Effective October 1, 2023, members of the Postdoctoral Scholars Unit (PX) systemwide bargaining unit are eligible for reimbursement of up to $2,500 annually for qualifying childcare expenses. Details about this benefit, eligibility, submission requirements, and the reimbursement process are available in a new resource, Childcare Benefits for Postdoctoral Scholars (opens in new window) on the UCSF Human Resources website.Departments are responsible for tracking childcare related expenses and ensuring employees do not exceed annual reimbursement levels provided for in the contract. While all eligible employees shall receive a minimum of $2,500 annually, some external grant or fellowship funding sources provide more funding for childcare-related expenses. Department administrators should review updated guidelines for recording reimbursement expenses 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 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:November 16, 2023: Financial Reporting and Award Closeout for Sponsored ProjectsDecember 14, 2023: Compliance for Sponsored ProjectsLog into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. 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 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.
In December, MyReports will remove unused and expired schedules created using the MySchedules feature. MySchedules allows users to schedule the email delivery of reports with saved MyFavorites filter criteria.Existing schedules that meet any of the following criteria will be removed:The schedule has no associated favorite (MyFavorite Name is "No favorites attached").The Previous Run date is prior to 7/1/2022, and there are no active future run dates listed.The Next Run date is older than 1/1/2023. You can review your existing schedules on the Manage MyFavorites tab in MyReports. If you wish to keep any schedules that meet the criteria for deletion above, email your request to [email protected] and include the Schedule Name and Owner (SF ID number). The deadline to submit requests is Friday, November 17.
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; 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.
In December 2022, the University of California and employees represented by the United Auto Workers (UAW) reached new collective bargaining agreements (opens in new window) for represented postdoctoral scholars and academic researchers (opens in new window) and academic student employees and graduate student researchers. (opens in new window)Contracts and Grants Accounting, the Office of Sponsored Research, and UCSF Human Resources are creating a new video-based presentation to help research administrators address how to handle funding under the new bargaining agreements.This one-hour recorded presentation will be available in early December 2023 and will cover:key changes due to the bargaining agreementsaffected title codesthe funding process for postdocs and fellowsstipend vs salary compensation in UCPathbest practices for the post award management and monitoring of sponsored projectsLive Q&A sessions will be offered via Zoom in January 2024, to provide a forum for research administrators to ask follow-up questions after the presentation.We strongly encourage all research administrators with responsibility for proposal development, budgeting, UCPath payroll funding setup, and post award management to watch the recorded presentation and attend a follow-up Q&A session.Look for additional information in the December Controller’s Office Newsletter and in the RA Town Hall channel of the Research Administration team. If you have questions, contact [email protected].
UCPath’s redesigned salary cost transfer process is scheduled to go live on November 19, 2023. After extending the timeline, the UCPath Center selected the November date based on input from all UC locations. UCSF has since kicked off our user acceptance testing phase on August 3, 2023, with over 50 participants from across campus departments and central processing teams.The redesigned process aims to improve on the current process by:Reducing data entry and processing complexityProviding greater flexibility to transfer individual distribution linesAllowing users to save transactions in process to resume later, even with validation errorsImproving page performance and frequency of data processingAddressing several defects still outstanding for the current processHere are three actions all Salary Cost Transfer Initiators and Approvers should take now to begin preparing for the transition to the new process.Watch an eight-minute video (opens in new window) highlighting what will change with the salary cost transfer redesign. This video demonstrates key features of new UCPath salary cost transfer pages used to identify earnings for transfer, to process salary cost transfers, and to review existing salary cost transfer transactions. UCSF authentication is required to watch the video in Microsoft 365.Act now to review and complete all transfers required on paychecks prior to October 2021. The existing direct retro pages will remain available only for a limited time after go-live and can only be used to address changes to paychecks prior to October 2021 and to previously transferred earnings. Once decommissioned, transactors will lose access to transfer paychecks prior to October 2021 and to redistribute earnings that were previously transferred using the current tool. We will share more information about the decommissioning of the current direct retro pages as it becomes available.Plan to attend training before the November 19 go-live. All active UCPath users with a Salary Cost Transfer Initiator or Approver role should attend an instructor-led training session to learn how to complete salary cost transfers using the new pages. Zoom sessions will begin in mid-October, and registration will be required. Look for more details in the near future.We will continue to provide updates in future editions of the Controller’s Office Newsletter and UCPath Finance at a Glance as we get closer to go-live. If you have questions about the current or future salary cost transfer process, contact the Controller’s Office Solution Center.
The Award Verification Tool mobile app makes it easy and convenient to complete essential tasks even when you’re away from your computer. It offers the flexibility to review projects and verify awards on the go, helping to ensure timely verification and resolution of any verification findings.This powerful tool launched in December 2021 for Apple iOS and in February 2022 for Android devices. We have recently added a number of enhancements to improve your experience using the app, including an added feature for Apple iOS users to enable Face ID authentication. You can keep track of all enhancements and bug fixes by reviewing the Award Verification Tool Enhancement Summary.As a reminder, you must enroll your device in UCSF’s Intune Company Portal in order to access the mobile app. Step-by-step instructions tailored to your device will help get you up and running quickly. If you’re just getting started, watch these brief videos demonstrating how to complete essential tasks using the mobile app:How PIs verify a sponsored awardHow PIs review a projectHow Program Managers review a sponsored projectYou can find additional information on using the Award Verification Tool, including key differences between the web and mobile versions of the Tool, on the Controller's Office website.If you have questions, email [email protected] for further assistance.
Are you a new employee responsible for submitting non-payroll stipend requests? Do you need a refresher on the stipend request process? The Controller's Office Student Accounting team offers regular training on the stipend payment request process.The following sessions are available for registration:October 12, 2023, 10 - 11:30 a.m.November 8, 2023, 1 - 2:30 p.m.Attendance is limited, and registration is required. Log into the UC Learning Center (opens in new window) to register.Meeting details will be emailed to registered students prior to the class. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
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:October 19, 2023: Cash Management and Collections for Sponsored ProjectsNovember 16, 2023: Financial Reporting and Award Closeout for Sponsored ProjectsDecember 14, 2023: Compliance for Sponsored ProjectsLog into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
