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.
You can now launch UCSF’s Proposal and Award Metrics Dashboard (PAMDash) directly from MyAccess. Add PAMDash to your favorites to make access to extramural funding metrics even more convenient.PAMDash is managed by the Contract and Grants Accounting Project and Data Team. For questions, email [email protected] or visit the PAMDash help site.
The Controller’s Office continues to monitor the adoption of new bank accounts for receiving department payments and deposits. As we reach the six-month mark of the launch of the new bank accounts, we have implemented several notable improvements to help stabilize our process. Review the latest guidance below to help ensure accurate and efficient payment processing.Bank Reference Numbers Are Critical to Accurately Claim PaymentsJournal preparers must enter the Bank Reference Number into the Journal Line Description field when creating journals to claim items from the Unclaimed Payments List. This process is critical for the efficient and accurate reconciliation of accounts. To serve as a reminder of this step, the Bank Reference Number column will be highlighted in all future versions of the Unclaimed Payments List.Note: This does not apply to sponsored research payments or credit card transactions; departments should continue to follow established procedures to identify and record these transaction types.Begin Recording Journal IDs on Unclaimed Payments ListTo further improve the efficiency and accuracy of the reconciliation process, we have replaced the Dept ID column in the Unclaimed Payments List with a new column to enter the Journal ID for Claiming Payment. This change will improve the ability to match payments when there are discrepancies with the Bank Reference Number.Additional Reminders and Best PracticesDepartments are reminded to review all tabs in the Unclaimed Payments List when searching for payments. Payments may not always appear under the expected tab for a department’s transactions, and a thorough review of all tabs can help prevent missed funds.When acknowledging direct deposits, departments are also encouraged to follow best practices by:Confirming the accuracy of information provided by the customerVerifying that payments are sent to the correct accountAddressing any discrepancies or missing details promptly to avoid delays and recurring errorsIf you have any questions, please contact [email protected].
As announced last month, the process has changed for Graduate Student Researcher (GSR) fellows and trainees receiving 1098-T tax forms for qualified education expenses.In early January 2025, UCPath began reporting student stipend payment amounts issued through payroll for Graduate Student Research (GSR) fellows and trainees to the 1098-T vendor for tax reporting purposes. This change is the result of UCPath’s shift to processing GSR fellow and trainee payments, which began on August 1, 2024, and supplements the current 1098-T process managed by individual locations. Please note that only student stipend payments are included in the 1098-T. Payroll-related wages will continue to be reported on their respective tax forms.Campus locations continue to serve as the first point of contact for any 1098-T related questions from students. To assist with any questions students may have, we have set up a dedicated email address: [email protected]. Registrar, Payroll, and Student Accounts teams will monitor and ensure that inquiries are directed to the right department based on the nature of the question. UCSF will work closely with UCPath to assist GSR fellows and trainees with any 1098-T related questions.The new email address is also available on the Student Information System (SIS) landing page, where students access their 1098-T forms. We are committed to ensuring a smooth transition and helping students with any questions they may have. If students need assistance, please have them contact us at [email protected].
MyTime has a new go-live timeline: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.The MyTime project team continues working to ensure that all timekeeping and scheduling components of the new system are ready for launch.Below is a quick refresher on what’s changing with MyTime. As we approach the new go-live timeline, look for more details about how to get ready, including training and cutover actions from current systems to MyTime.What’s Changing with MyTimeMyTime will modernize our timekeeping and scheduling tools to help all employees accurately capture and validate their time worked and time off. MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health (Clairvia, StaffReady, OnOrOff, and symplr).As you prepare for the transition to MyTime, be aware of the following timekeeping changes that impact non-exempt (hourly) employees across both campus and UCSF Health.Timekeeping: All non-exempt (hourly) employees will be expected to clock in and out for every scheduled shift and meal period using an available clocking option – UCSF computer workstation, time clock, kiosk, or optionally, a mobile device.Rounding: For payroll purposes, the current practice of rounding to the nearest quarter hour (15 minutes) when clocking in and out at the beginning and end of each shift remains the same. However, when clocking in and out for a meal (lunch/dinner), exact times will be recorded without rounding.Attestation: Non-exempt employees will be prompted at the end of each shift to verify their time stamps and confirm meal and rest breaks were provided and taken.Exempt (salaried) employees do not report hours and will continue to only record leave like vacation, sick leave and PTO, using a new timesheet interface conveniently available from computer workstations or mobile devices.More information is available on the MyTime project website, including answers to common questions. Have a different question? Please contact your department’s MyTime Change Agent.
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:Mar 20, 2025: Cash Management and Collections for Sponsored ProjectsApr 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 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.March 12, 2025, 10 - 11:30 a.m.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 next Research Administration (RA) Town Hall will take place on Thursday, March 13, 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.
