Accounting & Reporting

Support Contact

415.502.7430
415.502.5642
Box 0812
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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

February 2018

Sun Mon Tue Wed Thu Fri Sat
Sunday, Jan 28
28
Monday, Jan 29
29
Tuesday, Jan 30
30
Wednesday, Jan 31
31
Thursday, Feb 1
1
Friday, Feb 2
2
Saturday, Feb 3
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Sunday, Jan 28
 
Monday, Jan 29
 
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Thursday, Feb 1
 
Friday, Feb 2
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Sunday, Feb 4
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Tuesday, Feb 6
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Wednesday, Feb 7
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Thursday, Feb 8
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Friday, Feb 9
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Saturday, Feb 10
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Monday, Feb 5
Tuesday, Feb 6
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Saturday, Feb 10
 
Sunday, Feb 11
11
Monday, Feb 12
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Tuesday, Feb 13
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Wednesday, Feb 14
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Thursday, Feb 15
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Friday, Feb 16
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Saturday, Feb 17
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Sunday, Feb 11
 
Monday, Feb 12
Tuesday, Feb 13
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Thursday, Feb 15
Friday, Feb 16
 
Saturday, Feb 17
 
Sunday, Feb 18
18
Monday, Feb 19
19
Tuesday, Feb 20
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Wednesday, Feb 21
21
Thursday, Feb 22
22
Friday, Feb 23
23
Saturday, Feb 24
24
Sunday, Feb 18
 
Monday, Feb 19
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Thursday, Feb 22
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Saturday, Feb 24
 
Sunday, Feb 25
25
Monday, Feb 26
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Tuesday, Feb 27
27
Wednesday, Feb 28
28
Thursday, Mar 1
1
Friday, Mar 2
2
Saturday, Mar 3
3
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Monday, Feb 26
 
Tuesday, Feb 27
 
Wednesday, Feb 28
Thursday, Mar 1
 
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Saturday, Mar 3
 
  • 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 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)
  • 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. Journals are created in PeopleSoft by a Journal...
  • 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 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...
  • 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.
  • 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....
  • 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.
  • 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...
  • 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...
  • 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...
  • 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...
  • 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...
  • 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...
  • 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...
  • 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...
  • 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 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...
  • 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 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:
  • 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...
  • 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...
  • 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...
  • 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....
  • Have you ever looked at your department’s recharges and wondered who recorded the recharge or who to call with questions you have about a specific recharge transaction? The Recharge Source Codes and Contacts List published on the Controller’s Office website may provide the answers you need. The Controller’s Office maintains this list to help campus departments with their...
  • It’s tax time again.  One of the key IRS forms the Controller’s Office must review are any IRS Form 1099-MISC issued to UCSF.  Since these forms are sent by many parties with varied relationships to UCSF, we need your help to ensure that we see every one of these forms. What is Form 1099-MISC? Form 1099-MISC (miscellaneous Income and interest) is an information...
  • During the life of capital equipment, it may be necessary to pay for repair or maintenance of the equipment.  Whether you can capitalize these expenses depends on the nature of the repair or maintenance.   Repairs and maintenance expenses are generally NOT capitalized Repairs and maintenance are expenses a business incurs to restore an asset to a previous operating condition or...
  • Equipment custody codes are now available on the Controller’s Office website.  You can filter the custody code list by code, code description, custodian, Dept ID, or Dept ID description. Custody code is a four-digit code, requested by the department and issued by Capital Asset Management (CAM), that is used to assign custodial responsibility for UC-held assets. Custody codes are tied...
  • As we previously communicated, the Controller's Office is implementing a new General Ledger Verification (GLV) online tracking tool to automate and streamline the review and documentation activities. We have been working closely with an external development company to build the user interface for this online tool and are now completing the user data testing phase. Testing has been very fruitful...