The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.Currently scheduled and available for registration:March 23, 2023: PAM3 - Billing for Sponsored ProjectsApril 27, 2023: PAM4 - Cash Management and Collections for Sponsored ProjectsMay 25, 2023: PAM5 - Financial Reporting and Award Closeout for Sponsored ProjectsLog into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
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:March 15, 10 - 11:30 a.m.April 20, 1 - 2:30 p.m.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.
We are pleased to announce improvements to the Department Accounts Receivable (formerly Sundry Debtor) process. Department Accounts Receivable (Dept A/R) is the amount due to UCSF from an external customer for payment of goods supplied and/or services already rendered. Dept A/R does not apply to sponsored projects, UCSF Health, or student/employee receivables.Changes to the process were based on stakeholder survey responses and interviews. The improvements were designed to make the Dept A/R process easier and more efficient for participating departments without requiring modifications to the UCSF financial system.Who Should Use the Dept A/R ProcessDepartments that regularly provide facilities, goods, and/or services to external (non-University of California) customers and do not collect payment at the time the good or service was provided should adopt the new Dept A/R process.Users of the former Sundry Debtor process will convert to the Dept A/R process. Key changes for these users are adoption of the new invoice and use of the new report in MyReports.Key Benefits of the Dept A/R ProcessLess work for department staff:Standardized invoice and billing processCentralized payment and deposit handlingCentrally recorded accounting entriesNext day access to invoice and accounts receivable information by running a report in MyReports rather than sorting through a PDF file. Report options include:View invoice information to determine payment status or to review chartstring informationView an ‘aging report’ to identify invoices with outstanding balances that may require follow-upView a ‘customer report’ to support customer interactionView invoices by Dept ID, department contact, customer, contract number, or invoice numberEliminates need for year-end accruals of outstanding invoicesVisibility of true department financial status:Revenue and accounts receivable recorded immediatelyImproved tracking and reportingNew Department Accounts Receivable Report in MyReportsAbility to include contract number on invoices and financial entriesSeparation of Dept A/R from sponsored project and other payments by new Account numbers and bank accountsHow to Get StartedReview the updated information about Dept A/R on the Controller’s Office website:Overview and Handling Dept A/RSubmitting Dept A/R Invoices and the Dept A/R Invoice FormMonitoring Dept A/RMyReports Department Accounts Receivable ReportConsider attending office hours from 1 to 2 p.m. on the third Thursday of every month. During this group session, you can watch an overview of the new Dept A/R process and ask questions about adopting it in your department.Click here (opens in new window) to join at the start of office hours.You must log into your UCSF Zoom account to join.Departments that participated in the previous Sundry Debtor process should start using the new Dept A/R Invoice Form immediately. Departments that have not previously participated in the Sundry Debtor process (including departments that currently manage their own accounts receivable and want to switch) should follow the steps in Submitting Dept A/R Invoices.MyReports users with the Financial Role can access the new Department Accounts Receivable Report on the Operational Reports tab; a new access request is not needed.Departments that choose not to participate in the new Dept A/R process will continue to manage their own accounts receivable. Look for more information about required process changes for these departments, including use of a new bank account, in future editions of the Controller’s Office Newsletter.If you have questions about Dept A/R, send email to [email protected].
Introducing the Controller’s Office Accounts Receivable and Banking Services Team
Based on input from the MyReports Campus Advisory Group, two new columns have been added to the Transaction Detail Report (TDR) and Distribution of Payroll Expense (DPE) by Account Report:Project ManagerResearch Services Analyst (RSA)Use the Display Columns filter to include the new columns and tailor the report output as desired.Users must clear their web browser cache to take advantage of this enhancement. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.
To align with a recent enhancement to the Distribution of Payroll Expense (DPE) reports, the Payroll Funding, Faculty Portfolio Monthly, and Payroll Detail by Month reports have been updated to more accurately reflect the percent of effort for biweekly employees in months with three biweekly pay cycles. Previously, the percent of effort was based on 160 working hours per monthly period regardless of the actual number of biweekly pay cycles in the period. As a result of this enhancement:Percent of effort for periods with two biweekly pay cycles is calculated based on 160 working hours.Percent of effort for periods with three biweekly pay cycles is calculated based on 240 working hours.Refer to the Payroll Processing Schedule on the Controller’s Office website to review the schedule of biweekly pay cycles. If you have any questions about MyReports or to report a potential issue, contact the Controller's Office Solution Center.
MyReports has released a new Department Accounts Receivable Report as a component of UCSF’s improved process for handling department accounts receivable. It provides information about department accounts receivable (Dept A/R) invoices billed to external, non-UC affiliated customers for payment of goods supplied and/or services already rendered. This type of A/R was formally referred to as Sundry Debtor. The report includes flexible display options, including an aging summary view of outstanding balances, invoice chartstring details for General Ledger reconciliation, and the ability to group invoices by customer or department contact. MyReports users with the Financial Role can access the new report from the Operational Reports tab. Users may need to clear their web browser cache to access the new report. 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.
Based on input from the MyReports Campus Advisory Group, the Faculty Portfolio Monthly Report has been enhanced with new functionality to display expense subtotals when viewing the report for sponsored projects. Checking the new Show Expense Subtotals checkbox filter on the filter page or in the On Screen HTML report output will include additional subtotals for Direct Project Expenses, Indirect Project Expenses, and Total Project Expenses.An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to 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.
In December, HBS was enhanced to apply new daily overtime rules for employees in the Clerical and Allied Services Unit. Employees covered under the Clerical and Allied Services Unit contract earn overtime when work hours exceed the hours of a full-time employee’s regular daily schedule on pay status or when hours exceed forty hours on pay status in a work week. The new daily overtime provision allows that an employee whose work hours exceed their regular scheduled shift of eight hours, or more, a day will earn overtime.Overtime hours for hours worked in excess of eight hours are compensated at one and one-half time the straight-time rate.Overtime hours are compensated at two times the straight-time rate for hours worked in excess of twelve hours in a day.The daily overtime provisions are effective November 27, 2022, for biweekly paid employees and December 1, 2022, for monthly paid employees.The new daily overtime rules reference the scheduled shift designated in HBS when calculating the daily overtime; standard shifts are 8-hours or alternative schedules include 9-hours, 10-hours, and 12-hours. To ensure the correct calculation, managers and supervisors must regularly review employee schedules and contact HBS Processing Center to make any needed updates.
2023 Changes to UC’s Pay for Family Care and Bonding Program
