The next Research Administration (RA) Town Hall will take place on June 24, 2025, from 10:10 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:Agenda informationCurrent Zoom webinar linksResolve technical issues or updates during the Town Hall meetingsTopic request submittals for upcoming Town Hall meetingsInstructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
Last year, UCSF transitioned from a single main depository bank account to four distinct bank accounts specific to business functions. This change aimed to support units in handling accounts receivable more efficiently by improving the identification, management, and oversight of unapplied cash.An update to the Unclaimed Payments and Cash Application Training video provides an overview of the unclaimed payments and cash application process and now reflects current processes, including:Deposits and cash application using the four bank accountsViewing EFT image files provided for all bank accountsDeposit Cash Check Vault File containing daily cash deposits by locationMicrosoft 365 login is required to watch the video.
In July 2025, UCPath will launch a new UC-branded landing page that is mobile-responsive, accessible, and personalized with relevant notices and content. Employee and manager self-service pages are also being modernized, making it easier to access personal information, benefits, income, tax, accruals, and leave details. Stay tuned for more details in news channels from UCPath, UCSF Human Resources, and the Controller’s Office. New job aids and training will be available to support the launch.
The Cash Operations Team is excited to announce a new addition to the Controller's Office Unclaimed Payments Box folder called the Deposit Cash Check Vault File. This resource is designed to assist you in verifying deposits and creating corresponding journal entries efficiently.The Deposit Cash Check Vault File contains previous day deposit information for all deposit activity picked up by Loomis or directly deposited to the bank by staff. It provides essential information to quickly journal these transactions, typically by the next business day.Key pieces of information included in the file are the location number (found on deposit slips) and the bank reference number (for automatic matching in Blackline). Files are available daily, ensuring you have timely access to deposit details.If you have questions, please email [email protected].
The Controller’s Office encourages continuous improvement and welcomes new report and enhancement ideas from the entire campus community. We work with the MyReports Advisory Group to ensure that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. The MyReports Advisory Group is scheduled to meet in June to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, submit an Enhancement Concept Form.
Fiscal year-end close is approaching! If you are responsible for any year-end close activities, please attend the year-end presentation via Zoom on Friday, June 6, 2025, 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. Year-End Key Dates 2025 As we prepare for year-end, note the following key dates:June Soft Close: All account/fund changes for Fiscal Year 2025 must be requested by: Monday, June 30June Prelim Close: Thursday, July 10June Control Point Final Close: Wednesday, July 23June Interim Close: Monday, July 21June Final Close: Friday, August 1 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 Friday, July 11) and notify the designated recipients by email. See the How to Manage and Schedule MyFavorites in MyReports job aid for detailed instructions.ContactIf you have questions about fiscal year-end close, contact General Accounting & Reporting at [email protected].
CGA Compliance will host monthly virtual office hours to support the campus community with compliance-related questions.
MyTime is officially live for monthly employees with the June 2025 monthly pay period. This marks an important milestone in our journey to connect operations across our campus and clinical settings on a single platform.Review actions below and important reminders for all employees and managers and supervisors.MyTime Actions for Monthly EmployeesFind the actions you need to take on your checklist.Go to MyAccess to log into MyTime. You will be prompted to log in using your MyAccess username and password.If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity. Use of the Virtual Private Network (VPN) is not required to access MyTime.If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods.If you have favorites saved in MyAccess, click Manage Favorites to find and add MyTime to your list of saved applications.Transition Reminders for Monthly EmployeesComplete and submit your May 2025 timesheet in HBS by Friday, June 6.Your first monthly timecard submission in MyTime will be for the June 2025 pay period, which is due July 8.Campus employees who don’t currently use the HBS Timekeeping System aren’t transitioning to MyTime. This includes Medical Residents using MedHub and academic appointees without salary. If you have questions, ask your manager or department administrator.MyTime Actions for Biweekly EmployeesReview ongoing daily actions for timekeeping and scheduling on your checklist.If you are eligible to receive compensatory time off (CTO), the annual election period is now open to elect CTO in lieu of overtime being paid out. Review how to complete your CTO election in MyTime.MyTime Actions for Managers, Schedulers, and TimekeepersMonthly TimesheetsRemember to review and approved monthly timesheets in HBS for the May 2025 pay period by June 10.In MyTime, manager (or delegate) approvals continue to be due by the seventh business day following the end of the monthly pay period. Your first monthly timecard approval in MyTime will be due July 10 for the June 2025 pay period.Biweekly TimesheetsAs previously announced, Managers now have more time to complete biweekly timecard approvals. The Payroll Office extended the cut-off time for manager approval of biweekly employee timecards to 6 a.m. on the Tuesday following the end of the biweekly pay period.The cut-off time for managers (or their delegates) to approve timecards for the May 25 - June 7 pay period is now 6 a.m. on Tuesday, June 10.Your People Manager Action Checklist provides quick access to job aids to monitor and resolve timecard exceptions, review/approve pending time off and pending timecard change requests, review timecards for pay period close, and more.How to Get HelpDaily support session during our go-live transition will continue during the first week of June. Review the schedule on the MyTime Help Page.You can also review MyTime Frequently Asked Questions for answers to common questions before reaching out for help.Support is available from 8 a.m. – 5 p.m., Monday through Friday.Email: [email protected]: 415.476.2126Submit a ticketReview more details on the MyTime Help page.
While UCPath is the system of record for calculating most leave accruals, usage, and balances, some leave accruals, usage, and balances are calculated directly in HBS today and will now be processed in MyTime.During our transition to MyTime, leave balances are being imported into MyTime from UCPath and HBS in stages, upon completion of payroll processing.Balance imports for biweekly employees were completed on May 20, 2025Balance imports for monthly employees are expected to be complete by June 14, 2025.Review the MyTime Cutover Schedule for specific timelines to post accrual balances from UCPath and HBS into MyTime.Monthly employees should wait until after June 14 to confirm balances in MyTime and to reach out with any questions or to report discrepancies.A new reference guide is available to help you understand key topics related to your vacation and paid time off (PTO) leave. Understanding Leave Balances in MyTime and UCPath addresses:How and when leave accruals and service credits are calculatedDifferences between viewing leave balances in UCPath and MyTimeUnderstanding vacation/PTO maximum capsRequesting vacation/pto maximum grace period exceptionsAt the MyTime go-live, balances will be reset each pay period from UCPath for those balances where UCPath is the system of record. A record of any balance differences between HBS and UCPath will be maintained and will remain viewable in HBS. The Payroll Timekeeping Team is working through the balance differences, reconciling and requesting corrections to the UCPath balance as necessary. The UCPath Center communicates a service target of 3 months for leave balance correction.We know that navigating your leave balance information can be complicated, as different policies apply based on an employee's applicable policy or collective bargaining agreement. If you have questions, start by reviewing MyTime training resources:Job Aid: View My Accruals in TimecardManaging Timecards (for managers and timekeepers)Timekeeping for Salaried EmployeesTimekeeping for Hourly Non-Exempt EmployeesIf you need additional help, contact the Controller's Office Solution Center. We can help determine how to best address your issue.
The June annual Compensatory Time Off (CTO) election period in MyTime is open from June 1 to June 30.With the MyTime implementation, CTO elections take place electronically in MyTime. When an eligibility period opens, employees will find a link to the Comp Election for New Hire or FLSA Change form in the Business Processes tile on their home page.A new CTO job aid provides step-by-step instructions on how to complete a CTO election in MyTime at the time of hire, change in eligibility, or during an annual election period. If you need help completing a CTO election in MyTime, contact the Controller’s Office Solution Center.More about CTO Changes in Conjunction with MyTimeCTO or "Comp Time" is the ability to bank hours in lieu of getting paid out overtime. Eligible employees are offered the option to elect CTO in lieu of their overtime being paid out. CTO is offered at the time of hire and then annually in accordance with applicable collective bargaining contracts.Shift differentials earned for working overtime during evening and night shifts will be paid on the same paycheck as when the CTO hours are earned. As a result, shift differentials will no longer be paid when the CTO is used. This change applies only to teammates who are in shift differential eligible job codes.At the time of CTO paydown or payout, all sums in the employee's bank will be paid in accordance with the operating collective bargaining agreement(s). Any approved time off where the employee had planned to use CTO beyond the paydown or payout date may still be taken, as long as the time off was approved prior to the date of CTO paydown or payout. Under such circumstances, employees may use available vacation time, other accrued leave as appropriate, or choose to take unpaid leave. This change will be implemented on MyTime’s go-live date.Accumulated but unused CTO will be paid out to teammates twice per year in April and October, except for teammates represented by the California Nurses Association (CNA), who will maintain a bank of 36 hours when electing CTO.Due to the timing of the MyTime Rollout the first payout from MyTime will be in October 2025.Teammates will have their CTO balance paid down to 100 hours each pay period once the balance reaches 120 hours.Teammates may accrue no more than 240 hours of CTO. Any overtime earned once the 240-hour threshold is hit will be paid out as overtime.CTO election will occur annually in accordance with collective bargaining agreements via MyTime. Advertised election periods are March - April for NX and June for all other unions and policy-covered employees.Review more details on the Human Resources website. Please refer questions about CTO eligibility to your HR representative.
