Update: The original version of this announcement incorrectly stated that journals “must be prepared and approved by departments no later than 7 p.m. on the second business day of the following month.” This has been revised to reflect that journals must be prepared, approved, and posted by departments before month end close.Beginning April 27, 2023, journals for recording cash receipts (using Source Code 320) and credit card payments (using Source Code 323) are no longer routed to the Controller’s Office via PeopleSoft workflow for review and approval. Journals post as part of the PeopleSoft nightly batch process upon approval by department journal approvers.This change allows for more accurate department financial activity by eliminating posting delays caused by the additional approval step during periods of high-volume activity. It also supports the Controller’s Office goal to increase capacity for value-added tasks by reducing manual processes while maintaining proper internal financial controls.Department journal preparers and journal approvers remain responsible for meeting all requirements to record cash and credit card journals in the general ledger.Journals to claim cash and credit card payments are time sensitive, should be claimed within five business days of deposit or receipt of funds, and must be prepared, approved, and posted by departments before month end close.Journals must meet all header and line data entry requirements and include all appropriate supporting documentation.Department journal approvers must ensure that all journal transactions submitted to them are reasonable and accurate based on the approver’s knowledge of the activity, journal documentation, and conformity to UCSF and other agency policies.The Controller’s Office will continue to review and reconcile posted cash and credit card journals on a weekly basis. Unreconciled journals will be flagged for additional review by Controller’s Office staff. Department journal preparers will be responsible for submitting any necessary journal corrections identified during the reconciliation process.Resources for preparing cash receipt and credit card journals are available on the Controller’s Office website. If you have questions about cash receipt or credit card journals, email [email protected].
The Controller’s Office will host a presentation on Thursday, June 8, 2023, to communicate fiscal year-end close activities, timelines, and expectations. Participants will have an opportunity to raise questions during the live broadcast.Department managers, financial administrators, financial analysts, research administrators, and anyone else involved in the year-end close process should plan to watch the live broadcast or review the recorded presentation.Thursday, June 8, 2023, 10 - 11 a.m.Advance registration is required. A link to join the presentation will be emailed upon registration.The recording and slides will be available on the Controller's Office website after the June session.If you have questions, contact the General Accounting & Reporting team.
New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests.The following sessions are available for registration:May 15, 10 - 11:30 a.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 for new employees and is also a good knowledge refresher for those seeking a basic process review. Contracts and Grants Accounting presents the PAM series twice per year in five separate modules.The final module of the current series, Financial Reporting and Award Closeout for Sponsored Projects, will be presented on Thursday, May 25, 2023, from 9:30 to 11 a.m.Log 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, June 22, 2023, from 9:30 - 11:30 a.m. 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.Visit the UCSF Information Technology website for more information about using Microsoft Teams (opens in new window).
Based on input from the MyReports Campus Advisory Group, the Net Position Report now includes an option to display the Project Manager/PI in the report output. Users can also select Project Manager/PI as a Report Sort option from the filter page or the on screen HTML output.Users should clear their web browser cache to take advantage of this enhancement.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
Based on input from the MyReports Campus Advisory Group, the Purchase Order (PO) Lien Balance Report now includes PO Date in the report output. In addition, three new filter options are now available to refine report results:filter by Vendorchoose to Show Codes and/or Descriptionsadd a secondary Sort/Group optionUsers should clear their web browser cache to take advantage of this enhancement.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
MyReports recently enhanced the Distribution of Payroll Expense reports and additional reports to more accurately reflect the percent of effort for employees paid biweekly. A new reference guide is available to confirm the biweekly working hours used by MyReports to calculate percent of effort for earning periods and accounting periods back to 2020.The list of periods can be filtered for campus or UCSF Health business units, by period type and year, and for periods having only two or only three pay cycles.A link to this new resource is available from the filter page of the Distribution of Payroll Expense reports by Account and Alt Account and will be added to additional payroll reports in the coming weeks. Users should clear their web browser cache to take advantage of this enhancement.Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
A revised version of the Cost Sharing Budget Template is now available for download from the Controller's Office website. The redesigned template includes three new features to help departments streamline their work and to ensure compliance with University and federal policy:Use a dropdown menu to select the type of "Cost Sharing Funding Source" that will be used to cover the commitment. Available options to choose from are: Dept. Discretionary, Faculty Practice, Faculty Practice GME, PI Discretionary, Professional Fees, and Other.The form now requires the signature of the Department Chair/Authorized Official as approval and confirmation of the chartstring that will be used to cover the cost share commitment. This addition is to ensure compliance with UCSF Campus Administrative Policy 300-19: Expenditures of Sponsored Projects (opens in new window), that requires Department Chair or Organized Research Unit Director approval of departmentally-funded cost sharing during the proposal review and sign off process.New Payroll and Non-Payroll worksheets were added to help administrators calculate and track how they will meet the cost-sharing commitment for a sponsored project. These worksheets are optional and not required for processing by Contracts and Grants Accounting (CGA).Use the new template when submitting cost share budget templates to CGA beginning March 1, 2023. Please download a new copy of the template with each submission to ensure you are using the latest version.More information related to monitoring, handling, and reporting cost sharing on sponsored awards can be found on the Controller's Office website.
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. Contracts and Grants Accounting presents the PAM series twice per year in five separate modules.Currently scheduled and available for registration:April 27, 2023: PAM4 - Cash Management and Collections for Sponsored ProjectsMay 25, 2023: PAM5 - Financial Reporting and Award Closeout 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.
