Accounting & Reporting

Support Contact

415.502.7430
415.502.5642
Box 0815
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Management Contact

Shannon Turner
Assistant Controller - Accounting & Reporting
+1 415 502-7430
Sara Betancourt
Manager - General Accounting & Financial Reporting
+1 415 514-2131

Accounting & Reporting Calendar

November 2018

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  • Article Contents Employee Tax Forms Using GLACIER for Non-resident Alien Tax Compliance Campus Tax Information UCSF Foundation Tax Information Sales and Use Tax Unrelated Business Income Tax (UBIT) City & County Who to Contact Employee Tax Forms Form W-2 The W-2 form reports...
  • 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 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.
  • 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
  • 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)
  • 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.  The closing process consists of steps to transfer income statement accounts to balance sheet accounts.  Since income statement...
  • 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 ensure that financial transactions recorded in the general ledger are in accordance with all relevant policies, regulations, and sponsor...
  • 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...
  • 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:
  • 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...
  • 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. Journals are created in PeopleSoft by a Journal...
  • 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...
  • 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:
  • 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...
  • 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 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. As of 10/25/2018
  • Filter: Building   Address    City/Sate    Building Code    1100 South Eliseo Dr., Greenbrae, CA 1100 South Eliseo Drive Greenbrae, CA 3536 1145 Bush Street 1145 Bush Street San Francisco, CA
  • 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.
  •   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).
  • 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.
  •   Financial Journals (source code 535) can be used for: Correcting chartfields on previously recorded transactions Recording non-payroll adjustments for non-sponsored Projects Moving money for: Revenue or UCSF Health support transfers Expense transfers External recharges or...
  • 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...
  •   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...
  • 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...
  •   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...
  • You can filter the custody code list by code, code description, custodian, Dept ID, or Dept ID description.
  •   Letter from Bank of America confirming bank information needed to accept incoming Electronic Funds Transfers (EFT).
  •   General Ledger verification (GLV) 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...
  • To ensure transactions are correctly recorded in the General Ledger, financial administrators may establish SpeedTypes, which are 6-10 character shortcuts for commonly used chartfield combinations.
  • Commonly used codes and schedules for capital assets and equipment:
  • 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...
  •   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...
  • 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...
  • 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...
  • 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...
  • 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...
  •   Cash and Credit Card journals in PeopleSoft are used to record payments received from third parties. Journal Preparers and Approvers are responsible for ensuring that all journal entries are reasonable and accurate based on the documentation, knowledge of the activity, and conformity to...
  • 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....
  •   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.
  • 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...
  • 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...
  •   Campus departments use a variety of products or services to perform their activities. When these support services are provided by other organizational units within the University, the providing units charge a fee for their services. The University provides an internal mechanism for charging...
  •   Dept ID Functional Roles identify employees who hold key operational functions within a Department or, in the case of the Payroll/Personnel Administrator and Computer Support Coordinator roles, support a Department. The following grid denotes the Functional Role, description/...
  • This job aid assists PeopleSoft users who have the Chartfield Approver role in identifying requests to approve new Projects and Flexfields.
  • 2017 - 2019 Cycle
  • 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...
  •   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. 
  • 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 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...
  • 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 five components of internal control:...
  • 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 $...
  • 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...
  •   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. This feature is inappropriate for time sensitive journals. If you require an...
  • 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...
  • Download this job aid for more details on how Net Position is calculated and displayed in MyReports.
  • 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....
  • This job aid provides an overview of how Projects are set-up and general guidelines for the types of activities that should be tracked using Projects.  Departments manage the request and set-up of Projects within PeopleSoft.  Workflow moves requests through department and Control Point...
  • Use the following guidelines to ensure journal submissions include appropriate supporting documentation for the most commonly prepared journal types.
  •   There are a number of ways to enter journal entries into PeopleSoft. In addition to keying a journal entry directly using the journal entry interface, authorized users may prepare a flat file of journal entries that can be imported directly into the campus PeopleSoft General Ledger. This...
  •   This guide explains Journal Approver responsibilities and how to approve or deny a journal in the PeopleSoft web application. See the Using the PeopleSoft Mobile Approvals Application job aid to learn how to approve journals using your tablet or smartphone.
  • 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...
  •   Inventorial equipment is defined as free-standing, non-expendable equipment (useful life over 1 year) acquired at a cost of $5,000 or more (including sales tax, freight, and installation needed to enable operability). The designated Equipment Custodian oversees the inventorial equipment...
  • 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...
  • 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:
  •   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 that can be saved or printed. There is no requirement to save PDFs or print journals; PeopleSoft is the system of record.
  • Roles The following five default user roles are available for your credit card merchant services payment gateway account. Except for Account Owner, these user roles can be customized by modifying the user's permissions. Account Owner An Account Owner is the top level user, has irrevocable...
  •   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 component.
  •   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.
  • This table of Project Use, Project Name, and Project Descriptions indicates whether a user can add a non-shared Project.
  •   PeopleSoft includes a mobile application for the review and the approval or denial of journals using Apple iOS or Android devices.
  • 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...
  •   The PeopleSoft Mobile Approvals application provides Journal Approvers with the added convenience of reviewing and taking action on pending journal transactions from a mobile device. See the Reviewing and Approving or Denying Journals job aid for specific review tasks required of a Journal...
  •   Use this quick-reference for easy access to the website references from the 2017-18 Fiscal Year-End presentation slide deck. 
  •   Control Point approval is required for all Net Position transfers, capital project and fiscal year-end journals at UCSF. Designated Control Point Approvers can access, review, Approve or Deny these types of journals from their PeopleSoft Worklist. Journals that do not require Control Point...
  • Details on the fields in the Sundry Debtor Invoice and instructions for different browsers.
  • 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...
  •   Download the attached quick reference guide for a complete explanation of the seven Funds consolidated into other existing Funds on July 1, 2015.
  • 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....
  • This guide explains the difference between creating journals in foreign currency (in foreign Business Units only) and U.S. dollars.