UCPath begins processing 2022 W-2 statements in late January. Employees from all UC locations will receive one W-2 statement from UCPath.Please take the following steps by January 13, 2023, to ensure the information on your W-2 is complete and accurate.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 (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.Consent to receive an electronic W-2. There are many good reasons to go paperless. To sign up, log into UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2.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 have an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).Important security reminderUC does not send W-2 statements or tax forms by email or text. If you receive an email or text with a link or an attachment for viewing a W-2, it is a phishing scam designed to gain your private information. Do not open attachments or click email links that claim to provide access to your W-2. To access your electronic W-2, always visit UCPath online using a safe or known link.Federal and State Earned Income Tax Credit (EITC or EIC)Per the Earned Income Tax Credit Information Act, UC includes a notice with all Form W-2 statements notifying employees that they may be eligible for the federal EITC. This is a benefit for working people with low to moderate income. To qualify, you must meet certain requirements (opens in new window) and file a tax return, even if you do not owe any tax or are not required to file. EITC reduces the amount of tax you owe and may give you a refund. For more information about the federal EITC, reference IRS Notice 797 (opens in new window) or contact the Internal Revenue Service at (800) 829-3676 or via www.irs.gov (opens in new window).You also may be eligible to receive the California EITC, starting with the 2015 tax year. The California EITC is a refundable state income tax credit for low-income working individuals and families. It is treated in the same manner as the federal EITC and generally will not be used to determine eligibility for welfare benefits under California law. To claim the California EITC, even if you do not owe California taxes, you must file a California income tax return and complete and attach the California EITC Form (FTB 3514). For information on the availability of the credit, eligibility, how to obtain necessary forms, and help filing, contact the Franchise Tax Board at (800) 852-5711 or via www.ftb.ca.gov (opens in new window).Claiming exemption from withholdingThe IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2023, you must make this choice in UCPath online before February 15, 2023.Have questions or need help?Log into UCPath online (opens in new window) and click Ask UCPath to submit an inquiry. You may 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.
The UCPath Center is reevaluating the recently announced March 18, 2023 go-live for the Salary Cost Transfer (SCT) Redesign project. The integration testing phase of the project uncovered systemic defects related to inconsistent dollar and effort percent results during GL processing. The UCPath Center is assessing options for remediation and working with campus Controllers to determine a new go-live date.More information will be shared as a new timeline is finalized.
The National Institutes of Health (NIH) and the Agency for Healthcare Research and Quality (AHRQ) published updated information regarding the Fiscal Year 2023 salary limitation under NOT-OD-23-056 (opens in new window) and NOT-HS-23-005 (opens in new window) respectively. The Further Consolidated Appropriations Act, 2023 (Public Law 117-328 (opens in new window)), signed into law on December 29, 2022, restricts the amount of direct salary which may be paid to an individual under an HHS grant, cooperative agreement, or applicable contract to a rate no greater than Executive Level II of the Federal Executive Pay Scale. Effective January 1, 2023, the Executive Level II salary level is $212,100.ProposalsThe Office of Sponsored Research (OSR) implemented use of the new salary cap on January 6, 2023, with an effective date of January 1, 2023, for all new, renewal, supplement, or resubmission NIH proposals. To do so, eProposal was updated to include the new salary cap option: $212,100- FY2023 NIH Salary Cap 01/01/23-Forward.As a reminder, please be sure to indicate in the budget justifications when personnel are over the salary cap.Existing AwardsRebudgetingThe new salary cap may be used for existing awards if adequate funds are available, as described in the NIH Notices. If the increased salary cap is adopted on existing awards, you will be allowed to rebudget funds to accommodate the new cap; however, no additional funding will be provided by the sponsor.Payroll ProcessingUCSF will use an effective date of January 1, 2023, for payroll processing using the new salary cap. The HHS cap type in the UCPath system has been updated to $212,100 with an effective date of January 1, 2023.Adjusting PayrollTo avoid the need for salary cost transfers, please complete funding entry changes in UCPath prior to January funding entry deadlines.To update payroll funding prospectively, create a new effective-dated funding record using the Salary Cap/MCOP Funding Worksheet and apply the updated “Cap Rate” on appropriate earnings distribution lines. While use of the Faculty Salary Calculator (FSC) worksheet is never required for funding entry, in keeping with past practice the FSC worksheet has been updated to include the new salary cap option, $212,100-FY2023 NIH Cap 01/01/23.Training materials and additional resources are posted on the Information for Funding Entry Initiators and Approvers (opens in new window) and Information for Salary Cost Transfer Initiators and Approvers (opens in new window) pages on the UCPath website.ContactsFor questions regarding application of the new salary cap to proposals, email [email protected] questions regarding application of the new salary cap to existing awards, contact the CGA Compliance Service Desk.Funding Entry and Salary Cost Transfer Initiators and Approvers should contact the Controller’s Office Solution Center directly for support updating funding distributions in UCPath.
The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. MyReports Campus Advisory Group members are nominated by the Control Points and actively gather and prioritize input from their constituents.The MyReports Advisory Group is scheduled to meet later in February to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point representative to create and submit a MyReports Enhancement Concept Form by your Control Point's established internal deadline.
Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to summarize rows with identical transaction attributes into a single row. This change reduces the number of similar records that are often seen in postings such as General, Automobile, Employee Liability (GAEL) and suspense journals.The following example illustrates the change users will see when running the TDR beginning on February 1, 2023. Transaction rows with identical attributes are removed and replaced with a single row that summarizes the Actual dollars for all rows having the same attributes.Before February 1, 2023: Sample TDR without summarization: Beginning February 1, 2023: Sample TDR with summarization: Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
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:February 23, 2023: PAM2 - Award Acceptance and Setup for Sponsored ProjectsMarch 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.
The next Research Administration (RA) Town Hall will take place on Thursday, March 16, from 9:10 to 11 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.To join the new 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.Visit the UCSF Information Technology website for more information about using Microsoft Teams (opens in new window).
Petty Cash verification letters were distributed via DocuSign to all petty cash custodians on January 13, 2023. Custodians must complete verification letters no later than Tuesday, February 14, 2023.Failure to comply with the required process may result in closure of the petty cash fund. If you did not receive a DocuSign email containing your petty cash verification request or if you have questions about the verification process, contact the Cash and Controls Team.
To ensure UCSF complies with applicable federal, state, and local laws and regulations, as well as UC policy and labor agreements, managers and timesheet approvers must approve timesheets in a timely manner. Approving timesheets by established deadlines is necessary for UCSF to ensure that employees receive a correct paycheck for each pay period and the correct accruals for the month. Failure to approve timesheets by the established deadline for each pay period may result in your employee being over- or underpaid.Established timelines for timesheet submission and approval are as follows:Monthly Paid EmployeesEmployees must submit timesheets by the fifth business day of the following monthManagers and timesheet approvers must approve timesheets no later than the seventh business day of the following monthBiweekly Paid EmployeesEmployees must submit timesheets by midnight Sunday following the pay period end dateManagers and timesheet approvers must approve timesheets no later than the Monday following the pay period end dateOccasionally, pay-period-specific changes to timesheet submission or approval timelines arise due to holidays, system outages, or special processing schedules. These changes are communicated in the Controller’s Office Newsletter and posted on the Messages screen in the HBS Timekeeping System.Additional resources and training materials for completing manager tasks in the HBS Timekeeping System are available on the Controller’s Office website. If you are having trouble approving your employees’ time, or if you need further assistance, contact the Controller’s Office Solution Center.
A revised version of the Late Cost Transfer Policy Exception Request Form is now available on the Controller’s Office website. The updated form aims to streamline departmental preparation and to reduce the review and approval time by Contracts and Grants Accounting (CGA).Here are four new features of the updated form:You must indicate a "Reason for Late Cost Transfer". Selecting the appropriate reason will ensure your request is quickly routed to the appropriate CGA approver.DriverReasonCGA ApproverSponsorLate Receipt of the AwardCGA Compliance ManagerUCSFLate Award Set upCGA Compliance ManagerUCSFExtenuating Circumstances (Not Administrative)Assistant Controller, CGAUse the provided fields to indicate the UCPath Direct Retro ID and Journal ID numbers created for your transfer transactions.Click the new "Validate Form" button prior to signing and submitting the form to alert you to missing required fields, reducing the likelihood that your form will be returned incomplete.The new form requires a digital signature and can be signed using Adobe’s Digital ID feature.Download a new copy of the form with each submission to ensure you are using the latest version; submissions after February 10, 2023, using prior versions of the form will be returned. In order to take advantage of all features of the form, open it using Adobe Acrobat Reader or a similar PDF application. You will be unable to complete the form by accessing it in your web browser.Remember that all late cost transfers are an exception to established policy. Your completed and signed form must be submitted along with justification for the transfer and all supporting documents including PI Approval. Further guidance and complete procedures for submitting late cost transfer policy exception requests are available on the Controller’s Office website. If you need further assistance, contact the CGA Compliance team.
