MyTime has a new go-live timeline:Biweekly employees will go live with the biweekly pay period beginning Sunday, May 11, 2025.Monthly employees will go live with the monthly pay period beginning Sunday, June 1, 2025.The MyTime project team continues working to ensure that all timekeeping and scheduling components of the new system are ready for launch.Below is a quick refresher on what’s changing with MyTime. As we approach the new go-live timeline, look for more details about how to get ready, including training and cutover actions from current systems to MyTime.What’s Changing with MyTimeMyTime will modernize our timekeeping and scheduling tools to help all employees accurately capture and validate their time worked and time off. MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health (Clairvia, StaffReady, OnOrOff, and symplr).As you prepare for the transition to MyTime, be aware of the following timekeeping changes that impact non-exempt (hourly) employees across both campus and UCSF Health.Timekeeping: All non-exempt (hourly) employees will be expected to clock in and out for every scheduled shift and meal period using an available clocking option – UCSF computer workstation, time clock, kiosk, or optionally, a mobile device.Rounding: For payroll purposes, the current practice of rounding to the nearest quarter hour (15 minutes) when clocking in and out at the beginning and end of each shift remains the same. However, when clocking in and out for a meal (lunch/dinner), exact times will be recorded without rounding.Attestation: Non-exempt employees will be prompted at the end of each shift to verify their time stamps and confirm meal and rest breaks were provided and taken.Exempt (salaried) employees do not report hours and will continue to only record leave like vacation, sick leave and PTO, using a new timesheet interface conveniently available from computer workstations or mobile devices.More information is available on the MyTime project website, including answers to common questions. Have a different question? Please contact your department’s MyTime Change Agent.
The Post Award Management (PAM) training series provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us.Currently scheduled and available for registration, the following sessions run from 10:10 a.m. to noon:Mar 20, 2025: Cash Management and Collections for Sponsored ProjectsApr 24, 2025: Financial Reporting and Award CloseoutMay 15, 2025: Compliance for Sponsored ProjectsLog into the UC Learning Center 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.
The Controller’s Office Student Accounting team regularly conducts training to guide administrators through every aspect of the non-payroll stipend process. New employees responsible for submitting non-payroll stipend requests are encouraged to attend. The training is also a good refresher for all employees who submit these requests.The following sessions are open and available for registration.March 12, 2025, 10 - 11:30 a.m.April 10, 2025, 1 - 2:30 p.m.May 14, 2025, 10 - 11:30 a.m.Attendance is limited, and registration is required. Log into the UC Learning Center to register. This training is presented via Zoom; meeting details will be emailed to registered students prior to the class.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 13, 2025, from 10:10 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.Instructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
In December, UCSF Merchant Services announced the release of an updated Payment Card Industry Data Security Standards (PCI DSS) training curriculum. UCSF's new Payment Card Industry (PCI) Security Awareness Training is designed to familiarize employees, merchants, executives, and IT staff with credit card security issues and enhance their skills in maintaining the security and safety of the UCSF payment card environment and cardholder data.All employees handling payment card and cardholder information and their managers are required to complete training upon hire, and annually thereafter.Training is segmented into five modules tailored by role and covers the specific responsibilities of merchants, cashiers, IT professionals, and managers. Merchant staff must complete only the modules relevant to their merchant role or roles.PCI for Cashiers: required for all students and cashiers who process card payments one at a timePCI for eCommerce: required for all merchant/department staff and managers responsible for managing and maintaining ecommerce/online stores onlyPCI for Merchant Process Managers: required for all merchant/department managersPCI for Information Technology Staff: required for all system administrators and IT staff responsible for securing systems within the Cardholder Data EnvironmentPCI for Executives: recommended for all heads of unit (campus) and senior executives/executive directors (UCSF Health) of merchant departments that accept credit cardsAll staff, including managers, with a role in your department’s merchant activity must be assigned and complete the new, relevant PCI DSS training module to meet regulatory requirements. Staff managers should complete the steps of assigning their respective staff. The deadline to complete training is January 31, 2025.Merchant department managers were contacted on December 10, 2024, with instructions for identifying and assigning training for relevant staff. Managers can refer to How to Assign and Monitor Required Controller’s Office Training Available in the UC Learning Center for step-by-step instructions.For questions or assistance, please email [email protected].
In February 2025, UCSF will pilot a new final pay process in UCPath, along with a few UC campus locations. The process will streamline payments by compressing the timeline to one day, with payments issued via direct deposit.The new final pay process will enable UCSF to efficiently process final pay for employees while ensuring compliance with California Labor Code 202. Additionally, it will help reduce the manual workload for our UCPath partners involved in processing final pay requests.Please note that the following items are not included in this pilot and will be addressed in a future UCPath roadmap enhancement phase:Submitting mass terminationsReleasing PDF pay advices on an employee’s termination dateManaging changes to future-dated terminationsAutomating the reconciliation of benefit premiums to determine if a terminating employee requires a deduction or refund on their final paycheckIf you have questions about the final pay process, contact the Controller’s Office Solution Center.
Please note this important change for Graduate Student Researcher (GSR) fellows and trainees receiving 1098-T tax forms for qualified education expenses paid from UCPath.What’s Changing: Integration of Payroll Information for GSR Fellows and TraineesIn early January 2025, UCPath will begin providing payroll information for Graduate Student Research (GSR) fellows and trainees to the 1098-T vendor for tax reporting purposes. This will supplement the current 1098-T process managed by individual locations. This change supports UCPath’s shift to processing GSR fellow and trainee payments, which began on August 1, 2024.To help support this transition, UCPath shared reports with location-designated contacts in November and December to validate data and address any concerns before the information is sent to the 1098-T vendor.What is a 1098-T?The 1098-T form reports qualified education expenses for students receiving fellowships, scholarships, or stipends. Key items on the form include:Box 1: Reports tuition and fees paid during the year.Box 5: Reports the total of all fellowships and scholarships awarded.New Support Email for GSR Fellow and Trainee InquiriesCampus locations will continue to serve as the first point of contact for any 1098-T related questions from students. To assist with any questions students may have, we have set up a dedicated email address: [email protected] email will be monitored by the Registrar, Payroll, and Student Accounts teams to ensure that your inquiries are directed to the right department based on the nature of your question. UCSF will work closely with UCPath to assist GSR fellows and trainees with any 1098-T related questions.The new email address will also be available on the Student Information System (SIS) landing page, where students access their 1098-T forms. We hope that the integration will be seamless, but please don’t hesitate to reach out if you need further clarification.For any payroll adjustments or corrections, UCSF will follow the standard payroll support model and can submit an inquiry to UCPath if additional assistance is needed.We are committed to ensuring a smooth transition and helping students with any questions they may have. If students need assistance, please have them contact us at [email protected].
The Controller’s Office continues its ongoing effort to streamline and clean up general ledger (GL) chart of account values in conjunction with UCSF’s Project One implementation. Effective January 1, 2025, 77 revenue and expense accounts have been deactivated. This is in addition to 365 GL accounts deactivated in July, 2024. All accounts have no activity since July 1, 2022.Review the current list of accounts for deactivation in UCSF Box (MyAccess login required). If you identify any accounts that need to remain active, please contact the Controller’s Office General Accounting team.We anticipate that additional accounts will be identified for deactivation in the near future. This ongoing effort is a critical step in data preparation and migration planning for the general ledger component of Project One. In addition, maintaining a clean and organized GL is crucial for compliance and audit purposes and demonstrates proactive management and adherence to accounting standards.
The following new features are now available in the Proposal and Award Metrics Dashboard (PAMDash). These enhancements reflect the continued collaboration between Contracts and Grants Accounting (CGA) and UCSF’s research administration community to provide self-service access to extramural funding metrics.New dashboard page:A new Award Volume dashboard page based on Award Begin Date shows the count of awards monthly, yearly, and year-to-date.New and updated data filters for the following:Proposal Action Type: A new filter in the Proposal Summary, Proposal Amount, and Proposal Detail By Year dashboard pages allows users to view proposals based on Proposal Action Types: New, Renewal, Transfer In, Supplement, Continuation, and Resubmission.RSA Name: This filter is now labeled Dept RSA Name on all dashboard pages that limit proposals and award data to the primary project Research Services Analyst (RSA) assigned.New metrics and data elements:A new Cumulative Diversity Supplements by Funding Entry Counts metric on the Diversity Supplement dashboard page shows monthly cumulative volume of awards with Diversity Supplement award modifications by fiscal or calendar year. Modifications will be counted in the month the funding was added (Funding Added) or the funding start date (Prorated Funding) based on the Funding Type filter value selected.How To Get StartedLog into PAMDash to experience the new features (MyAccess login and UCSF network/VPN connection required).Join CGA for an upcoming demonstration session to see the new features, walk through common scenarios for using the dashboard, and get answers to your questions:January 15, 2025,11 a.m. to 12 p.m.Mark your calendars and click here at the start of the session to join (UCSF authentication is required).PAMDash is managed by the Project and Data Team within CGA. If you have any questions about PAMDash, email [email protected].
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us.Currently scheduled and available for registration, the following sessions run from 10:10 a.m. to noon: Feb 27, 2025: Billing for Sponsored ProjectsMar 20, 2025: Cash Management and Collections for Sponsored ProjectsApr 24, 2025: Financial Reporting and Award CloseoutMay 15, 2025: Compliance for Sponsored ProjectsLog into the UC Learning Center 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.
