Funding Entry Initiators can consult a recent State Resources for Salary Support job aid that addresses two common scenarios for handling funding entry for Health Sciences Compensation Plan (HSCP) faculty supported by 19xx state funds.UCSF guidelines restrict the use of state sources for salary support above Scale 0 for HSCP faculty. UCPath does not currently provide warnings or error messages to enforce this restriction, and departments are responsible for ensuring that funding entry is correct and allowable at the time of funding entry and approval.Access the job aid and additional training resources on the Information for Funding Entry Initiators and Approvers page of the UCPath at UCSF website. If you have questions about interpreting funding guidelines, contact your control point.
Fiscal year-end close is approaching. If you are responsible for any year-end close activities, please attend the year-end close presentation on Wednesday, June 5, from 11 a.m. to noon. Click here (opens in new window) to register. The recording and slides will be available on the Controller's Office website after the June session. The year-end presentation is a great resource to learn more about the year-end close process, including dates and discussion of key close activities.Year-End Key Dates 2024As we prepare for year-end, note the following key dates:June Soft Close: (All account/fund changes for Fiscal Year 2023-2024 must be requested by this date.): Friday, June 28June Prelim Close: Wednesday, July 10June Interim Close: Friday, July 19June Control Point Final Close: Tuesday, July 23June Final Close: Friday, August 2Scheduling ReportsYou 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." The MySchedule function will deliver the report the day after the close date (e.g., for June Prelim on Thursday, July 11) and notify the designated recipients by email. See the How to Manage and Schedule MyFavorites in MyReports job aid for detailed instructions.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting at [email protected].
The California Institute for Regenerative Medicine (CIRM) has implemented a new salary cap, effective July 1, 2024. The CIRM salary cap has increased from $301,000 to $336,000 per year at 100% FTE.The new salary cap can be used for existing awards, and funds can be re-budgeted to accommodate the increase in salary starting July 1. However, incremental salary charges must be covered by existing CIRM funds; no additional CIRM funds will be provided to cover the increase. Future proposals should be submitted using the increased cap for budgeting purposes.The CIRM salary cap specifies the maximum amount of an individual's salary that can be charged to a CIRM award. Per CIRM Grants Administration Policy, the salary cap is adjusted every other fiscal year to account for the cumulative percent change in the California Consumer Price Index. A history of CIRM’s salary caps is available on the For Researchers section of the CIRM website.Unlike the U.S. Department of Health & Human Services (DHHS) salary cap, departmental action is required to ensure compliance with the CIRM salary cap. In order for salary cap restrictions to be applied in UCPath, the CIRM salary cap must be indicated in the Research Administration System (RAS) for all applicable awards. RAS will be updated by July 1 for all awards where the CIRM salary cap is already in place. Departments are responsible for confirming that CIRM awards are correctly identified in RAS after July 1.Funding Entry Initiators should follow fiscal year-end rollover activity dates and deadlines to apply relevant salary cap changes to July 1, 2024 funding distributions. The HSCP Salary Calculation Worksheetw) has been updated with the July 1 CIRM salary cap.If you have questions about the new salary cap and your CIRM award, please 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 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.
Refer to the following resources and dates to ensure you are prepared for fiscal year-end close activities.PresentationIf you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on June 5, 2024, watch the recorded session and review presentation slides on the Controller's Office website.Key 2024 Year-End DatesAs we prepare for year-end, note the following key dates:June Prelim Close: Wednesday, July 10June Interim Close: Friday, July 19June Control Point Final Close: Tuesday, July 23These key dates and other close deadlines are available on the General Ledger Monthly Schedule.Scheduling ReportsYou 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." The MySchedule function will deliver the report the day after the close date (e.g., on Thursday, July 11 for June Prelim) and notify the designated recipients by email. Read more about fiscal year-end and MyReports.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting.
Based on a joint proposal from UCSF Global Programs and the Controller’s Office Accounting & Reporting team, a new Foreign Affiliate Transaction Detail Report is now available to assist in the review and reconciliation of transactions in foreign currencies related to established operations in foreign countries. The report provides accurate and timely information for researching and sampling of transactions in foreign currencies. Authorized users can run the report by account, fund, and other chartstring attributes or specific journal details.Intended only for use by UCSF Global Programs accounting teams, MyReports users with the new Foreign Affiliate role can access the new report from the Foreign Affiliate tab. Users may need to clear their web browser cache for the new report to appear.To learn more, review the new job aid in the MyReports section of the Controller's Office website. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.
In September 2023, the UCPath Center reported that certain payroll adjustment transactions were backlogged due to unanticipated vacancies and volume.The UCPath Center provided the following update as of March 22, 2024, for payroll adjustments that will result in a change to an employee’s 2023 wage information and a corrected W-2 form (W-2C) for the 2023 tax year.For adjustments submitted to UCPath Center by the November 17, 2023, deadline:Electronic W-2Cs will be available by April 1, 2024UCPath notified 89 UCSF employees about their W-2Cs via email on March 13, 2024; those who opted for printed tax documents will also receive a hard copy via U.S. MailFor adjustments submitted November 18 - December 31, 2023UCPath is prioritizing transactions requiring W-2Cs and are targeted for completion by May 1, 2024UCPath will notify these employees about their W-2Cs via email by April 5, 2024UCPath is processing payroll adjustments in the order received and will provide an update by April 19, 2024.Those impacted who have questions or need assistance, should contact UCPath by visiting UCPath online at ucpath.universityofcalifornia.edu (opens in new window) and clicking on the “Ask UCPath” button on the main page. You can also call 855-982-7284 to speak with an associate Monday through Friday between 8 a.m. and 5 p.m. (PT).
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 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. They will run from 10 to 11:30 a.m. on the given date:May 23, 2024June 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.
Department Salary Cost Transfer Initiators and Approvers should start preparing now for fiscal year-end close. In order to be recorded in Fiscal Year 2023-24, all salary cost transfers must be approved in UCPath by 8 p.m. on Sunday, July 7, 2024, and all direct retros must be approved in UCPath by 5 p.m. on Thursday, July 4, 2024.The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer and direct retro batch processing during fiscal year end.Review the following reminders to help minimize processing delays in UCPath in preparation for year-end close.Confirming Valid ChartstringsWhen submitting transactions, UCPath will perform a chartstring validation on the “new data” chartstrings. Although “old data” chartstrings are not validated during the submission process, it is equally important that these chartstring are valid at the time of processing. If a transfer is reversing expenses on an “old data” chartstring, that chartstring must also be valid at the time of posting to the General Ledger. If it is not valid, the reversing salary and benefits will post to the payroll suspense account.Before performing a transfer, check that sponsored projects are active by using the chartfield validator (opens in new window) in PeopleSoft (MyAccess login required).Contact your CGA Service Team to verify that sponsored projects will remain open during the entire transaction processing period (submission, approval, batch processing, and posting to the General Ledger).Using the Distribution of Payroll Expense (DPE) Report to Prepare Direct RetrosThe Distribution of Payroll Expense (DPE) report is an important tool for reviewing payroll expenses in preparation for submitting a salary cost transfer or direct retro. As a best practice, use DPE data to identify specific payroll expense transactions requiring adjustments.MyReports provides the option to run the DPE report by Accounting Period or Earning Period.Reports run by Accounting Period will show all payroll transactions that were posted in the selected data range. This is the default setting.Reports run by Earning Period will show all payroll transactions that were earned in the selected date range.When reconciling effort percent by month, run the DPE report by Earning Period to view all transactions associated with an earnings end date, including leave transactions for the earnings period that may have posted in arrears in the next accounting period. Any adjustments required for a specific month should be based on the complete information by earnings end date provided in the DPE report.Please contact the Controller’s Office Solution Center if you need further assistance.
