Accounting & Reporting

Accounting & Reporting Calendar

August 2017

Sun Mon Tue Wed Thu Fri Sat
Sunday, Jul 30
30
Monday, Jul 31
31
Tuesday, Aug 1
1
Wednesday, Aug 2
2
Thursday, Aug 3
3
Friday, Aug 4
4
Saturday, Aug 5
5
Sunday, Jul 30
 
Monday, Jul 31
 
Tuesday, Aug 1
 
Wednesday, Aug 2
Thursday, Aug 3
Friday, Aug 4
Saturday, Aug 5
 
Sunday, Aug 6
6
Monday, Aug 7
7
Tuesday, Aug 8
8
Wednesday, Aug 9
9
Thursday, Aug 10
10
Friday, Aug 11
11
Saturday, Aug 12
12
Sunday, Aug 6
 
Monday, Aug 7
Tuesday, Aug 8
Wednesday, Aug 9
Thursday, Aug 10
 
Friday, Aug 11
Saturday, Aug 12
 
Sunday, Aug 13
13
Monday, Aug 14
14
Tuesday, Aug 15
15
Wednesday, Aug 16
16
Thursday, Aug 17
17
Friday, Aug 18
18
Saturday, Aug 19
19
Sunday, Aug 13
 
Monday, Aug 14
 
Tuesday, Aug 15
 
Wednesday, Aug 16
Thursday, Aug 17
 
Friday, Aug 18
 
Saturday, Aug 19
 
Sunday, Aug 20
20
Monday, Aug 21
21
Tuesday, Aug 22
22
Wednesday, Aug 23
23
Thursday, Aug 24
24
Friday, Aug 25
25
Saturday, Aug 26
26
Sunday, Aug 20
 
Monday, Aug 21
 
Tuesday, Aug 22
 
Wednesday, Aug 23
 
Thursday, Aug 24
 
Friday, Aug 25
Saturday, Aug 26
 
Sunday, Aug 27
27
Monday, Aug 28
28
Tuesday, Aug 29
29
Wednesday, Aug 30
30
Thursday, Aug 31
31
Friday, Sep 1
1
Saturday, Sep 2
2
Sunday, Aug 27
 
Monday, Aug 28
 
Tuesday, Aug 29
 
Wednesday, Aug 30
 
Thursday, Aug 31
Friday, Sep 1
 
Saturday, Sep 2
 
  • 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...
  • Effective July 1, 2014 through June 30, 2022, California State Board of Equalization'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.
  • Establishing New Cash Handlers and Depositors, Handling Checks Other than for Gifts and Sponsored Projects, Handling Checks Received as Gifts, Handling Checks Received for Sponsored Projects, Incoming Electronic Funds Transfers (EFT)
  • 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
  • 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:
  • 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.
  • General Ledger (GL) verification is a key control of UCSF and is a requirement per Campus Administrative Policies. It is the responsibility of each department to verify the financial transactions recorded in the general ledger are in accordance with all relevant policies, regulations, and sponsor...
  • 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.
  • On a daily basis UCSF receives both international and domestic funds in the form of Automated Clearing House credits (ACH) and wire transfers. These funds are deposited into UCSF’s Bank of America account #XXXXX23601 and recorded in the UCSF General Ledger (GL) in Account 10110 (Cash-BofA).
  • 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:
  • UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories: Interlocation Transfer of Funds (ITFs) Intercampus Orders & Charges (IOCs) Intercampus Appointments Intercampus Subcontracts Because of the...
  • Establishing Journal Preparers and Approvers in PeopleSoft Take the 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 Parts 1 and 2 of the...
  • 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...
  • 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....
  • Departments that have been established as a Sundry Debtor Customer, can accept sundry debtor payments as an electronic transfer, either as a wire transfer or ACH (Automated Clearing House), or in the form of a check. ACH or wire transfer is the preferred method of payment. Contents Electronic...
  • The fiscal year-end close process is the steps required to prepare the general ledger accounts for financial statement presentation and for the start of the next accounting process. The closing process consists of steps to transfer income statement accounts to balance sheet accounts. Since income...
  • 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...
  • Article Contents Capital Lease or Installment Purchase Lease Other Types of Leases or Contracts The recording and tracking of Capital and Operating Leases is somewhat complicated and the University is required to be in compliance with Financial Accounting Standards Board (FASB) Statement No....
  • 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...
  • Only equipment for which the University holds clear title can be disposed of without the written permission of the title holder. Gifts may not be disposed of for a minimum of 24 months after receipt. Failure to follow this rule may result in loss of tax deduction for the donor. Equipment that has...
  • Sundry Debtor is an invoice billed to external customers (not affiliated with UC) for use of UCSF properties or services. Departments must first be established as a Sundry Debtor Customer before they can submit requests for invoices to be sent to external customers. Payments can be made either in...
  • Capital Accounting review purchase orders (POs) issued by Supply Change Management (SCM) to identify items that meet capitalization of equipment threshold: Movable equipment, and Acquisition cost of $5,000 or more, and Useful life of equipment over 1 year. For new equipment that meets the...
  • 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...
  • Recharges and central costed activities occur when one unit of the University provides services which 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...
  • 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...
  • 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:
  • Fundamentals of Financial Management at UCSF is a three part course designed to introduce employees to basic accounting concepts at UCSF.  The course includes a review of the UCSF chart of accounts structure and chartfield values, as well as an overview of MyReports, UCSF's financial reporting...
  • An Agency Fund is used for the University to hold money which belongs to a third-party and where the intended use is for a mutually beneficial and agreed upon purpose. The advantage of this arrangement for the third-party is access to the procurement and payment services of the University. The UCSF...
  • 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....