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.
The Post Award Management (PAM) training series provides an introduction to post-award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us.Currently scheduled and available for registration, the following session runs from 10:10 a.m. to noon:May 15, 2025: Compliance for Sponsored ProjectsLog in to the UC Learning Center to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact the Controller's Office Training Manager, Michael Burgess.
In 2024, UCPath informed employees of corrections to federal payroll tax deductions related to FICA taxes that were not properly withheld. These corrections apply to employees who transitioned from FICA-exempt student status to FICA-subject or Medicare-only status between 2019 and March 2024.UCPath Center teams began processing 2021–2024 FICA adjustments via off-cycle pay runs in November, which are scheduled to continue through August 2025. These pay runs generate automatic postings to both the campus location and UCOP general ledgers upon processing. Previously processed pay runs resulted in journal entries where the employer portion of FICA adjustments was incorrectly expensed at the department level at campus locations.The UCPath Center has delivered to UCSF the journal data associated with these pay runs. The Payroll Office will facilitate a reversal of department-level postings prior to the February month-end close.UCPath teams are developing a solution to ensure expense entries are correctly posted before the next off-cycle pay run for FICA adjustments. The Payroll Office will provide updates to departments via the UCPath-Users listserv as UCPath continues its effort in this project. If you have questions, please contact the Controller’s Office Solution Center.
In February, the UCPath Center temporarily halted processing of all salary cost transfers (SCTs) to address an issue with crediting vacation leave assessments during the transfer process.The vacation leave assessment (VLA) is a centrally funded pool used to assess employees' vacation leave earnings to fund the campus’s vacation leave reserve account. The UCPath Center identified a processing error that originated with the implementation of the General Ledger (GL) rewrite project in July 2024. The error caused a gap in the system’s output for both system-wide and local assessments, leading to SCTs not properly crediting VLA during the reversal process.As a result, assessments are currently overstated for over 4,000 UCSF SCT transactions between July 15, 2024, and November 24, 2024.Next StepsThe UCPath Center temporarily halted the processing of all SCTs until March 3, while they develop a phased approach to correcting the missing credits for VLA. Additional details will be shared with salary cost transfer users via the UCPath-Users listserv as UCPath finalizes its remediation plan.
It’s time for managers and supervisors to start preparing for the May 2025 launch of MyTime, our new integrated timekeeping and scheduling system. The MyTime project team has developed robust training programs tailored for individual roles and responsibilities to ensure everyone is fully prepared on day one.During the week of March 3, people managers across campus and UCSF Health can expect to receive email notification with links to register for training.If your department has identified support resources who will assist with scheduling and timekeeping activities, they should also prepare for training now. Details on how to designate support resources to receive MyTime access for go-live will be shared with departments later in March.Upcoming Key DatesTraining registration is now open for managers, schedulers, and timekeepers. The virtual instructor-led training sessions and self-paced eLearning will begin March 24. See links below for training plans and registration.eLearning training will be available for all employees starting April 14.Managers, timekeepers, and schedulers will have early access to MyTime starting Monday, April 28.Biweekly employees will go live with the biweekly pay period beginning Sunday, May 11, 2025.Monthly employees will go live with the monthly pay period beginning Sunday, June 1, 2025.Training Paths and RegistrationYour required training plan may include a combination of self-paced eLearning and instructor-led, virtual sessions. Click below to review the training plan for your role.Registration is now open for the following roles:UCSF Health managersCampus people managers and supervisorsDepartment timekeepers and schedulerseLearning training will be available on April 14 for:All UCSF employeesFor answers to common questions, access to additional resources, and more MyTime project information, visit the MyTime project web site. If you have training specific questions, email [email protected].
The UCPath Center recently identified a defect with salary cost transfer (SCT) batches processed in December 2024. This defect impacted UCSF’s local HCOMP life and disability local benefit deductions for approximately 200 SCT transactions. Journals sent to the general ledger posted to suspense due to erroneous lines and lines with missing chartstrings.The UCPath Center has since corrected these errors by reversing the lines in error and resending the HCOMP life and disability benefit deductions for those SCTs with valid amounts and valid chartstrings. UCSF received correction journals and processed them between Feb 10, 2025, and Feb 17, 2025. Correction journals reversed the original incorrect (suspended) lines and replaced them with valid accounts and chartstrings.SCT transactions should now be correctly reflected in the general ledger and on Distribution of Payroll Expense (DPE) reports. Please contact the Controller’s Office Solution Center if you are still experiencing errors.
The Controller’s Office Student Accounting team regularly conducts training to guide administrators through every aspect of the non-payroll stipend process. New employees responsible for submitting non-payroll stipend requests are encouraged to attend. The training is also a good refresher for all employees who submit these requests.The following sessions are open and available for registration.April 10, 2025, 1 - 2:30 p.m.May 14, 2025, 10 - 11:30 a.m.Attendance is limited, and registration is required. Log into the UC Learning Center to register. This training is presented via Zoom; meeting details will be emailed to registered students prior to the class.If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us.Currently scheduled and available for registration, the following sessions run from 10:10 a.m. to noon:Apr 24, 2025: Financial Reporting and Award CloseoutMay 15, 2025: Compliance for Sponsored ProjectsLog into the UC Learning Center to reserve your seat for an upcoming session. If you have 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 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 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.Instructions to join the Research Administration forum on Microsoft Teams are also available on the Controller's Office website.
As part of an ongoing correction process in UCPath, our campus will receive monthly adjustments related to prior-year FICA corrections. These adjustments result from how FICA corrections were originally configured in the system and will continue on a recurring basis until June 2025.To ensure accurate financial reporting, the Controller’s Office will review and process these adjustments at the end of each month. Any FICA-related charges impacting department ledgers will be credited back to the department and a centrally funded account designated for FICA corrections will cover the balance. This means departments will not need to take any action, as the necessary reversals will be handled centrally.If you have any questions regarding these adjustments or the overall process, please contact the Controller’s Office Solution Center.
