Assistant Controller - Accounting and Reporting
Accounting & Reporting
Management Contact
Director – Administrative Services
Director - Accounts Receivable and Banking Services
A&R Project Manager
Capital Accounting Manager
General Accounting Manager
General Ledger Schedule
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Sunday, May 28
28
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Monday, May 29
29
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Tuesday, May 30
30
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Wednesday, May 31
31
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Thursday, Jun 1
1
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Friday, Jun 2
2
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Saturday, Jun 3
3
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Sunday, May 28
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Monday, May 29
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Tuesday, May 30
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Wednesday, May 31
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Thursday, Jun 1
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Friday, Jun 2
Submit Journals Requiring BO & CO Approval for May Close |
Saturday, Jun 3
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Sunday, Jun 4
4
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Monday, Jun 5
5
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Tuesday, Jun 6
6
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Wednesday, Jun 7
7
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Thursday, Jun 8
8
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Friday, Jun 9
9
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Saturday, Jun 10
10
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Sunday, Jun 4
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Monday, Jun 5
May Electronic Recharges Due |
Tuesday, Jun 6
Departments Check Worklist to Ensure all Journals Have Posted for July |
Wednesday, Jun 7
Campus May Month End |
Thursday, Jun 8
May Actuals Loaded Into UPlan Campus: PS GL Open Of June (Period 12) |
Friday, Jun 9
UCSF Health: May Month End |
Saturday, Jun 10
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Sunday, Jun 11
11
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Monday, Jun 12
12
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Tuesday, Jun 13
13
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Wednesday, Jun 14
14
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Thursday, Jun 15
15
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Friday, Jun 16
16
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Saturday, Jun 17
17
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Sunday, Jun 11
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Monday, Jun 12
Delete May Journals Not Posted UCSF Health: PS GL Open for June (Period 12) |
Tuesday, Jun 13
GLV Data Published for Verification - May |
Wednesday, Jun 14
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Thursday, Jun 15
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Friday, Jun 16
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Saturday, Jun 17
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Sunday, Jun 18
18
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Monday, Jun 19
19
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Tuesday, Jun 20
20
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Wednesday, Jun 21
21
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Thursday, Jun 22
22
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Friday, Jun 23
23
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Saturday, Jun 24
24
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Sunday, Jun 18
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Monday, Jun 19
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Tuesday, Jun 20
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Wednesday, Jun 21
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Thursday, Jun 22
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Friday, Jun 23
June Intercampus Charges due to Controller's Office New Chartfields request or modify existing attributes for FY23 due to CO |
Saturday, Jun 24
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Sunday, Jun 25
25
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Monday, Jun 26
26
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Tuesday, Jun 27
27
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Wednesday, Jun 28
28
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Thursday, Jun 29
29
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Friday, Jun 30
30
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Saturday, Jul 1
1
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Sunday, Jun 25
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Monday, Jun 26
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Tuesday, Jun 27
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Wednesday, Jun 28
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Thursday, Jun 29
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Friday, Jun 30
Last Day to Submit June Dept A/R to Controllers Office Cash - Last day to deposit for FY23 |
Saturday, Jul 1
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Use the Combo Edit Guide to identify which chartfield combinations may or may not be used together. It is especially useful when planning or troubleshooting journals which have unusual combinations of chartfields.
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Outlines the reasons for requesting a new Chartfield, and how the set-up and request are coordinated.
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Departments are responsible for notifying the Controller's Office General Accounting Service Desk, when changes to this list are required. See the end of this page for detailed instructions on how to update this list.
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The chart is this document summarizes the rules for account types that can be used for transferring money or balances. By using these types of accounts, reporting is clear and consistent. The other pages highlight the accounts to use: Page 2 when transferring money within the Campus, and Page 3 between the Campus and UCSF Health.
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Function is a two-character chartfield in the UCSF Chart of Accounts that fulfills internal and external reporting requirements to track higher education function classifications. Function defines the mission/purpose of the transaction. Functions also determine how costs are treated in the Facilities & Administration (F&A), or indirect cost, calculation. Functions are designed for specific uses. Users should select the Function code that best reflects the mission associated with the transaction or activity.
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Journals are created to enter financial information into the General Ledger. Financial information includes deposits, payments, transfers, allocations, and other types of activity necessary to accurately describe the finances of the University.
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General Ledger (GL) verification is a key control of UCSF and is a requirement per Campus Administrative Policies.
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Equipment Custodians are assigned by departments and are responsible for providing current equipment information including physical location, custody code, disposal, and sales. UCOP and Federal Regulations require that campus departments perform a physical verification of all capitalized assets listed in the UCSF asset management database system every two years. This is essential for continued federal, state, and private donor funding of operations and research projects. Equipment custodians are charged with conducting the physical inventory on a biannually-scheduled basis. Assigning or Changing Equipment Custodian Responsibility When a new custodian is assigned responsibility by a department, the department must:
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The Asset Management Report can be found under the Transactional Reports tab in MyReports. There are numerous ways to search for and filter data in MyReports to meet your needs. For inventory purposes it is easiest to search by Custodian Name or Custody Code. These fields are in the Report Specific Filters section on the bottom of the page:
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UCOP and Federal Regulations require that campus departments perform a physical verification of all capitalized assets listed in the UCSF asset management database system every two years. The Controller's Office schedules the inventory date for each department. Each department custodian is given 45 working days to:
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Capital Lease or Operating Lease A Capital Lease or Operating Lease is a lease agreement in which the University executes a written contract with a vendor through SCM Procurement to purchase or rent real property with scheduled installment payments during the life of a contract. Title to the property remains with the lessor throughout the contract term. The University may have the right to take possession of the property at the end of the contract, or earlier, subject to payment of any outstanding principal and the buy-out amount specified in the contract.
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Effective July 1, 2014 through 2030, California Department of Tax and Fee Administration's Regulation 1525.4 - Manufacturing and Research & Development Equipment allows “partial sales and use tax exemption” on certain manufacturing and research and development equipment purchases and leases.
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No property shall be removed from University custody without first obtaining the necessary approvals outlined in the procedures below. Only equipment for which the University holds clear title can be disposed of without the written permission of the title holder. Departments are responsible for verifying title on all sponsored funded equipment.
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UCSF's chart of accounts (COA) is the coding structure that defines operations in financial terms. The COA serves as the foundation of the general ledger. The UCSF chartstring is a 38-character coding string that consists of 8 individual "blocks", or segments, called chartfields. The chartfields and resulting chartstring facilitate accounting, reporting, and budgeting.
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This guide outlines how to submit stipend requests.
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Establishing a New Petty Cash Custodian, Setting up a Petty Cash or Change Fund, Replenishing Petty Cash Funds, Change of Custodian for an Existing Fund, Decreasing Petty Cash or Change Funds, Terminating a Petty Cash or Change Fund
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The fiscal year-end close process is required to prepare the general ledger accounts for financial statement presentation and for the start of the next accounting process.
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UCSF Physical Inventory Custodian Schedule 2019 - 2021 Cycle
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Account Description 51321 Spon proj equip >$5K, non-comp 51322 Spon proj computer >$5K 51323 Spon proj software >$5K 52303 MC USE-equipment less than $5K 52304 Computers less than $5K 52305 Software less than $5K 52315 Furniture 52601 Computers $5K and above 52602 Software $5K and above 52603
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Recharges and central costed activities occur when one unit of the University provides services that benefit other units internally. These activities may be specifically identifiable based on usage such as expenses for off-site storage, or generally in support of a shared resource such as information technology. Only units approved by Budget and Resource Management may use recharges and distribution of central costed activities.
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Sundry Debtor is an invoice billed to external customers (not affiliated with UC) for usage of UCSF properties or services. Departments complete the Sundry request form and send it along with supporting document to [email protected] The Controller’s Office assigns an invoice number and send invoice to customers for payment via email. Download a blank Sundry Debtor Invoice.
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This guide defines and explains how to search for, enter into transactions, create, and maintain SpeedTypes in PeopleSoft.
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This is the list of Journal Preparer IDs currently in use.
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The MyReports Transaction Detail Report contains a record of all cash transactions that have occurred and can be filtered for specific a department(s). The University defines cash as currency, coins, checks, money orders, Electronic Fund Transfer (EFT), and e-commerce transactions such as credit card transactions. The process of reconciliation confirms that the transactions on the ledgers represent activity that actually occurred (the department did receive the cash). During reconciliation, bank statements, credit card settlement tapes, departmental transaction systems, and/or source documents are used to match cash received to what appears on the ledger.
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In certain instances, the University may act as a fiscal agent for outside agencies such as student, faculty, staff, governmental, or private organizations or activities. An agency fund is used to record the administration of monies for the outside agency where the intended use is for a mutually beneficial and agreed-upon purpose that supports or enhances the mission of the University. Agency funds are not considered University monies or charitable contributions to the University. Examples of appropriate agency funds include establishing funds for:
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UCSF Building Codes
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A SpeedType is a 6 to 10 character shortcut key which can be used in many transactional systems including BearBuy, Connexxus, MyCores, and MyExpense. Establishment and use of SpeedTypes is recommended for situations where some system users (such as BearBuy Requesters and MyExpense self-preparers) are unfamiliar with the full financial chartstring. When a SpeedType is entered in these systems, it is expanded to the full chartstring (except for Account). Departments are responsible for creating and maintaining SpeedTypes. Following a naming convention for SpeedTypes is highly recommended and will make searching for SpeedTypes more efficient.
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This guide describes how to enter and maintain Department Functional Roles in PeopleSoft.
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PDF of slide deck. View the recorded presentation (includes audio) for full information.
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Source Codes identify the purpose of PeopleSoft journals. They are also a selection criterion for reporting in the MyReports Transaction Detail Report. Some source codes are limited to PeopleSoft Journal Preparers who are assigned a specific PeopleSoft role to use the source code. Several source codes have additional approval workflow connected with them. Online Financial Journals Campus Departments and Controller’s Office
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UCSF departments or units that accept credit or debit cards for payment become credit card merchants. As a credit card merchant, the department assumes the requirements and risks associated with accepting credit card payments.
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Article Contents Introduction Definitions Scope Purpose Process Ownership Life Cycle Outcomes Procedures Self-Assessment Reference Documents Introduction The purpose of Capitalized Asset Management (CAM) is to:
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Establishing Journal Preparers and Approvers in PeopleSoft Take the two-part online course “Understanding PeopleSoft Journals” in the UC Learning Center. Completion of this course is required for access to PeopleSoft General Ledger and Journals. Journal Preparers must complete Understanding Journals: Journal Preparer Actions (opens in new window).
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This article explains how UCSF handles non-sponsored, incoming international and domestic funds received in the form of Automated Clearing House credits (ACH) and wire transfers. It also describes what departments should do to claim these funds and how to view the list of ACH/Wire payments.
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This job aid provides step-by-step instructions on preparing a recharge journal.
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This guide describes how to prepare, edit, and submit Source Code 535 financial journals.
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This guide explains Journal Approver responsibilities and how to review and approve or deny a journal in PeopleSoft.
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This step-by-step guide explains how to log into PeopleSoft Mobile Approvals to approve or deny journals on Apple iOS or Android devices.
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With UCSF’s upgrade to the PeopleSoft Fluid User Interface in March 2021, the mobile approvals interface mirrors the Approvals tile in the web-based version of PeopleSoft, with one key exception: Journal Approvals will not find a link to Go To Journal Entry Details when clicking the Approvals tile on a mobile device. The requirements to review and approve journals are the same whether using the web version or the mobile application. Journal Approvers may need to complete their review using the web version prior to taking approval action from a mobile device.
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This step-by-step guide explains how to act as a Control Point Approver in PeopleSoft.
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As a Journal Approver, when an absence takes you out of the office you have the ability to temporarily assign an alternate approver who can review and approve or deny your journals so they post as intended. Approval delegation is performed in the PeopleSoft My System Profile page.
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If you need to print or save a PDF of a PeopleSoft journal, you can do so using the Print Journal process from the journal’s Lines tab. The process creates a PDF file that can be saved or printed. There is no requirement to save PDFs or print journals; PeopleSoft is the system of record. This step-by-step guide explains how to download and/or print a PeopleSoft Journal PDF file.
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This document describes the process of preparing and submitting journal entries electronically via flat files.
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PeopleSoft Standard Journal Entries (SJEs) provide functionality to automate the scheduled recurring entry of similar or identical journals. This job aid explains how to define and review Standard Journals.
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University of California Office of the President (UCOP) Risk Services manages a self-insurance program that provides coverage for loss of assets. All campuses and medical centers contribute to the fund annually. Valuation of loss is based on repair or replacement of damaged or destroyed property. Deductibles per occurrence:
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UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:
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Capital equipment has a value of $5,000 or more, or software with a per copy cost of $5,000 or more, with a normal life expectancy of more than one year, and is not "expendable". There are specific procedures for capital equipment purchases as well as special procedures applicable over the lifetime of the capital asset. Before you make a purchase of capital equipment, be sure that you understand and follow the specific procedures:
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The gift should meet the criteria of a capital asset: Tangible, Freestanding, Useful life of one year or longer, and Estimated value of $5,000 or greater. Donor, private individual, a corporation, or some other entity should provide a statement in writing that:
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Moving Money The method used to transfer money or balances (e.g., "move money") depends on the Account Type. Specific Accounts and Account Types must be used consistently to ensure that reporting is accurate, clear, and consistent. Refer to the Moving Money Quick Reference Guide for details on:
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The Student Accounting Team works with departments to disburse funds to students and post doctoral candidates.
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Credit card fraud and identity theft are major concerns of the Credit Card Industry. To prevent these occurrences the Credit Card Industry has instituted Payment Card Industry Data Security Standard (PCI DSS) as security measures to safeguard sensitive cardholder data on credit card transactions. Compliance with PCI DSS is mandatory for all merchants and is enforced by the major card brands who established the PCI Security Standards Council. PCI Core Standards
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Commonly used codes and schedules for capital assets and equipment:
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Article Contents Employee Tax Forms Using GLACIER for Non-resident Alien Tax Compliance Exempt Organization Business Income Tax Return Campus Tax Information UCSF Foundation Tax Information Sales and Use Tax Unrelated Business Income Tax (UBIT) Miscellaneous Income City & County Who to Contact
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Internal controls are divided into key and non-key controls. Key controls are the primary procedures relied upon to mitigate a risk or prevent fraud. Non-key controls are considered secondary or back up controls. All controls can be grouped into one of the four components of internal control:
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GL Monthly Schedule
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Download the attached quick reference guide for a complete explanation of the seven Funds consolidated into other existing Funds on July 1, 2015.
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PeopleSoft Journal Header - Input Record Definition Field Name Length Column Positions Comments/Issues Record Type 1 1 'H' indicates a Journal Header record Business Unit 5 2- 6 Required field; Input value of 'SFCMP' or ‘SFMED’ or ‘SFFDN’ Journal ID 10 7-16 Required field; assigned by Accounting Office Journal Date 8 17-24
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Letter from Bank of America confirming bank information needed to accept incoming Electronic Funds Transfers (EFT).
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Accessing the Chart of Accounts Fund Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
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Accessing the Chart of Accounts Account Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
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Accessing the Chart of Accounts Dept ID Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
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This step-by-step guide assists PeopleSoft users who have the Chartfield Approver role in identifying requests to approve new Projects and Flexfields.
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The Fund chartfield is a 4-character alphanumeric value which identifies source of money. Fund identifies the source of financial support and demonstrates restrictions imposed by the governing board or in accordance with regulations, restrictions, or limitations imposed by sources outside the institution. It is a required field on revenue, expense, and transfer transactions.
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The Account chartfield is a 5-character numeric value which identifies the nature or type of the transaction by classifying them into Assets, Liabilities, Equity (net position), Revenues, and Expenses. It is a required field on all transactions. The Accounts are organized into reporting levels using a PeopleSoft tree. The Accounts are designed to facilitate reporting and are generally used across the organization. The campus, foundation, and medical center will share the same list of Accounts. (See the Alternate Account section for additional information for medical center accounts). In other words, the Accounts do not have departmental ownership.
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Department (also referred to as Dept ID) chartfield is a 6-character alphanumeric value which identifies the organizational unit involved in transaction or responsible for resource. Departments are seen as “Cost Centers” whose managers are responsible for all its associated costs and for ensuring adherence to its budgets. It is a required field on revenue, expense, and transfer transactions. A Department is defined as a distinctly identifiable department, division, or unit of an organization whose managers are responsible for all its associated costs and for ensuring adherence to its budgets
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The Activity Period chartfield is a 2-character alphanumeric value which identifies the activity period for projects with multiple periods. Activity period chartfield allows reporting in a unit of time within an overall project. Activity period is primarily intended for sponsored projects to allow reporting on multi-year awards with competitive renewals for different project periods. Nevertheless, it can also be used for non-sponsored projects across multiple periods where interim reporting is needed. Values Examples of Activity Period values are: 01, 02, 03, 04, etc. through to 99.
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The Project chartfield is a 7-character alphanumeric value which assists in uniquely identifying and tracking charges to a discrete set of activities, initiatives or projects. The focus of a Project is tracking an activity or a specified purpose. The Project is often associated with a person that is responsible or accountable for the activity. It is a required field on revenue, expense, and transfer transactions. Projects should not be confused with Funds. The Fund chartfield identifies the source, whereas a Project allows tracking for a particular activity or purpose (how a department uses funds). A Project usually has a specific beginning and ending date. Generally, a new Project may be established:
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The Function chartfield is a 2-character alphanumeric value which fulfills internal and external reporting requirements to track higher education functional classifications. Function code also determines how costs are treated in the research Facilities & Administrative (F&A) or indirect cost rate calculation. For this purpose, it is particularly important that costs are accurately coded and that it is consistent with OMB Circular A-21 (federal) functional definitions. Function also facilitates internal mission-based reporting.Purpose/Use
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Purpose The Flexfield chartfield is an optional value for departmental use designed to track information not captured by other chartfields. Before creating a Flexfield, a department should determine whether or not it is possible to track the activity using the other chartfields, or combinations of chartfields, in the new COA such as Account, Fund, Department, Project, Activity Period, or Function.
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This letter can be used as a confirming statement that UCSF retains tax exempt status as described in the April 2014 letter from the Internal Revenue Service (IRS).
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Letter from the State of California Franchise Tax Board confirming that the University of California and its affiliated organizations are considered part of the State of California and not subject to income tax.
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This table of Project Use, Project Name, and Project Descriptions indicates whether a user can add a non-shared Project.
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Details on the fields in the Sundry Debtor Invoice and instructions for different browsers.
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Departments manage the request and setup for Projects within PeopleSoft. Workflow moves requests through department and Control Point approval, then through the final approval process by the Controller’s Office to complete the Project setup. This guide provides an overview of how Projects are set up, general guidelines for the types of activities that should be tracked using Projects, and step-by-step instructions on how departments request new Projects.
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Accessing the Chart of Accounts Alt Account Tree via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
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UCSF Custody Codes list.
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General Ledger Verification (GLV) is a UCSF key internal control required by Campus Administrative Policy 300-46. The system is comprised of 3 roles – Verifier, Viewer, and Approver. This job aid discusses how to perform your role as a Verifier.
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General Ledger Verification (GLV) is a UCSF key internal control required by Campus Administrative Policy 300-46. The system is comprised of 3 roles – Verifier, Viewer, and Approver. This job aid discusses the Approver role.
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General Ledger Verification (GLV) is a UCSF key internal control required by Campus Administrative Policy 300-46. The system is comprised of 3 roles – Verifier, Viewer, and Approver. Depending on your Departmental practice, Verifiers or Approvers may perform monthly trend analysis.
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Country codes used at UCSF.
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Slide deck from the Spring 2018 go-live training sessions for the new General Ledger Verification Online Tool.
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This guide is intended for use with the FY 2017-18 Year-End Close Presentation slide deck, and provides easy access to the website references used in the presentation.
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This step-by-step guide explains the differences between creating journals in foreign currency and U.S. dollars.
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Use the following guidelines to ensure journal submissions include appropriate supporting documentation for the most commonly prepared journal types.
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This reference details a history of enhancements to the GL Verification tool.
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The General Ledger (GL) Verification Advisory Group's charter is to support the continuous improvement of the GL Verification Tool.
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The General Ledger (GL) Verification online tool streamlines the General Ledger Verification (GLV) process with the goal of ensuring overall reasonableness of department financials. The tool uses a risk and sampling approach rather than a full reconciliation.
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This guide explains how to delete journals in PeopleSoft.
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It is the responsibility of each department to ensure that financial transactions recorded in the general ledger are in accordance with all relevant policies, regulations, and sponsor or donor terms and conditions. The following guidelines are provided for Verifiers and Approvers when using the GL Verification Tool for general ledger verification activities.
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This job aid contains instructions for running and working with the General Ledger (GL) Verification tool's reports.
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Use this quick-reference for easy access to the website references from the 2018-19 Fiscal Year-End presentation slide deck.
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Both the video from the June 10, 2019 broadcast below and the PDF slides include the question and answer session. For easy access to the website references used in the slide presentation, see 2018-19 Fiscal Year-End Close Presentation Website Links.
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Both the video from the June 8, 2020 broadcast, and the PDF slides include the question and answer session. For easy access to the website references used in the slide presentation, see 2019-20 Fiscal Year-End Close Presentation Website Links.
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Watch the video from the June 8, 2021 broadcast. The PDF slides include the question and answer session, as well as easy access to the website references used in the presentation.
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For each country outside of the United States where UCSF has established operations, financial transactions are recorded in PeopleSoft using a foreign Business Unit. Intended only for use by UCSF Global Programs accounting teams, the Business Units allow for the recording and reporting of transactions in each country's respective local currency. Current Business Units, countries and corresponding currencies are as follows:
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Select from the training options below to learn how to navigate in the Peoplesoft Fluid User Interface (UI). This introduction provides a general overview of the components most commonly used by department administrators at UCSF. To learn about the steps to navigate to a specific page, refer to training materials available on the Controller's Office website. eLearning: How to Navigate in the PeopleSoft Fluid User Interface Start Course Select a link below to jump to a specific lesson.
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Completion of this two-part course is required for access to the PeopleSoft General Ledger module.
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This guide explains how to use the PeopleSoft Worklist. The Worklist provides one easy-to-locate tile within PeopleSoft to view and take action on items.
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Watch the video (opens in new window) from the May 31, 2021 broadcast. The PDF slides (opens in new window) provide easy access to the website references used in the presentation.
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This step-by-step guide demonstrates how employees with direct reports can assign and monitor the completion of required training courses available in the UC Learning Center. Satisfactory completion of training is a prerequisite for certain financial roles at UCSF. Managers can assign any required training available in the Learning Center to direct reports and monitor completion.
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Collection efforts for department accounts receivable (Dept A/R) invoices are the responsibility of the department providing the property, good, or service. If an external customer does not pay an invoice within 30 days it is considered delinquent. Departments should contact the external customer to follow-up on delinquent invoices.
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This Payment Card Industry Security Awareness Training is required annually for all UCSF Medical Center (UCSF Health) and Campus staff handling credit cards and/or cardholder information. New employees handling this information must complete this course upon hire, and annually thereafter. The purpose of this course is to familiarize employees with credit card security issues and enhance your skills in maintaining the security and safety of the UCSF payment card environment and cardholder data.
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Petty cash fund custodians learn and apply provisions of UCSF's petty cash fund policy (Policy 300-32) when administering their funds. This course identifies the core areas of the policy all petty cash fund custodians should be aware of.
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This course covers foundational information about Cost Transfers at UCSF.
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Customers who receive an invoice for use of property or receipt of goods or services provided by a UCSF department (other than from UCSF Health or for a sponsored project), should use the following information to prepare payments. Payments that include all the necessary information are more easily and quickly applied to invoices. Payments should be made as an electronic transfer, either as a wire transfer or ACH (Automated Clearing House). Checks should only be used when payment by electronic transfer is not possible.
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Department accounts receivable (Dept A/R, also known as Sundry Debtor) invoices are provided to external customers (customers not affiliated with the University of California) who use UCSF property or receive goods or services and do not make payment at the time of service. External customers must first be established in the University’s financial system and the department providing the goods or services must be associated with the external customer in the system before invoices can be submitted for recording and distribution to the external customer.
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Cash and Credit Card journals in PeopleSoft are used to record payments received from third parties. Journal Preparers and Journal Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation, knowledge of the activity, and conformity to applicable UCSF Policies and outside agency requirements.
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The Unclaimed Cash, ACH & Wires through YYYYMMDD file contains the current listing of items that remain unclaimed for 30 to 365 days.
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Establishing New Cash Handlers and Depositors, Handling Checks Other than for Gifts and Sponsored Projects, Handling Checks Received for Gifts, Handling Checks Received for Sponsored Projects, Incoming Electronic Funds Transfers (EFT)
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Department Accounts Receivable (Dept A/R, also known as ‘sundry debtor’ receivables) is the amount due to the University from an external customer for payment of a good supplied and/or service already rendered. Dept A/R excludes sponsored projects, student/employee and UCSF Health related receivables. Dept A/R is not applicable to business conducted with other campuses or with the Office of the President (UCOP); see Handling ITF and IOC for procedures related to Interlocation Transfer of Funds (ITFs) and Intercampus Orders & Charges (IOCs).
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UCSF routinely conducts business with other campuses and with Office of the President (UCOP). This guide provides an overview of these transactions, describes how transactions are processed, and identifies resources for users who need assistance with related processing. These transactions are divided into the following categories: Category Source Code(s) Interlocation Transfer of Funds (ITFs) 150, 574 Intercampus Orders & Charges (IOCs) 57X
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Used only for requesting payments that contain sensitive or confidential information such as research subject payments, patient refunds, settlements, and damage payments.
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Campus Equipment Custodians use the Equipment Inventory Modification Request (EIMR) process to modify or dispose inventory equipment assigned to their departments. Only department delegated Equipment Custodians with authorized access can submit the electronic EIMR in PeopleSoft Asset Management. Review Equipment Custodian Responsibilities and refer to the PeopleSoft Asset Management Custodian Manual for additional guidance on the electronic EIMR submission process in PeopleSoft.
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Equipment Custodian or Department Representative should complete this form and obtain all required approvals when Requesting a new Custody Code, Changing the Equipment Custodian for existing Custody Code(s), Changing the Title/Description of a Custody Code, Changing the Dept ID of a Custody Code, Deactivating or Reactivating existing Custody Code(s)
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University policy requires that the custodian of a petty cash fund who is directly responsible for the safekeeping and disbursement of the fund's cash must be appointed by the department head. The policy also requires that any change in custody of an existing fund must be documented in writing and the amount of the transfer verified.
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Department Accounts Receivable (Sundry Debtor) is an invoice billed to external customers (not affiliated with UC) for use of UCSF properties, goods or services. Departments complete the invoice form and send it along with supporting document to [email protected] The Controller’s Office enters the billing date, assigns an invoice number, and sends invoice to customers for payment via email or using the customer's portal.
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Use this Intercampus Order and/or Change Form (IOC) for billing between two UC campuses or between one UC campus and the UC Office of the President (UCOP). Send completed forms to [email protected]
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This form must be downloaded and opened in Adobe Acrobat or Adobe Acrobat Reader. The form will not function in a browser window. Follow the instructions on the form carefully to ensure your request is correctly submitted!
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To ensure Payment Card Industry (PCI) compliance, a Merchant ID is required for each department wishing to accept credit or debit card payments. Complete this webform to request approval for a Merchant ID. If you have any questions about the form, contact Christine Chiang.
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Use this form to request a new Account or a change to an existing Account Description (re-purposing old account numbers).
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Completed California Form 590 - Withholding Exemption Certificate
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Contact the University of California Office of the President (UCOP) Financial Accounting Unit.
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Per Campus Administrative Policy 300-44, department managers are required to perform a cash count audit of their petty cash funds. Download this form to assist with the cash count audit process and to document audit results. Recordkeeping for the audit process is maintained at the department level; do not send the completed form to the Cash and Controls Team unless requested. Frequency of Cash Count Audits Non-research petty cash, cash equivalents, and change funds counts are mandatory for each fund based on amounts as follows:
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Equipment Custodians use this paper form to submit modification requests for donations, loaned equipment, inter-campus transfers, and other miscellaneous changes. All other equipment inventory modifications requests must be initiated using PeopleSoft Asset Management.
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Department managers use this form to add a new account in the Black Reconciliation System and to edit an existing account's attributes. MyAccess authentication is required to complete this form - click the Login link above to display the form.
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Complete this form to receive the Zoom information for our 2020-21 Fiscal Year-End Presentation.
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Departments are required to submit proof of expenditures with all replenishment requests for research subject payments. In lieu of submitting individual receipts, departments may submit a disbursements log to document expenditures. Departments must document the following information on the log:
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Important policy reminders related to the inventory and disposition of capital equipment assigned to faculty or PIs separating from the University.
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Key dates and resources to help prepare for fiscal year-end close
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Review changes in UCSF accounting procedures required to comply with the July 1, 2023, UC Common Chart of Accounts implementation.
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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.
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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:
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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.
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Prepare for an upcoming change to the Millberry Union drop safe location
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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:
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We need your help to ensure that we receive a copy of every IRS Form 1099-MISC issued to UCSF. During tax season, the Controller’s Office must review all IRS Forms 1099-MISC issued to UCSF to verify if tax has been withheld and to report and reclaim withholding amounts. Review the guidelines below to identify when your department may receive a Form 1099-MISC issued to UCSF and how to submit it to the Controller's Office for review. What is Form 1099-MISC?
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April 1, 2023, begins the next biennial cycle for the physical inventory process. Department Finance Administrators and their Equipment Custodians should review the updated 2023-2025 Physical Inventory Custodian Schedule on the Controller’s Office website.
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Improvements to the department accounts receivable (Dept A/R) process became effective on March 1. The improvements announced in last month’s Newsletter were based on stakeholder survey responses and interviews with the goal of making the process easier and more efficient for departments without requiring modifications to the UCSF financial system.
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Credit Card Merchant Services is excited to announce the planned implementation of Total Compliance Tracking (TCT) compliance software to support UCSF’s PCI compliance management process. The tool provides automated PCI testing, including automated task management and email reminders. It will also help manage the retention of testing documentation for each merchant, including task activities, guidance, and supporting materials. With the release of PCI Data Security Standard (DSS) version 4.0 on March 31, 2022, UCSF will adopt new PCI compliance standards beginning this year. The TCT software will include updated guidance to ensure adherence to the new regulatory changes.
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The Controller’s Office is combining the Student Accounting, Cash and Controls, UCSF Merchant Services, and Department Accounts Receivable functions into a new Accounts Receivable and Banking Services team (opens in new window). Previously, similar services in cashiering, billing, and student accounting were spread across the Accounting and Reporting unit and the Contracts and Grants Accounting unit.
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We are pleased to announce improvements to the Department Accounts Receivable (formerly Sundry Debtor) process. Department Accounts Receivable (Dept A/R) is the amount due to UCSF from an external customer for payment of goods supplied and/or services already rendered. Dept A/R does not apply to sponsored projects, UCSF Health, or student/employee receivables. Changes to the process were based on stakeholder survey responses and interviews. The improvements were designed to make the Dept A/R process easier and more efficient for participating departments without requiring modifications to the UCSF financial system. Who Should Use the Dept A/R Process
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Petty Cash verification letters were distributed via DocuSign to all petty cash custodians on January 13, 2023. Custodians must complete verification letters no later than Tuesday, February 14, 2023. Failure to comply with the required process may result in closure of the petty cash fund. If you did not receive a DocuSign email containing your petty cash verification request or if you have questions about the verification process, contact the Cash and Controls Team.
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The Controller’s Office will conduct an informational session for departments to learn more about UCSF Merchant Services from 1 to 2 p.m. on Thursday, February 23. UCSF Merchant Services is the first stop for schools, departments, and clinics across UCSF for all services related to handling credit cards and electronic payments. This session is designed to provide administrators with an overview of services and resources needed to successfully navigate the complexities of payment card processing and will include guidance on:
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This month, petty cash verification letters will be distributed via DocuSign to all petty cash custodians. To ensure petty cash is properly accounted for and that records are accurately stated, custodians must complete their verification letters no later than Tuesday, February 14, 2023. Failure to comply with the required process may result in closure of the petty cash fund. Please submit any petty cash account changes before January 10, 2023, to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.
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To ensure petty cash is properly accounted for and that records are accurately stated, petty cash verification letters will be distributed via DocuSign to petty cash custodians in early January. Has your petty cash account recently changed custodianship? Does your account need to be terminated? Please process any petty cash account changes before January to help ensure a smooth verification process. Procedures for making changes to your petty cash account are available on the Controller’s Office website.
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UC Office of the President (UCOP) has established a new Common Chart of Accounts (CCOA) that is standardized across UC systemwide financial applications. The systemwide CCOA was designed to create consistency while allowing UC locations to maintain local charts of accounts within the established framework. It has been designed to enhance reporting, budgeting, and financial management and to reduce extensive and expensive data reconciliations UCOP prepares across UC locations.
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Fulfilling check requests to establish or replenish petty cash funds is a two-step process. Here’s what happens after you submit your petty cash check request form and how to get help during each step in the process. Step One: Review and Approval by Controller’s Office Cash and Controls
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The Controller’s Office has observed an increase in deposits over the past two years using the bank’s generic deposit slips. This has contributed to an increase in misdirected deposits and unidentified deposits in our bank account with no corresponding cash journals. Why does it matter? The bank’s generic deposit slip contains no unique identifiers to tie the deposit to the department. This makes tracking a deposit much more difficult and increases opportunity for data entry errors by the depositor or bank teller.
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UCSF maintains a drop safe location at Zuckerberg San Francisco General Hospital at the UCSF OMFS Clinic, located in Building 5, Room 1N1. Deposits are permitted under the following guidelines:
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A new file, Unclaimed Bank Deposits Transferred to the Central Fund, has been added to the Controller’s Office Cash, ACH & Wires folder in Box. It lists all bank deposits unclaimed for thirteen or more months that were transferred in fiscal years 2020-21 and 2021-22 to the Central Fund. Funds transferred to the Central Fund are still available for your department to claim using a cash journal. To claim funds:
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Refer to the following resources and dates to ensure you are prepared for fiscal year-end close activities. Presentation If you are responsible for any year-end close activities and were unable to attend the Year-End Close Presentation held on May 31, watch the recorded session and review presentation slides on the Controller's Office website. Year-End Key Dates 2022 As we prepare for year-end, note the following key dates: