Due to upcoming system updates, UCPath will be unavailable from 5 p.m. on Friday, July 12, 2024, through 6 a.m. on Monday, July 15, 2024. During this period, UCPath will not be available to all employees, managers, and transactors. The UCPath Center advises that transactors complete all necessary UCPath transactions by 3 p.m. on July 12 to ensure timely processing. Funding Entry and Salary Cost Transfer Initiators and Approvers should continue to follow established transaction processing deadlines posted in the Payroll Processing Calendar.
Throughout the month of July, and until final close in August, more than one accounting period will be open in PeopleSoft Financials. When two accounting periods are open at one time, Report Date Filters in MyReports default to either the last closed month or the open month, depending on the report purpose and design.MyReports users will see the following default Report Date Filter values during the fiscal year-end closing process:Defaults to May 2024Actual vs. Plan Comparison ReportCurrent Year vs. Prior Year Actuals Comparison ReportDefaults to FY 2024Faculty Portfolio Monthly ReportFaculty Portfolio Payroll Detail by Month ReportOperational Monthly ReportOrganization ReportPayroll Funding ReportProject Comparison ReportDefaults to Jun 2024All other reportsAvailability of filter values and data for Fiscal Year 2024-25 also varies with the accounting periods:Available after July opensFilter value: Jul 2024 (except for Faculty Portfolio reports)Available after June closesFilter value: Jul 2024 for Faculty Portfolio reportsFilter value: Fiscal Year 2024-25FY 2024-25 Beginning Net PositionFor a snapshot of balances for the June Prelim and Interim close periods, run reports the day after the PeopleSoft and MyReports nightly batch processes are complete for each respective close. Use the Ledger Post Date field in the Transaction Detail Report to determine when a specific transaction occurred.You can use the scheduling feature in MyReports to automate production and delivery of your reports for the June Prelim, Interim, and Final Close. To use this feature, schedule your desired reports to run at campus month-end close. See the Managing and Scheduling MyFavorites in MyReports job aid for detailed instructions.Contact the Controller's Office Solution Center if you have any additional questions.
All departments that accept electronic payments as UCSF Merchants must have accurate and detailed documentation of current payment processing steps. Merchant Services has created a payment process survey to help merchants quickly and easily capture this mandatory information required to maintain PCI compliance.On July 1, department contacts for all UCSF Merchant accounts should expect to receive a Qualtrics survey link. We expect the survey to take 20 to 30 minutes to complete. Please submit all surveys no later than Friday, July 12.Further details will accompany the survey email communication. If you have questions or do not receive a survey link, please contact [email protected].
Effective July 1, 2024, 365 general ledger (GL) accounts will be deactivated in PeopleSoft to maintain the chart of accounts and to support clean-up efforts in conjunction with the Cloud Enterprise Resource Planning (ERP) project (opens in new window). All accounts have no activity and zero balances since July 1, 2022.Deactivating accounts with no activity is essential for several reasons.These accounts clutter the system, making it more challenging to navigate and analyze financial data accurately. By deactivating accounts no longer in use, we streamline the GL, enhancing its efficiency and usability.Accounts no longer in use may still incur transactions or errors, leading to discrepancies in financial reporting if left unattended. Deactivating them mitigates the risk of such occurrences, ensuring the integrity of financial records.Maintaining a clean and organized GL is crucial for compliance and audit purposes. Deactivating these accounts demonstrates proactive management and adherence to accounting standards, ultimately contributing to the reliability and credibility of financial information.We anticipate that additional accounts will be identified for deactivation in the near future. Review the current list of accounts for deactivation (opens in new window) on UCSF Box (MyAccess login required). If you identify any accounts that need to remain active, please contact the Controller’s Office General Accounting team.
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 below sessions run from 10 a.m. to noon:Aug 22, 2024: Award Acceptance and Setup for Sponsored ProjectsSep 19, 2024: Billing for Sponsored ProjectsOct 17, 2024: Cash Management and Collections for Sponsored ProjectsNov 21, 2024: Financial Reporting and Award CloseoutDec 12, 2024: Compliance for Sponsored ProjectsLog into the Post Award Management (PAM) training series (opens in new window) 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 session is open and available for registration. It will run from 10 to 11:30 a.m. on the given date:June 12, 2024Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) 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, June 20, from 9:30-11:30 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.Instructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
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 below sessions run from 10 a.m. to noon:Aug 22, 2024: Award Acceptance and Setup for Sponsored ProjectsSep 19, 2024: Billing for Sponsored ProjectsOct 17, 2024: Cash Management and Collections for Sponsored ProjectsNov 21, 2024: Financial Reporting and Award CloseoutDec 12, 2024: Compliance for Sponsored ProjectsLog into the Post Award Management (PAM) training series (opens in new window) 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.
To ensure that all applications are in line with UC’s Gender Recognition and Lived Name (GRLN) policy (opens in new window), PAMDash updated PI names to reflect the individual’s lived name rather than their legal name in May. This policy is a great step toward making UCSF a more inclusive institution. If you have any questions about the PAMDash update, please reach out to CGA Service Desk.
Following up on our May newsletter announcement, we are pleased to announce the transition from a single main depository bank account to four distinct bank accounts specific to business functions. This strategic change will aid in the identification, management, and oversight of unapplied cash, supporting units in handling accounts receivable more efficiently.What’s NewStreamlined AccountsAcademic departments will use a single “Department Accounts Receivable” bank account (GL Account 10101) exclusively for all receivables. The three bank accounts for Contracts and Grants Accounting, Auxiliary and Administrative Services, and Student Accounting are now managed by their respective administrative units.Business AreaDepartment Accounts ReceivableContracts and Grants AccountingAuxiliary and Administrative ServicesStudent AccountingAccount PurposeFor services provided by specific departments, such as medical services, laboratory tests, and other professional services.Non-patient payments related to sponsored projects such as grants, contracts, etc.; includes petty cash funds for payments to Human Research subjects and related expenditures.For services rendered by central administrative units to students, faculty, staff, and visitors such as housing, dining, transportation, events, parking, police, and childcare; includes change funds used by cash handling stations.For tuition and tuition-related fees.New LockboxesEach bank account is tied to a unique lockbox to streamline the processing of paper check payments and can be found at the following pages:Payment Remittance Procedures for Department Accounts ReceivablesPayment Remittance Procedures for Sponsored ProjectsPayment Remittance Procedures for Auxiliary and Administrative DepartmentsPayment Remittance Procedures for Student AccountingHow to Prepare for This ChangeCreating and Sending InvoicesAll departments tasked with disseminating remittance information or issuing invoices directly to customers and other payers must update their invoice templates and related forms to include the updated remittance information for their business area. Payers should be directed to the appropriate lockbox address or provided with the new wire/ACH account information.For Department Accounts Receivable invoices managed through the Controller’s Office Dept A/R process (formerly Sundry Debtor), the Department Accounts Receivable bank information is already included on all invoices. Departments that choose to maintain their own accounts receivable and do not submit their invoices to the Controller's Office (for recording in the University's financial system and distribution of the invoice to the external customer) must transition payments from the main depository bank account to the department receivables bank account and lockbox. Receivables related cash not recorded by the Controller's Office through the Dept A/R process must continue to be recorded by the department via journal entry.Kindly inform your customers about the new bank account details to ensure prompt and accurate payments and mitigate any potential disruptions or misunderstandings. Existing payments in transit will remain unaffected, and payers are not obligated to re-submit any payments.Depositing Cash and Cash EquivalentsCash handlers must adhere to all documented procedures outlined on the Controller’s Office website. The Handling Cash and Checks how-to guide has been recently revised.Academic DepartmentsAcademic departments must direct all paper check payments to the Department A/R lockbox and provide the corresponding Department A/R bank account routing information for ACH/wire payments. Follow the Identifying and Handling Unclaimed Payments process to claim and process all payments once received by the bank.Sponsored project procedures for payment remittance and handling checks remain unchanged. Petty cash procedures for payments to Human Research subjects and related expenditures are also unchanged.Central Administrative DepartmentsCash handlers for central administrative departments must request new bank deposit slips immediately, following the process documented on the “Requesting UCSF Deposit Supplies” resource page.Central administrative departments may continue using existing drop locations and scanners for deposits. Additionally, these departments now have the option to direct their customers to send checks directly to the new Auxiliary and Administrative lockbox.For wire transfers or ACH payments, it is critical that departments provide external customers with the updated ACH/wire information to ensure payments are routed correctlyShould central administrative units opt for their customers to send payments directly to the lockbox, they must then diligently follow the unapplied cash list process. This is essential to accurately identify and claim payments, maintaining accountability and financial accuracy.Deposits for change funds used by cash handling stations funds will now be associated with the general ledger account 10102, and departments must adhere to the updated procedures outlined in Administering Petty Cash and Change Funds.Identifying and Handling Unclaimed PaymentsCash handlers and financial managers responsible for reviewing and claiming unapplied cash will soon observe transactions being recorded in the new bank accounts. Due to the potential delay in some payers updating their systems with the new remittance information, departments may continue see unapplied cash deposited in the main depository account.The Cash Operations team will maintain the practice of recording all unapplied cash in the Unclaimed Payments List in Box. However, starting in July, the structure of the Unclaimed Payments List will change. The new structure will be organized into separate tabs corresponding to each specific bank account. This change will simplify transaction review for departments and provide the ability to focus only on transactions relevant to their respective accounts.More detailed information and guidance will be provided in July when this report structure goes live.For additional guidance, please refer to Identifying and Handling Unclaimed Payments page.Preparing Journal EntriesDeposits made to each of the bank accounts will be recorded in the general ledger utilizing the corresponding account code in UCSF’s chart of accounts.Academic Department journal preparers are required to accurately reference the appropriate account(s) when preparing cash journals:Department accounts receivable: Account 10101 - Cash-BofA Accounts ReceivableCash-BofA campus depository: 10110 (old bank account)Central Administrative Department journal preparers are required to accurately reference the appropriate account(s) when preparing cash journals:Account 10102 - Cash-BofA Auxiliary ActivityAccount 10103 - Cash-BofA Student ActivityCash-BofA campus depository: 10110 (old bank account)For additional details, follow the procedures outlined in How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320).Contact the Controller’s Office if you have additional questions about remittance information and journal ledger accounts at [email protected] to Find Updated InformationThe Cash Operations Team will continue to reach out to all financial administrators involved in invoicing and cash handling with more information specific to their business area(s). Outreach will include templates to help departments communicate remittance changes when sending out invoices. If you have questions, contact [email protected].
