In July 2021, the University of California Board of Regents approved the UCGPC Systemwide Fee (opens in new window), which amounts to $7.00 annually per graduate and professional student, prorated by academic quarter.The UCGPC Fee is designed to be an optional UC-wide fee. As of Fall 2023, graduate and professional students across all UC campuses have the choice to pay the fee and contribute to the funding of the University of California Graduate and Professional Council or to opt-out. Additional information for students is available on the UCSF Office of the Registrar website (opens in new window).It is important to note that the UCGPC Systemwide Fee is not eligible to be paid with funding from federal awards, in accordance with Title 2 Code of Federal Regulations (2 CFR), part 200.454 (opens in new window).As of Winter/Spring 2024, it is the responsibility of each academic department to ensure that the UCGPC Systemwide Fee is not funded by federal awards.More information about the UCGPC Systemwide Fee is available on the UCGPC website (opens in new window). Departments with questions about allocating offsets for this fee can email [email protected].
The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. MyReports Advisory Group representatives are nominated by the Control Points and actively gather and prioritize input from their constituents. The MyReports Advisory Group is scheduled to meet in March to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point representative to submit an Enhancement Concept Form (opens in new window) by your Control Point's established internal deadline. The recently improved submission process now uses SmartSheet and requires single sign on via MyAccess.
Based on input from the MyReports Campus Advisory Group and feedback from our users, the Employee and Position Roster Report has been enhanced with the following additional features:There is a new option in the Display Columns section for displaying ITFS Rate, Network Rate, and VLA Rate in the report output.The ITFS Rate and Network Rate displayed are governed by the Show UCPath Rates as 1.0 FTE filter and reflect the most recent recharge journal posting.The VLA Rate is not governed by the Show UCPath Rates as 1.0 FTE filter in this report.Annual Rate now displays by default.New sort filter options have been added.Report Sort 1 defaults to None.Report Sort 2 defaults to None.Users should clear their web browser cache to take advantage of this enhancement. An updated job aid is available in the MyReports section of the Controller’s Office website.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
In January, two new Business Units were created in PeopleSoft to facilitate the recording of financial transactions in the General Ledger for UCSF Health operations. These additions are specifically in response to UCSF Health's recent acquisition (opens in new window) of two San Francisco hospitals, namely Saint Mary’s Medical Center and Saint Francis Memorial Hospital. These newly established Business Units, SFSMH and SFSFH respectively, are assigned for the exclusive use of UCSF Health's accounting teams and have been incorporated into the MyReports Business Unit filters.
On January 29, 2024, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2024 salary limitation under NOT-OD-24-057 (opens in new window). NIH is currently operating under a Continuing Resolution. The “Further Continuing Appropriations and Other Extensions Act, 2024” (Public Law 118-22 (opens in new window)) applies the terms and conditions of the Consolidated Appropriations Act, 2023. These terms and conditions of the Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management recently released new salary levels for the Executive Pay Scale. Effective January 1, 2024, the salary limitation for Executive Level II is $221,900.ProposalsThe Office of Sponsored Research (OSR) implemented use of the new salary cap on January 18, 2024, for all new, renewal, supplement, or resubmission NIH proposals. To do so, eProposal was updated to include the new salary cap option: $221,900- FY2024 NIH Salary Cap 01/01/24-Forward.As a reminder, please be sure to indicate in the budget justifications when personnel are over the salary cap.Existing AwardsRebudgetingThe new salary cap may be used for existing awards if adequate funds are available, as described in the NIH Notices. If the increased salary cap is adopted on existing awards, you will be allowed to rebudget funds to accommodate the new cap; however, no additional funding will be provided by the sponsor.Payroll ProcessingUCSF will use an effective date of January 1, 2024 for payroll processing using the new salary cap. The HHS cap type in the UCPath system will be updated shortly to $221,900 with an effective date of January 1, 2024.Adjusting PayrollTo avoid salary cost transfers as much as possible, please complete funding entry changes in UCPath as soon as possible prior to the February funding entry deadline. January payroll funding entry deadlines have all past. To retroactively adjust January payroll to reflect the new salary cap, please submit a Salary Cost Transfer using standard practices.To update payroll funding prospectively, create a new effective-dated funding record using the Salary Cap/MCOP Funding Worksheet and apply the updated “Cap Rate” on appropriate earnings distribution lines. While use of the Faculty Salary Calculator (FSC) worksheet is never required for funding entry, in keeping with past practice the FSC worksheet is being updated to include the new salary cap option, $221,900-FY2024 NIH Cap 01/01/24.Training materials and additional resources are posted on the Information for Funding Entry Initiators and Approvers (opens in new window) and Information for Salary Cost Transfer Initiators and Approvers (opens in new window) pages on the UCPath website.ContactsFor questions regarding application of the new salary cap to proposals, email [email protected] questions regarding application of the new salary cap to existing awards, contact the CGA Compliance Service Desk.Funding Entry and Salary Cost Transfer Initiators and Approvers should contact the Controller’s Office Solution Center directly for support updating funding distributions in UCPath.
Beginning March 2024, MyReports will load UPlan Forecast and Plan data daily instead of weekly. Updates in UPlan as of 10 p.m. will be available the next day in MyReports. UPlan integrates financial and operational planning models to provide an in-depth look at UCSF operations and its related impact on the financial outlook. Learn more about requesting access and using UPlan on the Budget and Resource Management website (opens in new window).
Important announcements from the HBS Processing Center: The UCSF Health Floating Holiday for the César Chávez Day holiday (March 29) is scheduled to post on March 7, 2024, for employees in the following collective bargaining units:Clerical & Allied Services – CXRegistered Nurses – NXSkilled Craft – K2Technical - TXNon-Represented – 99 For details about the availability of this floating holiday visit the Controller’s Office website. Members of the Registered Nurses - NX collective bargaining unit will be able to choose between banking compensatory time or having compensatory time paid out (the default election) during the annual election period coming up from March 14-April 15, 2024. If you are in this bargaining unit and do not wish to change your CTO election, no action is needed. If you wish to change your election in HBS, complete the CTO form (opens in new window) (MyAccess login required) and submit to [email protected] by April 15.
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 have updated the current series format to provide more interaction between instructors and fellow learners. 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: Mar 21, 2024: Cash and Collections for Sponsored ProjectsApr 18, 2024: Financial Reporting and Award Closeout for Sponsored ProjectsMay 16, 2024: Compliance for Sponsored Projects Log 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 next Research Administration (RA) Town Hall will take place on Thursday, March 14, from 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 available on the Controller's Office website.
When funding information is missing or invalid, UCPath posts corresponding payroll expenses to a department default chartstring. While this practice reduces the occurrence of payroll suspense items and gives greater visibility to identify and fix funding distribution issues, additional effort is required by departments to perform corrections using the UCPath Salary Cost Transfer/Direct Retro process. The quick reference guide, Understanding Department Default and Catch-All Funding Sources (opens in new window) (MyAccess login required), contains guidance for Funding Entry Initiators seeking to proactively address funding entry issues that may result in posting to the department default chartstring. Tips for monitoring potential issues using the MyReports Employee and Position Distribution Report are also provided. Financial Management Dashboard Metrics That Can Help As a best practice, departments should regularly monitor and take action to correct payroll expenses that are recorded to the department default chartstring by the following month-end close. In 2022, Audit & Advisory Services added two metrics to the Financial Management Dashboard (opens in new window) to help departments identify payroll transactions requiring corrections: Payroll Default Chartstrings: Identifies campus payroll transactions requiring correction after posting to department default chartstrings due to invalid funding setupPayroll Transactions in Suspense: Identifies campus payroll transactions requiring correction after posting to payroll suspense due to invalid funding setup. Payroll suspense items are cleared with the assistance of the Payroll Office and require two to three months to fully clear. Review Clearing Salary and Benefit Expenses in Payroll Suspense for the process and department responsibilities for clearing suspense items. Avoiding Issues When Posting Salary Cost Transfers/Direct Retros To avoid payroll expenses posting to suspense or a department default chartstring during a Salary Cost Transfer/Direct Retro, Salary Cost Transfer Initiators should take the following actions to validate chartstrings before submitting transactions: Validate both “new data” and “old data” chartstrings. In cases where a Salary Cost Transfer/Direct Retro is reversing all expenses on an “old data” chartstring, UCPath will not validate the chartstring at the time of submission (UCPath only validates chartstrings entered into the “new data” section of the transaction.). However, the chartstring for the reversing salary and benefits must be valid at the time of posting to the General Ledger or it will post to the payroll suspense account. Use the Chartfield Validator (opens in new window) in PeopleSoft Financials (MyAccess login required) to confirm that old data chartstrings are valid prior to submitting your transaction.Confirm that sponsored projects are active. A sponsored project must remain open during the entire Salary Cost Transfer/Direct Retro transaction processing period, from submission through posting to the General Ledger.Use the Salary Cost Transfer/Direct Retro schedule in the Payroll Processing Calendar to confirm processing dates.Make sure that the Salary Cost Transfer/Direct Retro transaction is approved. The approval process may sometimes take a week or more, which may cause an issue with how long the activity period will be kept active.File the appropriate paperwork for late Salary Cost Transfers/Direct Retros in a timely manner. The paperwork specifically required for Late Salary Cost Transfers/Direct Retros will need to be submitted to CGA’s Compliance Unit for review, which may add additional time to the process.Research Services Analysts (RSAs) can confirm Project Activity Periods, Activity Period End Dates, and Processing End Dates on the Award Periods tab in the Research Administration System (RAS). Consult the RAS User Reference for more information.If the intended transaction will allocate or remove expenses on an inactive activity period in the current month, contact your CGA Service Team to open the period prior to submitting the Salary Cost Transfer/Direct Retro. If you have questions about addressing payroll that posted to suspense or the department default chartstring, contact the Controller’s Office Solution Center.
