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 October 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.
To better facilitate the review and reconciliation of IT and network expenses, the recently released ITS Detail Report now includes the option to add a Pay Period End Date column to the report output. To enable this feature, click the Show Pay Period End Date checkbox in the report results header.Users should clear their web browser cache to take advantage of the enhancements.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
As previously announced, on September 12, 2023, the Controller’s Office will implement further improvements to the cash application process to make identifying and claiming deposits and payments easier for departments. These changes do not apply to sponsored research payments or credit card transactions; departments should continue to follow established procedures to identify and record these transaction types.For other types of payments, the use of a streamlined single list of unclaimed payments and simplified data entry requirements for PeopleSoft journal line descriptions will take effect on September 12.Streamlined Unclaimed Payments ListCurrently, in addition to the unapplied sponsored research payments list, four daily files and an additional monthly file are posted to Box for departments to review and claim payments. These files display information received from our bank, and all but one file includes both claimed and unclaimed payments. The number of files and inclusion of both claimed and unclaimed payments makes analysis by departments time consuming and can lead to confusion as well as duplication of claims.These files will be replaced with a single file containing ONLY unclaimed payments and will be updated weekly. As a result, departments will only need to regularly review two data sources to find unclaimed or unapplied payments: one for unapplied sponsored research payments and another for unclaimed cash, check, ACH, and wire payments.The new Unclaimed Payments List will:Support filtering of data for fields including Dept ID description (department name), payer name, amount, date, and BAI code descriptionInclude new columns that distribute text information provided by our bank into more easily analyzed segmentsAllow departments to mark payments they have claimed, or will claim, to avoid duplicationTranslate deposit location numbers and lockbox numbers to Dept ID description, where availableTranslate bank account number to general ledger account numberAllow viewers to copy the bank reference number to paste into the journal line description field in PeopleSoftIn addition to the Unclaimed Payments List, new Lockbox Detail and Images files will provide additional information about lockbox deposits that were previously unavailable to most departments. The bank provides limited data at a summary level for each lockbox deposit. This summary data is included in the Unclaimed Payments List. When multiple checks are included in a single lockbox deposit, there is insufficient data to claim a payment. The new Lockbox Detail and Images files allow departments to analyze lockbox deposits down to the check level, enabling identification and claiming of specific check payments.Simplified PeopleSoft Journal Line DescriptionThe journal line description field in UCSF’s PeopleSoft financial system plays a critical role in the cash application process. This field identifies the exact payment being claimed and is used in the reconciliation process to automate matching of bank payment information to PeopleSoft journals. Currently departments must adhere to a strict format that differs depending on the form of payment when creating a cash journal. Beginning on September 12, departments will enter the ‘Bank Reference Number’ into the journal line description field for all payment types. The Bank Reference Number can be copied from the Unclaimed Payments List and pasted into PeopleSoft. This change should make preparing cash journals easier for departments as well as increase successful automated matching used to reconcile accounts and create the Unclaimed Payments List.Where You Can Get More InformationBeginning on September 12, department administrators, cash handlers, cash Journal Preparers, and Journal Approvers should review and follow details about the key revised procedures on these web pages:Identifying and Handling Unclaimed PaymentsRequesting UCSF Deposit SuppliesHow to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320)The Cash Operations Team will host two optional webinars to provide an overview of the changes, demonstrate the features of the Unclaimed Payments List, and answer related questions. Complete this one-time registration (opens in new window) to receive the Zoom link to join either session (UCSF authentication required):Wednesday, September 13, from 10:30 to 11:30 a.m.Monday, September 25, from 3 to 4 p.m.If you have further questions after you review the web pages, contact [email protected].
Payroll Funding Report users looking to validate payroll expense amounts can now drill into transaction details for the following hyperlinked subtotal and total amounts:Total CompensationBenefitsTotal Compensation & BenefitsReport TotalClicking a link will drill through to the Distribution of Payroll Expense (DPE) by Account Report to display all transactions processed in UCPath.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
The MyReports team has updated the Enhancement Concept Form (opens in new window) used to collect enhancement proposals for campus-based reports in MyReports. A new SmartSheet form replaces the PDF version and simplifies the process to prepare and submit requests to the Advisory Group. SmartSheet workflow automation streamlines the review and prioritization process once an idea has been submitted.You are required to log into Smartsheet to access the form. Entering your email address when prompted will initiate single sign-on via MyAccess.If you have an idea or suggestion to improve MyReports, please consider submitting an Enhancement Concept Form. The MyReports Advisory Group is scheduled to convene again in October 2023. For more information, please contact your MyReports Advisory Group Control Point representative.
To better facilitate the review and reconciliation of balance sheet activity using the Transaction Detail Report (TDR), the Account filter is now a conditionally required filter. To target transactions for a specific Account or range of Accounts, simply filter by Account and Business Unit.Users should clear their web browser cache to take advantage of the enhancements.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
The Controller's Office has added new Fund 4007 - Federal Gv Grant, FEMA to the Fund Tree in PeopleSoft Financials. The purpose of this new restricted fund is to record revenue and expense activity for COVID-19 related expenses eligible for reimbursement by the Federal Emergency Management Agency (FEMA). Although all PeopleSoft users will see this fund in the Fund Tree, it is intended for use by central accounting teams only and should not be used by departments.If you have questions about using UCSF's chart of accounts, contact General Accounting & Reporting.
Effective July 1, 2023, it is mandatory for departments to submit all fixed price billing requests via the Research Administration System (RAS). Any requests submitted using another method will be returned without being processed.UCSF implemented a new procedure in January 2022 to initiate fixed price billing requests, including clinical trials, using RAS. The new process aims to reduce delays and errors that are a result of the manual submission and assignment of requests across multiple systems. It also provides department research administrators with greater visibility into the status of each request. Tracking of requests in a single system allows for improved performance metrics and greater precision in communicating processing timeframes.To learn the steps required to submit fixed price invoices in RAS, refer to the job aid, How to Submit Fixed Price Invoices in RAS, available on the Controller’s Office website.If you have questions, contact your CGA Service Team.
The Contracts and Grants Accounting (CGA) Support Team is pleased to announce two recent enhancements that are part of our ongoing efforts to streamline sponsored research collections and payment processes and to improve internal controls.RAS Award ContactsAs part of our collections communication strategy, CGA sends monthly notices to sponsors for awards with new outstanding balances over 120 days. Beginning July 2023, CGA will copy the department's Research Services Analyst (RSA) on these monthly communications to facilitate better collaboration.Campus departments often maintain separate lists of sponsor contacts throughout the award lifecycle. CGA recently worked with UCSF IT to create a new data field within the Research Administration System (RAS) Award Profile page to store award collection contact information centrally. This month, CGA will begin to populate this contact field with known collections contacts.We are asking RSAs to share their collection-related sponsor contacts by populating the Award Contacts tab of the Award Profile in RAS. Doing so will provide all key UCSF stakeholders with access to the same contact details when resolving outstanding invoices with sponsors. Instructions for adding award contacts are available in the RAS User Reference Guide.Deposit/Payment Inquiry ReportTo improve self-service access to sponsored research payment data, CGA collaborated with IT to deliver a new Deposit/Payment Inquiry Report in RAS. Launched in April, the report is designed to help campus users research sponsored payment activity recorded in RAS. It provides several options to search for payments, including by Deposit ID, Payment ID, Payment Amount, and Received Date.We advise that all RSAs use this report to review sponsored research payment information before contacting the CGA Payment Desk for assistance. The new report is available from the Department Based Reports folder in RAS. For step-by-step instructions to access the new report, see the How to Run RAS Inquiries training guide.If you have questions regarding any of our collections and payment processes, email [email protected].
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 8, 2023, watch the recorded session and review presentation slides on the Controller's Office website.Key 2023 Year-End DatesAs we prepare for year-end, note the following key dates:June Prelim Close: Wednesday, July 12June Interim Close: Friday, July 21June Control Point Final Close: Wednesday, July 26These key dates and other close deadlines are available on the General Ledger Monthly Schedule.Guidelines for Transferring Across FundsAs a reminder, rules for making transfers across funds using net position transfers or expense reclassifications are established by Budget and Resource Management. Refer to Guidelines for Transferring Monies Across Funds (opens in new window) available on the Budget and Resource Management website should you have questions or need clarification.Claiming Cash, ACH, and WiresJournals to claim cash, Automated Clearing House (ACH), and wire payments in this fiscal year must be submitted and locally approved by 5 p.m. on July 7. If you need assistance, review how to identify and claim cash, ACH, and wire payments.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 13 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.
