This is a reminder that the next Research Administration (RA) Town Hall will take place on Wednesday, December 13, 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.To join the Research Administration forum on Microsoft Teams.Sign into Microsoft Teams and navigate to the Teams page.Click Join or create team.Type “Research Administration” in the Search teams search box.From the Search results, hover over the Research Administration team and click Join team.Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
The deadlines to sign up for electronic tax forms are before Jan. 1, 2024, to receive your 2023 1095-C electronically and before Jan. 12, 2024, to receive your 2023 W-2 statement 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 (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 (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.
Note the following deadlines and instructions from University Development and Alumni Relations (UDAR) Gift Administration and Gift Accounting teams for handling year-end gifts. Gift processing and gift transfer forms and instructions are available in the Gift & Foundation Accounting section of the Controller’s Office website.Year-End Gifts Cash GiftsPromptly forward all gifts received in your department, including the mailing envelope and any donor correspondence, to Gift Administration’s lockbox account at US Bank using the Gift Transmittal Form; the Gift Transmittal Form and lockbox mailing instructions are available on the Controller's Office website. Mailing instructions are as follows:For gifts sent by U.S. Mail:UCSF FoundationPO Box 45339San Francisco, CA 94145-0339For gifts sent by Courier (e.g., Federal Express, etc.):Lockbox/Item Processing OperationsUS Bank, NA501 Canal Boulevard, Suite ERichmond, CA 94804Attn: UCSF Foundation Lockbox 45339All cash gifts mailed and with a postmark of December 31, 2023, or earlier are considered 2023 gifts. Items showing a postmark date of 2023 will be receipted as 2023 gifts, even if they are deposited into the lockbox in January 2024. As donors will expect to receive a gift receipt shortly after making their gift, please forward items promptly for processing.Credit Card GiftsThe gift date for credit card gifts is the date the gift was made online or when the gift is manually charged in house by Gift Administration. Credit card gifts should be made online at giving.ucsf.edu (opens in new window).Credit card gifts received on or before December 31 will be processed in 2023; credit card gifts made subsequent to December 31 will be processed in the new year, and the donor’s receipt will indicate a 2024 gift date.Wires and SecuritiesPlease have donors contact UDAR Gift Administration at [email protected] for instructions and assistance on how to make their gift via wire transfer or transfer of securities. Gift Administration coordinates with donors on wires and securities to ensure that these gifts can be easily identified and processed.To reduce the occurrence of transfers without specific donor information please do not instruct donors to use wire or securities instructions that may have been provided for prior gifts.If you have any questions about year-end gift processing procedures, please contact UDAR Gift Administration at [email protected] and Endowment Income Fund Transfers for SpendingTransfers of gift and endowment income funds from SFFDN to SFCMP can be made at any time by initiating an inter-business unit journal entry in PeopleSoft. Transfers for capital projects or transfers greater than one million dollars require that you complete a Transfer of Funds Request Form and submit the completed form to [email protected] for processing.If you have any questions on the gift funds transfer process, please contact [email protected].
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 23, 2023, timesheets must be entered and approved by Saturday, December 23, 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.
On September 28, 2023, Funding Entry Initiators and Approvers were notified via email about the recent completion of October 2023 faculty range adjustments in UCPath. These adjustments resulted in compensation changes for employees, effective 10/1/2023. In some cases, an employee’s total compensation changed. In other cases, the total compensation remained the same but there was a change to individual pay component amounts (e.g., HSR, HSP, HSN).When an employee receives a compensation change, Funding Entry Initiators are responsible to align the employee’s funding distributions to match the employee’s updated compensation. As a result of the 10/1/2023 range adjustments, new funding with an effective date of 10/1/2023 may be required.The email to Funding Entry transactors included a link to a report of all faculty who received a 10/1/2023 range adjustment. Transactors should review 10/1/2023 compensation changes and enter new funding distributions effective 10/1/2023 as necessary to align with the employee’s updated compensation.To avoid the need for salary cost transfers, please make funding updates by the 10/25/2023 funding entry deadline for the 10/31/23 monthly payroll cycle. Funding entry users who did not receive the September email notification or who need further assistance can contact the Controller’s Office Solution Center.
The next Research Administration (RA) Town Hall will take place on Wednesday, December 13, 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.To join the Research Administration forum on Microsoft Teams.Sign into Microsoft Teams and navigate to the Teams page.Click Join or create team.Type “Research Administration” in the Search teams search box.From the Search results, hover over the Research Administration team and click Join team.Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
The UCPath Center kicked off a new project in August that aims to improve general ledger (GL) assessment data accuracy and reduce data duplication through UCPath process, page, and configuration enhancements.The Rewrite GL Assessment project will enable UCPath to scale back on current customizations and leverage existing PeopleSoft functionality. UC campus locations will benefit by receiving additional detail in the labor ledger to enhance financial reporting and reconciliation.According to the current project timeline, UCPath is planning for a July 2024 go-live. The UCPath project team is currently analyzing how changes to the assessments will impact locations and their labor ledger. Additional details will be shared as we learn more about the project.
In September, the UCPath Center reported that certain payroll adjustment transactions are backlogged due to unanticipated vacancies and volume. The affected transactions include:FICA/retirement adjustmentsOut-of-state adjustmentsOverpaymentsEarn code reclassificationsCheck reissuesWhile working to fill vacancies, UCPath is reassigning other resources to address the backlog and expects to reduce it by 50 percent within 90 days. UCPath will provide updates on the transaction backlog as they are available.If you need assistance checking on the status of a pending payroll adjustment, please contact the Controller’s Office Solution Center.
The next twice-yearly compensatory time payout will occur at the end of October. Managers with employees who should not be paid out their comp time off (CTO) and holiday comp time (CTU) balances must complete the procedures below by 5 p.m. on October 11, 2023.HBS Leave RequestsApproved CTO/CTU leave requests for future-dated leaves will not be included in the compensatory time payout. Leave requests made through the HBS Leave Request page must be in an approved state by 5 p.m. on October 11, 2023, to ensure that those hours are not paid out.Non HBS Leave Requests – includes Clairvia/OnOrOff/other Scheduling SystemsEmployees who use the Clairvia/OnOrOff/Other scheduling systems do not have access to the HBS Leave Request page and must use the alternate procedures for future-dated leave requests:Confirm approved future-dated CTO leaves.Complete a request to preserve CTO/CTU balances approved for future leaves by 5 p.m. on October 11 using this SmartSheet request form (opens in new window).For more information about compensatory time off, consult the UCSF Medical Center administrative policies (MyAccess login required).If you have questions about HBS or the preservation process, contact the Controller's Office Solution Center.
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 2023. The maximum accrual is two times an employee's annual accrual rate, and 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 9, 2023. It will not consider future committed leave.
