MyReports has released a new Department Accounts Receivable Report as a component of UCSF’s improved process for handling department accounts receivable. It provides information about department accounts receivable (Dept A/R) invoices billed to external, non-UC affiliated customers for payment of goods supplied and/or services already rendered. This type of A/R was formally referred to as Sundry Debtor. The report includes flexible display options, including an aging summary view of outstanding balances, invoice chartstring details for General Ledger reconciliation, and the ability to group invoices by customer or department contact. MyReports users with the Financial Role can access the new report from the Operational Reports tab. Users may need to clear their web browser cache to access the new report. To learn more, review the new job aid in the MyReports section of the Controller's Office website. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.
Based on input from the MyReports Campus Advisory Group, the Faculty Portfolio Monthly Report has been enhanced with new functionality to display expense subtotals when viewing the report for sponsored projects. Checking the new Show Expense Subtotals checkbox filter on the filter page or in the On Screen HTML report output will include additional subtotals for Direct Project Expenses, Indirect Project Expenses, and Total Project Expenses.An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to 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.
In December, HBS was enhanced to apply new daily overtime rules for employees in the Clerical and Allied Services Unit. Employees covered under the Clerical and Allied Services Unit contract earn overtime when work hours exceed the hours of a full-time employee’s regular daily schedule on pay status or when hours exceed forty hours on pay status in a work week. The new daily overtime provision allows that an employee whose work hours exceed their regular scheduled shift of eight hours, or more, a day will earn overtime.Overtime hours for hours worked in excess of eight hours are compensated at one and one-half time the straight-time rate.Overtime hours are compensated at two times the straight-time rate for hours worked in excess of twelve hours in a day.The daily overtime provisions are effective November 27, 2022, for biweekly paid employees and December 1, 2022, for monthly paid employees.The new daily overtime rules reference the scheduled shift designated in HBS when calculating the daily overtime; standard shifts are 8-hours or alternative schedules include 9-hours, 10-hours, and 12-hours. To ensure the correct calculation, managers and supervisors must regularly review employee schedules and contact HBS Processing Center to make any needed updates.
2023 Changes to UC’s Pay for Family Care and Bonding Program
UCPath begins processing 2022 W-2 statements in late January. Employees from all UC locations will receive one W-2 statement from UCPath.Please take the following steps by January 13, 2023, to ensure the information on your W-2 is complete and accurate.Verify 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 (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.Consent to receive an electronic W-2. There are many good reasons to go paperless. To sign up, log into UCPath online, then select Employee Actions > Income and Taxes > Enroll to Receive Online W-2.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 have an electronic 1042-S through GLACIER. Learn more about Form 1042-S (opens in new window).Important security reminderUC does not send W-2 statements or tax forms by email or text. If you receive an email or text with a link or an attachment for viewing a W-2, it is a phishing scam designed to gain your private information. Do not open attachments or click email links that claim to provide access to your W-2. To access your electronic W-2, always visit UCPath online using a safe or known link.Federal and State Earned Income Tax Credit (EITC or EIC)Per the Earned Income Tax Credit Information Act, UC includes a notice with all Form W-2 statements notifying employees that they may be eligible for the federal EITC. This is a benefit for working people with low to moderate income. To qualify, you must meet certain requirements (opens in new window) and file a tax return, even if you do not owe any tax or are not required to file. EITC reduces the amount of tax you owe and may give you a refund. For more information about the federal EITC, reference IRS Notice 797 (opens in new window) or contact the Internal Revenue Service at (800) 829-3676 or via www.irs.gov (opens in new window).You also may be eligible to receive the California EITC, starting with the 2015 tax year. The California EITC is a refundable state income tax credit for low-income working individuals and families. It is treated in the same manner as the federal EITC and generally will not be used to determine eligibility for welfare benefits under California law. To claim the California EITC, even if you do not owe California taxes, you must file a California income tax return and complete and attach the California EITC Form (FTB 3514). For information on the availability of the credit, eligibility, how to obtain necessary forms, and help filing, contact the Franchise Tax Board at (800) 852-5711 or via www.ftb.ca.gov (opens in new window).Claiming exemption from withholdingThe IRS requires you to complete a new W-4 form each year if you are claiming exemption from tax withholding. If you wish to claim exemption from withholding in 2023, you must make this choice in UCPath online before February 15, 2023.Have questions or need help?Log into UCPath online (opens in new window) and click Ask UCPath to submit an inquiry. You may 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.
The UCPath Center is reevaluating the recently announced March 18, 2023 go-live for the Salary Cost Transfer (SCT) Redesign project. The integration testing phase of the project uncovered systemic defects related to inconsistent dollar and effort percent results during GL processing. The UCPath Center is assessing options for remediation and working with campus Controllers to determine a new go-live date.More information will be shared as a new timeline is finalized.
The National Institutes of Health (NIH) and the Agency for Healthcare Research and Quality (AHRQ) published updated information regarding the Fiscal Year 2023 salary limitation under NOT-OD-23-056 (opens in new window) and NOT-HS-23-005 (opens in new window) respectively. The Further Consolidated Appropriations Act, 2023 (Public Law 117-328 (opens in new window)), signed into law on December 29, 2022, restricts the amount of direct salary which may be paid to an individual under an HHS grant, cooperative agreement, or applicable contract to a rate no greater than Executive Level II of the Federal Executive Pay Scale. Effective January 1, 2023, the Executive Level II salary level is $212,100.ProposalsThe Office of Sponsored Research (OSR) implemented use of the new salary cap on January 6, 2023, with an effective date of January 1, 2023, for all new, renewal, supplement, or resubmission NIH proposals. To do so, eProposal was updated to include the new salary cap option: $212,100- FY2023 NIH Salary Cap 01/01/23-Forward.As a reminder, please be sure to indicate in the budget justifications when personnel are over the salary cap.Existing AwardsRebudgetingThe new salary cap may be used for existing awards if adequate funds are available, as described in the NIH Notices. If the increased salary cap is adopted on existing awards, you will be allowed to rebudget funds to accommodate the new cap; however, no additional funding will be provided by the sponsor.Payroll ProcessingUCSF will use an effective date of January 1, 2023, for payroll processing using the new salary cap. The HHS cap type in the UCPath system has been updated to $212,100 with an effective date of January 1, 2023.Adjusting PayrollTo avoid the need for salary cost transfers, please complete funding entry changes in UCPath prior to January funding entry deadlines.To update payroll funding prospectively, create a new effective-dated funding record using the Salary Cap/MCOP Funding Worksheet and apply the updated “Cap Rate” on appropriate earnings distribution lines. While use of the Faculty Salary Calculator (FSC) worksheet is never required for funding entry, in keeping with past practice the FSC worksheet has been updated to include the new salary cap option, $212,100-FY2023 NIH Cap 01/01/23.Training materials and additional resources are posted on the Information for Funding Entry Initiators and Approvers (opens in new window) and Information for Salary Cost Transfer Initiators and Approvers (opens in new window) pages on the UCPath website.ContactsFor questions regarding application of the new salary cap to proposals, email [email protected] questions regarding application of the new salary cap to existing awards, contact the CGA Compliance Service Desk.Funding Entry and Salary Cost Transfer Initiators and Approvers should contact the Controller’s Office Solution Center directly for support updating funding distributions in UCPath.
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 Campus Advisory Group members are nominated by the Control Points and actively gather and prioritize input from their constituents.The MyReports Advisory Group is scheduled to meet later in February to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point representative to create and submit a MyReports Enhancement Concept Form by your Control Point's established internal deadline.
Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to summarize rows with identical transaction attributes into a single row. This change reduces the number of similar records that are often seen in postings such as General, Automobile, Employee Liability (GAEL) and suspense journals.The following example illustrates the change users will see when running the TDR beginning on February 1, 2023. Transaction rows with identical attributes are removed and replaced with a single row that summarizes the Actual dollars for all rows having the same attributes.Before February 1, 2023: Sample TDR without summarization: Beginning February 1, 2023: Sample TDR with summarization: Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.
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:February 23, 2023: PAM2 - Award Acceptance and Setup for Sponsored ProjectsMarch 23, 2023: PAM3 - Billing for Sponsored ProjectsApril 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.
