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.
Update: an earlier version of this announcement stated the last day to elect to receive 1095-C and W-2 statements electronically as January 1, 2025.Sign up before Jan. 3, 2025, to receive your 2024 1095-C and your 2024 W-2 statements electronically.Now is a great time to update your settings in UCPath online to receive your 1095-C and W-2 tax forms electronically. And, if you’re still getting your paycheck in the mail, you can sign up for direct deposit as well.Going paperless provides a more sustainable way to maintain secure digital access to your tax information, and signing up for direct deposit may qualify you for incentives at your bank.Go Paperless Today: Here’s HowIn UCPath online (opens in new window), select Employee Actions > Income and Taxes to make the following elections:Online 1095-C consent (opens in new window)Enroll to receive online W-2 (opens in new window)Direct Deposit (opens in new window)Complete the necessary security checks and follow the steps to enroll. The links above provide detailed instructions (MyAccess login required).Other Ways to Prepare for Tax SeasonVerify 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 (job aid (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 (job aid (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.
It’s been one year since the UCPath Center implemented the redesigned salary cost transfer (SCT) process. This initiative aimed to streamline and improve the previous direct retro (DR) process and introduced several key enhancements designed to benefit transactors across the University of California system.Upon the initial launch, a backlog of enhancement requests was identified for a future phase. In response, UCPath initiated Phase 2 of the SCT redesign in September 2024. The primary goal of this phase is to further enhance the SCT solution to be more user-friendly and to address deferred requirements, including those related to restricted, unrestricted, work-study, and MCOP components from Phase 1.Phase 2 Implementation Timeline:The project is divided into four sprints with specific deployment dates:Sprint 1: October 2024Sprint 2: February 2025Sprint 3: May 2025Sprint 4: September 2025As detailed information about specific enhancements and changes for each sprint becomes available, UCPath will share updates that may impact system transactors. We expect that some design considerations will require further review; these will be discussed and reviewed by UCSF’s UCPath Customer Advisory Board (opens in new window) to ensure alignment with current business requirements.Decommissioning of Direct Retro (DR) ToolThe original direct retro tool has remained temporarily available for transactions involving paychecks prior to October 2021 and for redistributing earnings previously transferred using the DR tool. We are awaiting UCPath’s announcement of the planned decommission timeline for the direct retro tool.If you have questions about the salary cost transfer or direct retro process, contact the Controller’s Office Solution Center.
We are excited to announce the launch of a new online training course for department equipment custodians. The new UCSF Equipment Custodian Certification course replaces the previous training and will continue to be required for all new equipment custodians.In addition, we now require that all current custodians complete this certification course annually. This month, existing custodians will be assigned the required training in the UC Learning Center. Custodians should expect an email message with further details.The completion of this training will enhance our internal controls over inventorial equipment by ensuring that all custodians are up to date with current policy and procedures.As a reminder, below are the definitions of inventorial equipment and some of the primary responsibilities of equipment custodians.Responsibilities of Equipment Custodians:Equipment custodians oversee the inventorial equipment for which they are responsible. Inventorial equipment is defined as free-standing, non-expendable equipment with a useful life of over one year and acquired at a cost of $5,000 or more (including sales tax, freight, and installation).Equipment custodians are delegated the following primary responsibilities by Department Heads:Tracking and Record-Keeping: Maintaining accurate records of all capital equipment assigned to them, which includes ensuring that each item is properly tagged and the UCSF asset records are up to date in Peoplesoft Asset Management;Bi-annual Inventory: Conducting a Bi-annual physical inventory of all equipment by verifying the presence and condition of each item, updating records as necessary;Security and Maintenance: Ensuring that equipment is stored securely and maintained in good working order;Compliance with Policies: Adhering to the university’s policies and procedures regarding the use, transfer, and disposal of equipment; custodians must stay informed of any changes to these policies.For questions, please contact [email protected]
Contracts and Grants Accounting (CGA) is implementing a new step in the process to submit fixed price billing requests for clinical trial milestone invoices.Departments submit requests to generate invoices for Fixed Price Clinical Trial awards using the CGA Request page in the Research Administration System (RAS). In order for the CGA Service Team to recognize that clinical trial fixed price invoices pertain to milestones, we are requesting that departments explicitly state the purpose of the Fixed Price Bill request. Departments should enter the following standardized language in the Additional Comments field for all fixed price clinical trial milestone invoice requests:“This invoice request is for a Clinical Trial Milestone Invoice, which does not require payment/collection follow-up.”The CGA Service Team will use a new feature in RAS to log these invoices and determine if they pertain to clinical milestone billing. CGA will implement a monitoring process for these clinical trial milestone invoices to ensure proper review.CGA can also retroactively associate previously processed prepaid lines associated with clinical trial milestones. If you have any such invoices, please submit a list to the CGA Service Team by January 31, 2025, for review and assessment.More about clinical trial milestonesA clinical trial milestone is a key achievement or activity specified in a contract, such as patient enrollment, site activation, data submission, or subject visit completion, that triggers payment or signifies progress in a clinical trial.A clinical trial milestone invoice is an internal document used to record revenue earned per contract terms in the general ledger as subject visits are completed. Unlike traditional invoices, these are not sent to sponsors, as payments are typically issued automatically by sponsors or clinical research organizations based on specified intervals or milestone completions.As a reminder, the CGA Accounts Receivable team will not take any collection actions for clinical trial milestone invoices. It is the department’s responsibility to work with the sponsor to ensure payment of these invoices.Step-by-step instructions on how to submit fixed prices invoices are available on the Controller’s Office website. Please contact [email protected] for any questions about clinical trial invoicing.
To assist departments in identifying their funds, the Controller's Office Cash Operations Team provides weekly updates on Tuesdays to the Unclaimed Payments List in UCSF Box. Due to the upcoming holidays, updates will be posted on Monday, December 23, 2024, and on Monday, December 30, 2024, one date earlier than usual.See Identifying and Handling Unclaimed Payments for instructions on accessing the Unclaimed Payments List in UCSF Box. If you have questions, 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 2024 (between July 1, 2023 and June 30, 2024), please email a copy of the acknowledgement letter to the General Accounting team no later than December 13, 2024. Direct all emails to [email protected] and use the subject, “FY24 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].
