff-CampusJuly 1, 2022 through June 30, 202330%25%July 1, 2023 through June 30, 202435%25%These rates do not apply to funds originating from a federal award subject to the Uniform Guidance (opens in new window). In accordance with 2 CFR § 200.414 (opens in new window) and 2 CFR § 200.331 (opens in new window), when UC performs as a subrecipient to a state pass-through entity under a federal award, the campus will recover its federally-negotiated F&A rate.Additional information about UC rates for indirect cost recovery for on-campus projects funded by State of California agencies is available on the UC Office of the President's website (opens in new window). If you have questions about your state-funded agreements, contact the CGA Service Desk.
As previously announced, the Student Accounting function has moved from Contracts and Grants Accounting (CGA) to join the newly-formed Accounts Receivable and Banking Services team. Contracts & Grants Accounting Service Team 1 (opens in new window) continues to support post-award research administration functions, such as termination notices and award management, for all fellowships and training grants:Student fellowships (designated by the agreement type FEL)Training grants (designated by Federal awards with the funding mechanism of D43, D71, T01, T02, T08, T09, T15, T20, T32, T34, T35, T37, T40, T42, T71, T89, T90, TL1, TI4, TU2, RL5, RL9, R90, U2R)For all inquiries related to your award, contact the CGA Service Desk at 415-476-1462 or [email protected]. To identify your CGA contact for your specific award, use the Find Your CGA Service Team search feature on the Controller’s Office website.
Credit Card Merchant Services is excited to announce the planned implementation of Total Compliance Tracking (TCT) compliance software to support UCSF’s PCI compliance management process. The tool provides automated PCI testing, including automated task management and email reminders. It will also help manage the retention of testing documentation for each merchant, including task activities, guidance, and supporting materials.With the release of PCI Data Security Standard (DSS) version 4.0 on March 31, 2022, UCSF will adopt new PCI compliance standards beginning this year. The TCT software will include updated guidance to ensure adherence to the new regulatory changes.Implementation activities are underway with a planned rollout in May. Credit Card Merchant Services will be reaching out to merchants with more information and will provide training prior to receiving automated TCT messaging and reminders. Look for more information in future editions of the Controller’s Office Newsletter.
Update: the UCPath Center has postponed this implementation, originally scheduled for April 2023. This announcement has been updated to include the current implementation timeline, now planned for May 2023. After additional testing, the UCPath Center has also confirmed that there will be no change to the look and feel of earnings statements for non-exempt employees.The UCPath Center has set a tentative date of May 7, 2023, to implement a new Time and Labor module with the goal to simplify and improve the time collection process from campus locations by using PeopleSoft delivered functionality. While this UCPath Roadmap Project mostly brings behind-the-scenes changes to central UCPath operations, the UCSF community will see the following changes. Please note that UCSF employees will continue to use HBS to record time and leave.Earnings StatementsEarnings statements for non-exempt employees will continue to list all earning descriptions by FLSA week.Leave Redistribution Details in Direct Retro Transactions and Distribution of Payroll Expense DataFinancial administrators will see a change in the level of detail for the redistribution of paid leave transactions (e.g., vacation and sick leave) in UCPath and MyReports for monthly exempt employees. For each combination of chartstring, earnings code, and earnings period:The new process will summarize total hours for leave earnings codes by month end date (currently distribution lines are not aggregated, and a new distribution line is created for each day that a leave is taken).Distribution lines for vacation/leave offsets to Regular pay (REG and REG-like earnings codes) will also be summarized by month end date.Example: a monthly-paid employee records vacation taken on January 3 and 4, 2023.Current state: leave earnings distribution rows and corresponding offsets are displayed for each day of leave recorded.Fiscal YearAccounting PeriodBus UnitFundDept IDProjectActivity PeriodFunctionFlexfieldAccountRetroEarn Begin DateEarn End DatePay End DatePaycheck DateERN/DOSHoursAmount20238SFCMP50001234561111111 72 50417L1/1/231/31/232/28/233/1/23VAC8500.0020238SFCMP50001234561111111 72 50417L1/1/231/31/232/28/233/1/23VAC8500.0020238SFCMP50001234561111111 72 50403L1/1/231/31/232/28/233/1/23REG-8-500.0020238SFCMP50001234561111111 72 50403L1/1/231/31/232/28/233/1/23REG-8-500.00Future state: leave earnings distribution rows and corresponding offsets will be summarized for each earnings code and chartstring by earnings end date for the month reported.Fiscal YearAccounting PeriodBus UnitFundDept IDProjectActivity PeriodFunctionFlexfieldAccountRetroEarn Begin DateEarn End DatePay End DatePaycheck DateERN/DOSHoursAmount20238SFCMP50001234561111111 72 50417L1/1/231/31/232/28/233/1/23VAC161000.0020238SFCMP50001234561111111 72 50403L1/1/231/31/232/28/233/1/23REG-16-1000.00Salary Cost Transfer Initiators and Approvers will see these changes in Direct Retro pages for paychecks beginning with the May 31, 2023, pay end date. This change will significantly reduce the number of transactions rows when working with Old Data and New Data sections. MyReports users with access to the Transaction Detail Report (TDR) and Distribution of Payroll Expense (DPE) reports by Account or Alt Account will see the same reduction in the number of transaction rows in report outputs.If you have questions about this change, contact the Controller’s Office Solution Center.
Update: The original version of this announcement incorrectly stated that journals “must be prepared and approved by departments no later than 7 p.m. on the second business day of the following month.” This has been revised to reflect that journals must be prepared, approved, and posted by departments before month end close.Beginning April 27, 2023, journals for recording cash receipts (using Source Code 320) and credit card payments (using Source Code 323) are no longer routed to the Controller’s Office via PeopleSoft workflow for review and approval. Journals post as part of the PeopleSoft nightly batch process upon approval by department journal approvers.This change allows for more accurate department financial activity by eliminating posting delays caused by the additional approval step during periods of high-volume activity. It also supports the Controller’s Office goal to increase capacity for value-added tasks by reducing manual processes while maintaining proper internal financial controls.Department journal preparers and journal approvers remain responsible for meeting all requirements to record cash and credit card journals in the general ledger.Journals to claim cash and credit card payments are time sensitive, should be claimed within five business days of deposit or receipt of funds, and must be prepared, approved, and posted by departments before month end close.Journals must meet all header and line data entry requirements and include all appropriate supporting documentation.Department journal approvers must ensure that all journal transactions submitted to them are reasonable and accurate based on the approver’s knowledge of the activity, journal documentation, and conformity to UCSF and other agency policies.The Controller’s Office will continue to review and reconcile posted cash and credit card journals on a weekly basis. Unreconciled journals will be flagged for additional review by Controller’s Office staff. Department journal preparers will be responsible for submitting any necessary journal corrections identified during the reconciliation process.Resources for preparing cash receipt and credit card journals are available on the Controller’s Office website. If you have questions about cash receipt or credit card journals, email [email protected].
The Controller’s Office will host a presentation on Thursday, June 8, 2023, to communicate fiscal year-end close activities, timelines, and expectations. Participants will have an opportunity to raise questions during the live broadcast.Department managers, financial administrators, financial analysts, research administrators, and anyone else involved in the year-end close process should plan to watch the live broadcast or review the recorded presentation.Thursday, June 8, 2023, 10 - 11 a.m.Advance registration is required. A link to join the presentation will be emailed upon registration.The recording and slides will be available on the Controller's Office website after the June session.If you have questions, contact the General Accounting & Reporting team.
New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests.The following sessions are available for registration:May 15, 10 - 11:30 a.m.Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) to register.Meeting details will be emailed to registered students prior to the class. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
