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].
Based on input from the MyReports Campus Advisory Group, the Sponsored Awards Summary Report now includes the option to group financial activity for awards by department.To use this feature, select the Show Department ID check box under Display Options on the filter page or in the report header of the On Screen HTML report output.Users should 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.
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.For the biweekly pay period ending December 21, 2024, timesheets must be entered and approved by Sunday, December 22, at 11:59 p.m.Departments implementing holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure. Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
The Controller’s Office is excited to announce that the new Tableau interface for the Financial/Payroll Code & Data Lookup tool is now live. This enhanced platform allows the UCSF community to look up key financial and payroll values, such as chart of accounts elements, award information, payroll codes, and department functional roles.Access the new interface from the Financial/Payroll Codes and Data Lookup page on the Controller’s Office website. UCSF network/VPN access and MyAccess authentication is required to log into the Tableau application. A new training guide provides step-by-step instructions for navigating the tool, filtering, and downloading search results.For questions about the tool or to report an issue, contact the Controller’s Office Solution Center.
The UCPath Center has established early payroll processing deadlines to allow for sufficient time to run their processes during the holiday season.For the biweekly pay period ending November 23, 2024, timesheets must be entered and approved by Sunday, November 24, at 11:59 p.m.For the biweekly pay period ending December 21, 2024, timesheets must be entered and approved by Sunday, December 22, at 11:59 p.m. Departments implementing December holiday closure or curtailment periods may need to establish and communicate earlier deadlines to ensure accurate timesheets are submitted and approved prior to any closure.Please inform employees and supervisors of the early timekeeping deadlines and plan accordingly.
