In June, UCSF IT implemented several technical enhancements to PeopleSoft Financials to improve nightly batch processing times. This effort is part of an ongoing project to optimize the PeopleSoft database to improve the application’s performance and reduce downstream delays, including the availability of data in MyReports. Recent modifications to PeopleSoft include new indexes, partitioning, SQL rewrites, and additional tools for database administration.As a result, we are seeing noticeable improvements in the timing of the nightly refresh batch completion and the availability of the prior day’s data in MyReports. The MyReports team will continue to work with IT partners to monitor and look for further opportunities to reduce processing times.Keep in mind that longer than usual refresh times are expected between the Prelim and Final Close when two accounting periods are open. On days when refresh processing will not finish before 7 a.m., look for alerts within MyReports to stay apprised of the refresh status. If you have used the MyReports scheduling feature to automate production and delivery of your reports after the June Prelim, Interim, and Final Close, reports will be delivered after the corresponding nightly refresh has completed.
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. For the new series beginning this month, we have tailored the session 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:August 24, 2023: Award Acceptance and Setup for Sponsored ProjectsSeptember 21, 2023: Billing for Sponsored ProjectsOctober 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.
The next Research Administration (RA) Town Hall will take place on Thursday, September 28, 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.
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:August 8, 2023, 1 - 2:30 p.m.September 13, 2023, 10 - 11:30 a.m.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.
Fiscal year-end close is approaching! If you are responsible for any year-end close activities, please attend the year-end presentation on June 8 from 10-11 a.m. 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.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 26In addition, the last day to submit new chartfield requests or to modify chartfield values in PeopleSoft prior to year-end processing is June 23. Exceptional requests made after June 23 will be reviewed on a case-by-case basis.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., for June Prelim on Thursday, July 13) and notify the designated recipients by email. See the How to Manage and Schedule MyFavorites in MyReports job aid for detailed instructions.Support ContactIf you have questions about fiscal year-end close, contact the General Accounting Service Desk.
UCPath is upgrading the underlying Oracle PeopleSoft Human Capital Management (HCM) platform from version 37 to version 44. This upgrade will address several defects and will enable future improvements. In conjunction with the upgrade, some UCPath users will experience new enhancements to the Fluid User Interface (UI) navigation in UCPath. Who Is Affected by This Change?Only users with a transactor role will see improved navigation changes in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles.UCSF employees and managers who use the UCPath online portal for self-service functions are not affected by these navigation changes. However, all users will be affected by a system outage during the implementation weekend. What’s Changing?Users with transactor roles in UCPath will see the following navigation improvements in UCPath:A new color scheme that helps with visual accessibilityNew toolbar icons for quick access to Recently Visited pages and FavoritesExpanded Global Search functionalityNew Back button functionalityUsers will not experience changes to tile or data entry page functionality. How to Prepare: All Employees, Managers, and UCPath TransactorsEnhancements to UCPath will be live on June 20, 2023. The implementation will require a cutover period during which all employees, managers, and transactors across all UC locations will not have access to UCPath.Outage begins: 3 p.m. on Friday, June 16, 2023Outage ends: 9 p.m. on Monday, June 19, 2023The IT Service Desk will send out notifications to the UCSF community ahead of this system downtime. How to Prepare: UCPath TransactorsHere are the actions that transactors should take before June 16 to prepare for this upgrade:All transactors can learn about the improved navigation changes by reviewing the updated course, How to Navigate in the UCPath Fluid User Interface (opens in new window), available in the UC Learning Center.Salary Cost Transfer Approvers must approve all transactions by 11 a.m. on Friday, June 16, in order for the transfer to post to the General Ledger in the June 23 processing cycle.Consult the Payroll Processing Calendar for additional processing cycle deadlines.The last day to submit and approve salary cost transfers for fiscal year 2022-23 is Monday, July 3.As a best practice, the UCPath Center recommends that all pending transactions are completed in UCPath before the 3 p.m. deadline on June 16. For More InformationAdditional information about UCPath's PeopleSoft upgrade will be shared directly with UCPath transactors by email. Funding Entry and Salary Cost Transfer users can contact the Controller’s Office Solution Center with any questions. UCPath transactors who work in central teams in Human Resources and Finance should direct any questions to their project team member.
On June 20, 2023, the HBS timekeeping system will display an employee’s full lived name when one is recorded in UCPath. After a prior enhancement in May 2021, HBS currently displays a lived or preferred first name on timesheets when one is recorded in UCPath. HBS will align with the June UCPath Lived Name implementation to display the full lived name on all screens across the timekeeping system.Searching by name in HBS will search an employee’s lived name as it is recorded in UCPath. Enhanced HBS search functionality will enable users to search for employees using either their last name, UCSF ID, or UCPath Employee ID (Empl ID). The best way to search for employees in HBS beginning June 20 is to use one of their ID numbers.No action in HBS is needed by users at go-live. If you have questions, please contact the Controller’s Office Solution Center.
Update: A previous version of this announcement incorrectly stated that “Function Code 76 – Auxiliary Enterprise should only be used with Auxiliary Fund 5300.” It has been revised to reflect that Function Code 76 should only be used with Fund 5030.As previously announced, UC's Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. UCOP designed the CCOA to create consistency at the systemwide level while allowing UC locations to maintain local charts of accounts within the established framework.The Controller’s Office Accounting & Reporting team is leading the initiative to comply with the new CCOA standards by July 1, 2023. Although the structure of our UCSF chart of accounts is not changing, we need to change some of our accounting procedures in order to correctly report financial activity to UCOP in a way that conforms to the new CCOA. The Accounting & Reporting team has discussed these accounting changes with impacted UCSF departments.Financial administrators responsible for preparing and approving journals, establishing SpeedTypes, and determining how to record expenses in the General Ledger should review the following changes and update local accounting procedures accordingly. All changes will be in effect on July 1, 2023. What's Changing?1. Journal Combo Edit Validation RulesThe following new journal entry combo edit rules will be in effect on July 1, 2023.The following subcontract services accounts should be used with sponsored funds only.51311 - Subaward exp <= $25k 3rd party51312 - Subaward exp >$25,000 3rd party51313 - Subaward to other UC campusAccount 51314 - Subaward exp 3rd party NonSpon will be created to record subaward expenses for non-sponsored funds.Function Code 76 - Auxiliary Enterprise should only be used with Auxiliary Fund 5030.Function Code 78 - Financial Aid cannot be used with salary expense accounts.Medical Center salary expense accounts 50910 through 50925 can only be used with UCSF Health Business Units.As a reminder, PeopleSoft Financials will prevent the use of chartfield combinations that do not pass these validations. Be sure to also update any journal templates and SpeedTypes, including those used for BearBuy purchases and recharge journals.Use the PeopleSoft SpeedType Search and Chartfield Validator available from MyAccess (opens in new window) to confirm valid chartfield combinations following the new rules.2. Intercampus Recharges and UCOP AllocationsThe Controller's Office General Accounting team will use the following new account codes for intercampus recharges and UCOP allocations.Intercampus Recharge: Expense AccountsAccountDescription77301UCB-Recharge Expense77303UCD-Recharge Expense77304UCLA-Recharge Expense77305UCR-Recharge Expense77306UCSD-Recharge Expense77307UCSC-Recharge Expense77308UCSB-Recharge Expense77309UCI-Recharge Expense77310UCM-Recharge Expense77311UCOP-Recharge ExpenseIntercampus Recharge: Revenue AccountsAccountDescription77201UCB-Recharge Revenue77203UCD-Recharge Revenue77204UCLA-Recharge Revenue77205UCR-Recharge Revenue77206UCSD-Recharge Revenue77207UCSC-Recharge Revenue77208UCSB-Recharge Revenue77209UCI-Recharge Revenue77210UCM-Recharge Revenue77211UCOP-Recharge RevenueUCOP AllocationsAccountDescription55604Trf-Legal Support exp from OP55605Trf-Legal external exp from OP52504Trf-Utilities exp from OP55057Trf-Computer svc exp from OP52309Trf-Other operating exp from OP57351Trf-Vehicle Insurance exp fr OP54252Trf-malpractice Insurance exp fr OP49119Trf-Other revenue from OPThese transactions are used to eliminate recharge activities on the UC systemwide consolidated financial statements and must conform to the new CCOA reporting requirements.3. Funds on Balance Sheet AccountsUCSF does not require journal preparers to populate Fund, Dept ID, Project, and Function for journal lines posting to balance sheet accounts (asset and liability account types). However, when reporting financial activity to UCOP, the new CCOA requires that all transactions include Fund codes.To meet CCOA requirements, UCSF will post an automated fund allocation journal (using Journal Source Code 579) at month end to populate transactions with Fund 5018 if no Fund has been used. Journal Preparers will not need to change their procedures for recording these transactions. How to Prepare for the July 1 ImplementationAll users of PeopleSoft Financials, including the Research Administration System and Capital Asset Management, should expect a system outage on Saturday, July 1, 2023. An IT Service Desk Notification will be distributed to PeopleSoft users with further details.In order to prepare for these system changes, please note the following dates:Chartfield requests affecting the June and fiscal year-end close must be submitted by June 23, 2023.Departments can resume submitting chartfield requests for Fiscal Year 2023-24 after July 1, 2023.The Combo Edit Rules reference guide on the Controller’s Office website will be updated to reflect these changes prior to the July 1 CCOA implementation.If you have questions or need assistance recording financial transactions, contact the Controller’s Office Accounting and Reporting team.
As part of the UC Gender Recognition and Lived Name Policy (opens in new window), UCPath is being upgraded to display an employee’s lived name throughout the system.Beginning on June 20, 2023, an employee's lived name recorded in UCPath will display in “Name” fields throughout the system and will be visible to the employee, managers, UCSF transactors, and UCPath Center staff. Legal names will only be visible to authorized users and on pages where the use of a legal name is required.Learn more about how UCSF has begun to implement the Gender Recognition and Lived Name Policy (opens in new window) to ensure that all individuals are recognized with their accurate gender identity and lived name.Review details below on how to prepare for the UCPath lived name implementation coming June 20. Implementation TimingImplementing lived name in UCPath is one component of a larger upgrade to UCPath’s underlying Oracle PeopleSoft Human Capital Management (HCM) platform, scheduled to go live on June 20, 2023. This upgrade will require a cutover period during which all employees, managers, and transactors across all UC locations will not have access to UCPath.Outage begins: 3 p.m. on Friday, June 16, 2023Outage ends: 9 p.m. on Monday, June 19, 2023The IT Service Desk will send out notifications to the UCSF community ahead of this system downtime. How to Prepare: All EmployeesEmployees can log into UCPath online to verify whether they have recorded a lived name, currently referred to as "Preferred Name" in UCPath online. Beginning June 20, labels in UCPath for these name fields will change from “Preferred Name” to “Name”. For employees who do not have a lived/preferred name, "Name" fields will be populated with their legal name. The "Name" in UCPath will then populate the lived name field in UCSF's Identity Management System, Bravura (formerly Hitachi).Employees who already use a lived name in Bravura, but not in UCPath, will need to update their lived name in UCPath by Thursday, June 15, to ensure their identity is not impacted by the UCPath upgrade. UCSF Human Resources sent instructions to affected employees on how to update their lived name in UCPath (opens in new window) prior to the UCPath outage.All employees who wish to add a lived name (opens in new window) can do so in UCPath online.Visit the Office of Diversity and Outreach website (opens in new window) to learn more about the actions you can take now to manage your name and data. How to Prepare: UCPath TransactorsBeginning June 20, all UCSF users with a transactor role will see changes to how names are displayed in UCPath. Transactors include campus department Funding Entry and Salary Cost Transfer Initiators and Approvers, and central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles.Department Funding Entry and Salary Cost Transfer Initiators and Approvers will no longer see legal names when searching for, reviewing, initiating, or approving transactions for employees who have recorded a lived name in UCPath.For central teams in Human Resources, Finance, and Information Technology with inquiry, data entry, or approver roles, legal names can only be accessed based on specifically developed criteria to ensure privacy. Additional details are being shared by each central team’s project representative.The best way to search for employees in UCPath beginning June 20 is to use the UCPath Employee ID, also known as EMPLID. Transactors should use the name that is provided in the "Name" fields in UCPath to identify employees. An employee's name could be a lived name or legal name.Transactors should review the Gender Recognition and Lived Name policy and additional resources (opens in new window) available on the Office of Diversity and Outreach website. For More InformationLearn more about the policy, gender identity, lived names and pronouns, on the Office of Diversity and Outreach website (opens in new window), where you will find links to resources, tools, and online training.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.Currently scheduled and available for registration:August 24, 2023: Award Acceptance and Setup for Sponsored ProjectsSeptember 21, 2023: Billing for Sponsored ProjectsOctober 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.
