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href="/">Home</a></span> <span class="delimiter">»</span> <span class="inline even"><a href="/search/how-to-guide" class="active">How-To Guides</a></span> <span class="delimiter">»</span> <span class="inline odd last"><a href="/search">Search</a></span></div> <div class="page row clearfix"> <div class="inner-wrapper"> <div role="main" id="main-content" class="col"> <h1>Find a How-to Guide</h1> <div class="view-how-to-guides-via-solr-index view-id-how_to_guides_via_solr_index view-display-id-co_page_form co-view-container view-dom-id-d77f5e009e198338359a7b6b44982243"> <div class="view-filters"> <form action="/search/how-to-guide" method="get" id="views-exposed-form-how-to-guides-via-solr-index-co-page-form" accept-charset="UTF-8"><div class="views-exposed-form"> <div class="views-exposed-widgets clearfix"> <div id="edit-search-htg-wrapper" class="views-exposed-widget views-widget-filter-search_api_views_fulltext"> <label for="edit-search-htg"> Keywords </label> <div 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name="field_co_service_area[]" id="edit-field-co-service-area-911" value="911" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-911'>Capital Equipment and Accounting</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-1111"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-1111" value="1111" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-1111'>Financial Data and Reports</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-886"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-886" value="886" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-886'>General Accounting</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-1131"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-1131" value="1131" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-1131'>Gift and Foundation Accounting</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-921"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-921" value="921" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-921'>Payroll</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-891"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-891" value="891" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-891'>Sponsored Research Post Award Administration</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-1106"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-1106" value="1106" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-1106'>Student Business Services</label> </div> <div class="form-type-bef-checkbox form-item-edit-field-co-service-area-1276"> <input type="checkbox" name="field_co_service_area[]" id="edit-field-co-service-area-1276" value="1276" class="ctools-auto-submit" /> <label class='option' for='edit-field-co-service-area-1276'>Timekeeping</label> </div> </div></div> </div> </div> </div> <div class="views-exposed-widget views-submit-button"> <input class="ctools-use-ajax ctools-auto-submit-click" type="submit" id="edit-submit-how-to-guides-via-solr-index" name="" value="Search" /> </div> <div class="views-exposed-widget views-reset-button"> <input type="submit" id="edit-reset" name="op" value="Reset" /> </div> </div> </div> </form> </div> <div class="co-list-items-wrapper"> <ul class="co-list-lines-items"> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup">Financial/Payroll Codes and Data Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> The Controller's Office Financial/Payroll Codes and Data Lookup tool has transitioned to UCSF's Tableau platform. Read more about this change and review how to get started using the features of the new tool.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/hbs-processing-center/employee-time-leave-reporting-using-hbs">Employee Time and Leave Reporting using HBS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/payroll/payroll-processing-calendar">Payroll Processing Calendar</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Payroll Processing Schedule Payroll Schedule - 2025 Pay Cycle Pay Date Pay Period Begin Pay Period End Funding Entry Deadline (by 7pm) Pay Confirm Accounting Period Journal Posts to the GL</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/payroll/w-2-frequently-asked-questions">W-2 Frequently Asked Questions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Answers to questions about W-2 forms.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/tax-information">Tax Information</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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) Miscellaneous Income</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/verification-employment-income">Verification of Employment (or Income)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> UCSF uses The Work Number to provide employment and income verifications for employees. The Work Number is a secure, automated service providing employees with the ability to quickly deliver proof of employment or income to authorized verifiers. The Work Number is available 24 hours a day, 7 days a week.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/general-ledger-monthly-schedule">General Ledger Monthly Schedule</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">GL Monthly Schedule</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/using-ucsf-chart-accounts">Using the UCSF Chart of Accounts</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/title-code">Title Codes Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Title Codes</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/claiming-california-partial-sales-use-tax-exemption">Claiming California Partial Sales and Use Tax Exemption</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes how to determine if your purchase qualifies for a partial sales and use tax exemption.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/account">Account Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/dept-id">Dept ID Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-account">Chart of Accounts: Account</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/payroll-guidance-employees">Payroll Guidance for Employees</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Take action UCSF employees use UCPath online to view and make changes to tax withholding allowances, health and welfare benefits, and personal and contact information. You can also view and print your earnings statements and Form W-2s for earnings issued on or after June 1, 2020.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/general-accounting/fiscal-year-end-close">Fiscal Year-End Close</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/administering-petty-cash-change-funds">Administering Petty Cash and Change Funds</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/sponsored-research-post-award-administration/cost-accounting-standards-cas-guidelines">Cost Accounting Standards (CAS) Guidelines</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The University of California, San Francisco (UCSF) has developed charging practice guidelines for sponsored projects in accordance with the Uniform Guidance and associated Cost Accounting Standards (CAS).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/using-glacier-non-resident-alien-tax-compliance">Using GLACIER for Non-Resident Alien Tax Compliance</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> A foreign national is an individual who is not a citizen of the USA. For federal income tax purposes, foreign nationals are classified by the Internal Revenue Service (IRS) as either resident or nonresident aliens.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/supporting-documentation-guidelines-journal-entries">Supporting Documentation Guidelines for Journal Entries</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Use the following guidelines to ensure journal submissions include appropriate supporting documentation for the most commonly prepared journal types.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/understanding-taxability-employee-non-cash-awards-gifts">Understanding the Taxability of Employee Non-Cash Awards and Gifts</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> The Federal Tax Cuts and Jobs Act (P.L. 115-97) signed into law on December 22, 2017 changed the taxability of some non-cash awards and other gifts provided to employees. If an award or gift (or portion of an award or gift) is taxable, applicable income tax withholding and FICA taxes will be deducted from the employee’s paycheck.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/project">Project Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/handling-cash-checks">Handling Cash and Checks</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This article outlines procedures for handling the most common types of payments received by campus departments. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/sign-direct-deposit">Sign Up for Direct Deposit</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> All UCSF employees are strongly encouraged to set up electronic direct deposit to receive their payroll earnings by direct deposit to up to three bank accounts on payday. Employees will enjoy several advantages when using this preferred payment method:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/how-survive-external-audit">How to Survive an External Audit</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> An External Audit is a periodic or specific purpose audit conducted by external (independent) qualified accountant(s). Its objective is to determine, among other things, whether (1) the accounting records are accurate and complete, (2) prepared in accordance with generally accepted accounting principles, and (3) the statements prepared from the accounts present fairly the organization's financial position, and the results of its financial operations.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/speed-types">SpeedTypes Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounts-receivable-banking-services/bank-america-accountrouting-number-confirmation">Bank of America Account/Routing Number Confirmation Letter</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">If a bank certification letter is required, provide the remitter with a copy of the corresponding Bank of America Account/Routing Number Confirmation Letter confirming bank information needed to accept incoming Electronic Funds Transfers (EFT) into the following bank accounts:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/accessing-understanding-earnings-statements">Accessing and Understanding Earnings Statements</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Paychecks for UCSF employees will be issued from UCPath beginning with the June 1, 2020 payday for monthly employees and the June 10, 2020 payday for biweekly employees. Electronic earnings statements for prior pay issued from UCSF's legacy payroll system continue to be available in At Your Service Online (AYSO). To access your earnings statement using UCPath online:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/alt-account">Alt Account Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/submitting-stipend-payment-requests">Submitting Stipend Payment Requests</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines how to submit stipend requests.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/hbs-processing-center/hbs-management-administration">HBS Management and Administration</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> UCSF managers use HBS to fully review and approve employee timesheets and leave requests. Download the Managers' Quick Start Guide for an overview of steps to approve or deny timesheets and leave requests.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/effort-reporting-effort-reporting-system-ers">Effort Reporting & the Effort Reporting System (ERS)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Effort Reporting How-to Guide.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/dos-code">DOS Codes Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF DOS Codes</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/post-award-financial-administration">Post-Award Financial Administration</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contracts and Grants Accounting (CGA) supports UCSF's mission by providing collaborative and advisory post-award management and financial oversight of sponsored research. CGA works collaboratively with Principal Investigators, research administrators, the Office of Sponsored Research (OSR), other University units, and sponsors from award set-up through close-out; managing billing, collections, and financial reporting as well as monitoring post-award compliance.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/entering-editing-biweekly-timesheets-hbs-job-aid">Entering & Editing Biweekly Timesheets in HBS Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This document explains how biweekly paid employees can enter and edit time prior to submitting a timesheet.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/payroll-overpayments">Payroll Overpayments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">University of California employees are not legally entitled to receive more money than they earned for each pay period. When an employee has been overpaid, an overpayment recovery plan is established to provide a method by which the overpayment can be recovered.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/hbs-employee-quick-start-guide">HBS Employee Quick-Start Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/additional-compensation-t32f32-postdoctoral-fellows">Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Describes the UCSF procedures for requesting approval for additional compensation for Ruth L. Kirschstein National Research Service Award (NRSA) Fellows under National Institutes of Health (NIH) Grants Policy Statement 11.2.10.2. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/payroll/ucsf-employer-contribution-rates-employee-benefits">UCSF Employer Contribution Rates for Employee Benefits</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Employer Contribution Rates for Employee Benefits Appearing in the Distribution of Payroll Expense Report</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/logging-hbs">Logging into HBS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid visually explains the methods available to log into HBS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/equipment-custody-codes">Equipment Custody Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF equipment custody codes</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/general-accounting/general-ledger-verification">General Ledger Verification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">General Ledger (GL) verification is a key control of UCSF and is a requirement per Campus Administrative Policies.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/requesting-reporting-changing-leave-hbs">Requesting, Reporting, and Changing Leave in HBS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid details how to request and enter leave on both monthly and biweekly timesheets.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/building-codes">Building Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Building Codes</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/replace-paper-paycheck">Replace a Paper Paycheck</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> If you lost your paper paycheck, have a damaged paycheck, or have a paycheck more than 180 days old, please contact the Controller’s Office Solution Center for assistance. Review Options for Receiving Missed Pay if you did not receive your paycheck or were not paid in full. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/chart-accounts-dept-id-tree">Chart of Accounts Dept ID Tree</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/financial-reports">Financial Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">MyReports is UCSF’s campus-wide reporting solution that provides financial and human resources data to meet the needs of users at all levels within our organization. Financial Reports in MyReports are displayed in three tabs (sets of reports):</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/establishing-equipment-custodians">Establishing Equipment Custodians</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines the steps to establish an Equipment Custodian, including required training resources to become familiar with the acquisition, use, upkeep, tracking, and disposition of capitalized assets.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/fund">Chartfield Lookup: Fund</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-project">Chart of Accounts: Project</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/understanding-facilities-administrative-fa-rates-base">Understanding Facilities & Administrative (F&A) Rates and Base Codes</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-prepare-edit-submit-sponsored-research">How to Prepare, Edit, and Submit Sponsored Research Cost Transfer Journals in PeopleSoft (Source Codes 545/547)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes how to enter, edit, and submit Regular (Source Code 545) and Exception (Source Code 547) Sponsored Research Cost Transfer Journals.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/business-unit">Business Unit Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/find-your-cga-service-team">Find Your CGA Service Team</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">CGA service teams provide support based on award department. In order to ensure high quality service and compliance for certain special award types, these special awards are supported by a single team regardless of the department associated with the award. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-dept-id">Chart of Accounts: Dept ID</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/chart-accounts-account-tree">Chart of Accounts Account Tree</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/nih-career-development-awards-k-awards">NIH Career Development Awards (K Awards)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">National Institutes of Health (NIH) Career Development Awards, commonly referred to as K awards, are intended to provide support and protected time for faculty to develop research skills and to ultimately ensure a pool of highly trained research scientists. There are three main types of awards:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/understanding-journals">Understanding Journals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/payroll-expense-transfers-pet-moving-payroll-between-chartstrings">Payroll Expense Transfers (PET): Moving Payroll Between Chartstrings</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">An expense transfer is commonly used to correct the recording of a cost from an incorrect to a correct chartstring. There are separate processes for payroll expense transfers and non-payroll expense transfers. In conjunction with the transition to UCPath, UCSF's payroll expense transfer processes have changed.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/capital-equipment-codes-schedules">Capital Equipment Codes and Schedules</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Commonly used codes and schedules for capital assets and equipment:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/fa-base-codes-rates">F&A Base Codes and Rates Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-fund">Chart of Accounts: Fund</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/identifying-handling-unclaimed-payments">Identifying and Handling Unclaimed Payments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This article describes resources and procedures for reviewing the Unclaimed Payments List and claiming funds.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/payroll/monthly-working-hours-leave-accrual-factors">Monthly Working Hours and Leave Accrual Factors</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">For Employees on a Monthly Timesheet</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/billing-collections">Billing and Collections</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/capital-equipment-accounting/how-create-submit-equipment-inventory-modification-request">How to Create and Submit an Equipment Inventory Modification Request in PeopleSoft Asset Management</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains the process equipment custodians and authorized custodial delegates use to enter an Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/resources-administrators">Resources for Administrators</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/research-administration-system">The Research Administration System</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> The Research Administration System (RAS) is our system of record for post-award contracts and grants financial transactions used by campus/UCSF Health Research Services Analysts (RSAs) and the Contracts & Grants Accounting (CGA) unit of the Controller's Office throughout the award lifecycle. RAS is a module of the PeopleSoft financial system. RAS transactions include:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/recharge-source-codes-contacts-list">Recharge Source Codes and Contacts List</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">How to Update This List Departments are responsible for notifying the Controller's Office General Accounting Service Desk, when changes to this list are required. Email the General Accounting Service Desk the following information:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/hbs-managers-job-aid">HBS for Managers Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. Managers, in addition to entering their own time and leave requests, use HBS to review, edit, and approve timesheets and leave requests for their employees, review employee leave balances, and reset passwords. This job aid visually explains completion of these tasks in HBS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/ucsf-foundation-endowed-investment-pool">UCSF Foundation Endowed Investment Pool</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-prepare-edit-submit-financial-journals-peoplesoft-source-code-535">How to Prepare, Edit, and Submit Financial Journals in PeopleSoft (Source Code 535)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes how to prepare, edit, and submit Source Code 535 financial journals.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/unapplied-cash-deposits">Unapplied Cash Deposits</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Deposits logged in the Unapplied Cash Deposits list are now integrated into the Deposit/Payment Inquiry Report in the Research Administration System (RAS). See Identifying Unapplied Sponsored Research Payments for further guidance. The Unapplied Cash Deposits list previously available via UCSF box is no longer maintained. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/accounts-receivable-banking-services/how-prepare-edit-submit-cash-journals-peoplesoft">How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim cash received.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/ucsf-health-reports">UCSF Health Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Health Reports are designed specifically for the Health Business Units. Campus Business Units are not available in these reports and PeopleSoft Alt Accounts are used in lieu of Account codes. Labor Productivity Tab The UCSF Health Labor Productivity Reports (job aid) display budget, flex, actuals, and variances in FTE and dollar amounts. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/moving-money-using-peoplesoft-journals">Moving Money and Using PeopleSoft Journals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/gift-foundation-accounting/receiving-booking-spending-gift-endowment-funds">Receiving, Booking, and Spending Gift and Endowment Funds</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Article Contents Receiving and Booking Gifts UCSF General Endowment Pool Accumulations of Endowment Income - Five Year Rule Methods for Spending Gift and Endowment Income Funds Transferring Gift & Endowment Income Funds Infrastructure and Operations (I&O) Funds Contact Information </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/award-verification/using-award-verification-tool">Using the Award Verification Tool</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Access resources and training to view details, steps, demonstrations, or try actions available in the Award Verification Tool. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/irs-tax-determination-letter">IRS Tax Determination Letter</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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). </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/understanding-participant-support-costs">Understanding Participant Support Costs</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Participant support costs are defined in the Uniform Guidance as direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to, or on behalf of, participants or trainees (but not employees) in connection with conferences or training projects (except NIH Kirschstein-NRSA programs).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/function">Function Code Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-use-create-maintain-speedtypes">How to Use, Create, and Maintain SpeedTypes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide defines and explains how to search for, enter into transactions, create, and maintain SpeedTypes in PeopleSoft.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/what-function-should-i-use-my-activity">What Function Should I Use for My Activity?</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/gift-foundation-accounting/donating-ucsf-ucsf-foundation">Donating to UCSF or the UCSF Foundation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Thank you for your interest in making a gift to the University or California, San Francisco. We are grateful for your support! To make a gift to UC San Francisco or the UCSF Foundation please visit Giving to UCSF for more information including what to support and ways to give. Following are specific instructions on how to make donations by wire transfer, donating stock and mutual funds, and accepting Credit Card donations manually when unable to do so on the Giving to UCSF site.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/student-business-services/training/how-use-stipend-payment-request-application">How to Use the Stipend Payment Request Application</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Follow these step-by-step instructions for using the Stipend Payment Request Application to request non-payroll stipend payments for students, Clinical Fellows, and Visiting Scholars.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/journal-source-codes">Journal Source Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/using-tracker-i-9-complete">Using Tracker I-9 Complete </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> UCSF uses the web-based application Tracker I-9 Complete for Form I-9 and E-Verify processes for UCSF employees. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/financial-data-reports/myreports-access-availability">MyReports Access & Availability </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Access Employees who need access to financial information to fulfill their job requirements should be granted access to MyReports. If you have financial reporting needs and find you do not have access to MyReports, contact your Manager/Supervisor or departmental Access Administrator. Follow the Accessing MyReports job aid to login to MyReports using MyAccess.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/accruals-financial-reporting-invoicing-closeout-sponsored">Accruals for Financial Reporting, Invoicing and Closeout of Sponsored Awards</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/employee-position-salary-report-job-aid">Employee and Position Salary Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Employee and Position Salary Report displays employee salary information on a fiscal year basis by the compensation types of Base Salary (X), Negotiated Salary (Y), and Other Compensation (Z), based on UCPath position funding entry records and recurring additional pay entries. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/working-closed-history-timesheets-hbs-employees">Working with Closed (History) Timesheets in HBS for Employees</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. If a timesheet submission deadline is missed, the un-submitted timesheet is retained along with all previously submitted timesheets in HBS History. Employees are paid regardless of approval status of their timesheet at the time the pay period closes. However, employees should still review and submit the timesheet. This job aid explains the process of accessing and submitting an HBS History timesheet for employees.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/payroll/understanding-biweekly-payroll-accruals">Understanding Biweekly Payroll Accruals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The goal of this guide is to explain the biweekly payroll accrual process in greater detail, including how to identify biweekly payroll accrual transactions within financial reports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/gift-foundation-accounting/transferring-gift-endowment-income-funds">Transferring Gift & Endowment Income Funds</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Prior to spending, foundation gift and endowment income balances must be transferred from the Foundation Business Unit (SFFDN) to the Campus (SFCMP) or Medical Center (SFMED) Business Units. This document addresses the guidelines and PeopleSoft procedures required to complete a transfer of gift and endowment funds.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/preparing-cash-receipt-credit-card-journals">Preparing Cash Receipt and Credit Card Journals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/strategic-initiatives/getting-started-myreports">Getting Started with MyReports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">MyReports is UCSF’s campus-wide reporting solution that provides financial and human resources data to meet the needs of users at all levels within our organization. At a glance MyReports enables users to view data to answer questions including:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/current-year-vs-prior-year-actuals-comparison-report-job-aid">Current Year vs. Prior Year Actuals Comparison Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Current Year vs. Prior Year Actuals Comparison Report provides a side-by-side comparison of the current fiscal year’s actual transactions through the last closed month and the previous fiscal year’s actual transactions through the same month. Report defaults to Level C of the account tree, but can also be viewed at Account Level B through F. This step-by-step guide explains how to filter and run the report. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/becoming-ucsf-credit-card-merchant">Becoming a UCSF Credit Card Merchant</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Departments that wish to establish a new method of accepting credit cards or make changes to existing payment methods must contact UCSF Merchant Services to obtain authorization and support prior to change or implementation. All departments who accept electronic payments in any form are required to adhere to PCI DSS standards, including initial training of staff, periodic updates to policies and procedures, and periodic testing of knowledge, policies, and procedures, as required by the PCI Council, in order to retain merchant status. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/submitting-private-contractgrant-financial-status-reports">Submitting Private Contract/Grant Financial Status Reports (FSR) to sponsors</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Private sponsors of contracts and grants require periodic Financial Status Reports (FSRs) to help ensure that the funding they have provided is being spent in accordance with their policies and the approved budget. To help ensure that this process is performed timely, CGA sends an email notification to the RSA and to Principal Investigator 45 days prior to the reporting deadline. To create and submit a Financial Status Report to a private sponsor:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/processing-capital-operating-equipment-leases">Processing Capital and Operating Equipment Leases</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines the steps to process capital, operating, and finance purchase leases.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/cost-sharing-sponsored-awards">Cost Sharing on Sponsored Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> The federal government and other sponsors define cost sharing as the portion of sponsored project costs not borne by the sponsor. There are three types of cost sharing:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/financial-statements">Financial Statements</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> UCSF Campus 2022 Annual Financial Report 2021 Annual Financial Report</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/cost-allocation-methodology-best-practices">Cost Allocation Methodology Best Practices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">When non-payroll costs benefit two or more awards or projects it is required that departments understand the benefit to each award and document the allocation methodology used to charge each award. As non-compliance in documenting and applying a cost allocation methodology is an area of focus for all audits, adhering to the following best practices is recommended.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-setup">Award Setup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contracts and Grants Accounting (CGA) is responsible for completing the setup of both new awards and award modifications in the Research Administration System (RAS) and ultimately generates a Project for the department and PI to use for spending on the award. Once setup is complete, the CGA Service Team notifies the PI, Research Services Analysts (RSA), and OSR Primary Analyst.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/about-award-verification">About Award Verification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Read about UCSF's new award verification procedure being implemented in April, 2021. Award verification is UCSF's procedure to support Principal Investigators (PIs) in meeting the requirements of the Uniform Guidance for federal awards. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/moving-money-quick-reference-guide">Moving Money Quick Reference Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-function">Chart of Accounts: Function</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/title-code/clerical">UCSF Administrative and Clerical Staff Title Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Filter: Loading... </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/final-financial-reporting-invoicing">Final Financial Reporting, Invoicing and Closeout of Sponsored Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The following guide outlines the necessary steps for departments and Contracts & Grants Accounting (CGA) during final financial reporting, invoicing and closeout for all types of sponsored awards. While federal and non-federal awards are treated differently in some cases, in general the principles are the same. Variances are highlighted where appropriate.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/hbs-processing-center/hbs-timesheet-notifications-errors-warning-codes">HBS Timesheet Notifications, Errors, and Warning Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Huntington Business Systems (HBS) is used by UCSF employees to submit timesheets and leave requests. HBS helps you submit a correct timesheet by providing notifications, errors, and warnings during the submission process. A timesheet containing errors cannot be submitted. Warnings are guidelines, and do not prohibit timesheet submission. This quick reference guide explains the errors, warnings, and notifications in HBS and what to do when encountered. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/post-award-responsibilities-quick-reference">Post Award Responsibilities Quick Reference Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Post Award Responsibility matrix shows Contracts and Grants Accounting (CGA) and Principal Investigator (PI)/Department responsibilities by function. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/student-accounting/assistance-students-loans">Assistance for Students with Loans</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Student Accounting provides individualized assistance to UCSF students who have active loans. If you need to postpone your loan payments, please contact Maria Maniego in the Student Accounting department for help in choosing an option listed below.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/campus-key-controls">Campus Key Controls</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/sponsored-award-financial-reporting">Sponsored Award Financial Reporting</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contracts and Grants Accounting (CGA) is responsible for financial reporting for sponsored awards. CGA works with Principal Investigators and departments to ensure that financial reporting is completed timely. Frequency of submission will vary and is based on the terms of each agreement or sponsor request.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/hbs-processing-center/hbs-manager-quick-start-guide">HBS Manager Quick-Start Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. UCSF managers also use HBS to fully review and approve employee timesheets and leave requests. This guide provides an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/outgoing-subawards-process-monitoring">Outgoing Subawards Process and Monitoring </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">A subaward is a formal legal agreement between the Regents of the University of California on behalf of its San Francisco campus (UCSF) and another organization (subrecipient). An outgoing subaward is used when a substantive portion of the programmatic work outlined in a UCSF proposal is conducted at another organization. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/performing-physical-verification-capitalized-assets">Performing Physical Verification of Capitalized Assets</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines the steps required to complete physical verification of all capitalized assets listed in the UCSF asset management database.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/financial-data-reports/understanding-net-position">Understanding Net Position</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Download this job aid for more details on how Net Position is calculated and displayed in MyReports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/automatic-award-advance-procedures">Automatic Award Advance Procedures</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> This procedure streamlines the administrative steps needed to process certain award advances without increasing institutional risk. Use of an award advance allows for spending in the correct Award and Activity Period, minimizing cost transfers. Without an award advance, departments will need to record expenditures on a discretionary fund until the sponsor funds the award/budget period.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/department-functional-role">Department Functional Roles Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/journal-preparer-id-list">Journal Preparer ID List</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This is the list of Journal Preparer IDs currently in use.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-complete-ras-final-reporting-certification">How to Complete the RAS Final Reporting Certification Form</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains the process of navigating to and completing the Final Reporting Certification in RAS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/proposals-award-acceptance">Proposals and Award Acceptance</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> At UCSF, Principal Investigators and department research administrators work with the Office of Sponsored Research (OSR) on pre-award activities from proposal development and submission through award negotiation and acceptance. OSR negotiates award terms on behalf of UCSF and the Regents of the University of California. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/faculty-portfolio-reports">Faculty Portfolio Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Faculty Portfolio is a financial reporting tool designed to aid in the management of a faculty member’s contract, grants, gifts, start-up, retention, and other discretionary funding. The set of Faculty Portfolio Reports includes:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/establishing-journal-preparers-approvers-peoplesoft">Establishing Journal Preparers and Approvers in PeopleSoft</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-flexfield">Chart of Accounts: Flexfield</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/hr-data-reports">HR Data Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">MyReports is UCSF's campus-wide reporting solution that provides financial and human resources data to meet the needs of users at all levels within our organization. The HR Data Reports in MyReports include:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/fa-matrix">F&A Matrix</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/hbs-processing-center/availability-ucsf-health-floating-holiday-cesar-chavez-day-hbs">Availability of UCSF Health Floating Holiday for Cesar Chavez Day in HBS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Health departments are open on the Cesar Chavez Day holiday. For Medical Center hospitals and clinics, Personnel Policy for Staff Members (PPSM) and some collective bargaining agreements allocate a floating holiday in lieu of an administrative holiday for Cesar Chavez Day. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/clearing-salary-benefit-expenses-payroll-suspense">Clearing Salary and Benefit Expenses in Payroll Suspense</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Each month, if a payroll transaction attempts to post to a chartstring that is not at a posting level, the transaction will route to the Payroll Suspense Account. These payroll transactions are commonly referred to as “in suspense”. To keep the General Ledger and Distribution of Payroll Expense (DPE) report in sync, departments must use a salary cost transfer to move salary and benefits in suspense to a valid posting chartstring.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/physical-inventory-custodian-schedule">Physical Inventory Custodian Schedule</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Physical Inventory Custodian Schedule 2023 - 2025 Cycle</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-spending">Award Spending</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The proper administration of an award, including award spending, is the responsibility of the Principal Investigator (PI) and department. It is important the PIs and departments understand the terms and conditions of the award in order to fulfill the requirements outlined by the awarding agency. PIs are responsible for oversight of financial, scientific, and compliance aspects of the award.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/handling-itf-ioc">Handling ITF and IOC</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> UCSF routinely conducts business with other campuses and with Office of the President (UCOP). These transactions are divided into four categories:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/using-gl-verification-tool">Using the GL Verification Tool</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/chart-accounts-fund-tree">Chart of Accounts Fund Tree</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/department-accounts-receivable-remittance-information">Department Accounts Receivable Remittance Information</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/flexfield">Flexfield Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/buying-capital-equipment">Buying Capital Equipment</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide provides the necessary resources to assist with the purchase of capital equipment at UCSF. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/distribution-payroll-expense-dpe-account-report-job-aid">Distribution of Payroll Expense (DPE) by Account Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Distribution of Payroll Expense by Alt Account Report displays employee-level salary and benefits transactions processed through the UC Payroll System (UCPath) and the Payroll/Personnel System (PPS). This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/doing-business-ucsf-health">Doing Business with UCSF Health</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/financial-reporting-closeout-non-payroll-accruals">Financial Reporting and Closeout - Non-Payroll Accruals</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/uc-guidelines-california-partial-sales-use-tax-exemption">UC Guidelines - California Partial Sales and Use Tax Exemption</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/award">Award Information Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/e-verify-procedures">E-Verify Procedures</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Article Contents E-Verify Background and Implementation Responsibilities of the Federal Contractor Employing F-1 Students on Optical Practical Training Where to Learn More E-Verify Background and Implementation </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/submitting-department-accounts-receivable-invoices">Submitting Department Accounts Receivable Invoices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-closeout">Award Closeout</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> An award closeout is the final reconciliation and reporting of expenses and activities. This involves reviewing project expenditures, resolving open commitments, collecting subrecipient documents, and preparing required final reports and deliverables for submission to the sponsor. An automated notification from Contracts and Grants Accounting (CGA) will be sent to departments 45 days prior to the award end date that the award is coming to an end. Departments should then determine whether to request a No Cost Extension (NCE) or carryover.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-set-new-project-peoplesoft">How to Set Up a New Project in PeopleSoft</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/get-ready-award-verification">Get Ready for Award Verification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Learn what you can do now to get ready to use the Award Verification Tool beginning in April. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chartfield-set-matrix">Chartfield Set-Up Matrix</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Outlines the reasons for requesting a new Chartfield, and how the set-up and request are coordinated.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/options-receiving-missed-pay">Options for Receiving Missed Pay</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> On-cycle Payment Off-cycle Payments Expedited Pay through Pay Card Expedited Pay by Accounts Payable Check </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/hbs-ucsf-health-timesheet-group-tsg-managers">HBS for UCSF Health Timesheet Group (TSG) Managers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains how to create sub-TSGs and assign the desired employees and approver to each sub-group.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-define-review-peoplesoft-standard-journals">How to Define and Review PeopleSoft Standard Journals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/services/strategic-initiatives/myreports/advisory-group-members">MyReports Advisory Group Members</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. Group members are appointed by the Control Points and actively gather input from their constituents. The Advisory Group meets regularly to review all submissions and prioritize recommendations for improvements to MyReports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/combo-edit-rules">Combo Edit Rules</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/accounting-program-income">Accounting for Program Income</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Program income is gross income earned by the University that is directly generated by a supported activity or earned as a result of a federal award, in whole or in part, during the period of performance. The period of performance is typically the award period but may be defined as alternative dates in the award document. Examples of program income include:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/disposing-transferring-university-capital-equipment">Disposing or Transferring University Capital Equipment</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This topic describes the rules and methods for the disposal of University capital equipment.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/infrastructure-operations-io-fund-assessments">Infrastructure and Operations (I&O) Fund Assessments</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/viewing-asset-management-reports">Viewing Asset Management Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-modifications-budget-adjustments">Award Modifications and Budget Adjustments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Award Modification When project modifications (i.e., revised budgets, no-cost extensions, etc.) are necessary, principal investigators/departments must provide adequate justification and ensure required approvals are obtained. Modifications such as those listed below, typically require approval from the sponsor, RMS as well as CGA.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/graduate-student-researcher-compensation-guidance">Graduate Student Researcher Compensation Guidance</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/general-accounting/using-general-ledger-gl-verification-tool-verifiers">Using the General Ledger (GL) Verification Tool for Verifiers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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 step-by-step guide discusses how to perform your role as a Verifier.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/processing-interlocation-itf-intercampus-ioc-transactions">Processing Interlocation (ITF) and Intercampus (IOC) Transactions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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)</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/student-business-services/student-accounting-administrators">Student Accounting for Administrators</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> The Student Accounting Team works with departments to disburse funds to students and post doctoral candidates. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/remote-hiring-process-employees-working-exclusively-site">Remote Hiring Process (employees working exclusively off-site)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Occasionally, a department may hire an employee who will be paid by the University yet will not physically work at the University. Regardless of where employees perform their duties, everyone employed within the United States must complete a Form I-9. The employee must also complete the University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgement Form (UPAY 585).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/gl-verification-guidelines">GL Verification Guidelines</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/equipment-account-codes">Equipment Account Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/accessing-myreports-job-aid">Accessing MyReports Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Users needing access to financial information to fulfill their job requirements should have been granted access to MyReports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-prepare-edit-submit-recharge-journals-peoplesoft-source-code-555">How to Prepare, Edit, and Submit Recharge Journals in PeopleSoft (Source Code 555)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid provides step-by-step instructions on preparing a recharge journal. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/source-code">Source Code Lookup</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/approved-cost-transfer-reviewers">Approved Cost Transfer Reviewers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Name Certification Begin Date Certification Expiration Date Akbarian,Amy A. 6/1/2020 6/30/2025 Al-Kubati,Mohammed 8/23/2017 8/31/2022 Ames,Holly A. 5/19/2020 5/31/2025 Asato,Maria L. 5/27/2020 5/31/2025 Assaf,Cheryl E. 11/21/2022</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-maintain-department-functional-roles-peoplesoft">How to Maintain Department Functional Roles in PeopleSoft</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes how to enter and maintain Department Functional Roles in PeopleSoft.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-prepare-edit-submit-budget-adjustment">How to Prepare, Edit, and Submit Budget Adjustment Journals in PeopleSoft (Source Codes 135, 136, 137, and 138)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide outlines the purpose for preparing budget entries that facilitate financial reporting and compliance management for sponsored research, along with the step-by-step process for preparing, editing, and submitting Budget Adjustment Journals in PeopleSoft.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-approve-projects-flexfields-peoplesoft">How to Approve Projects or Flexfields in PeopleSoft</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide assists PeopleSoft users who have the Chartfield Approver role in identifying requests to approve new Projects and Flexfields.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/financial-reporting-closeout-%E2%80%93-payroll-expense-transfers">Financial Reporting and Closeout – Payroll Expense Transfers and Accruals </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/understanding-pps-payroll-transactions-tdr-dpe-reports">Understanding PPS Payroll Transactions on the TDR and DPE Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines how to understand PPS Payroll Transactions on the Transaction Detail Report (TDR) and the Distribution of Payroll Expense (DPE) by Account and Alt Account Reports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/access-management-application-instructions">Access Management Application Instructions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Department Access Managers use the Access Management Application to request access to PeopleSoft including the Research Administration System (RAS), and MyReports. To find your department Access Manager, use the Inquiry Reports. Access Administrators also validate current user roles every six months for PeopleSoft Financials and UCPath. See the UCSF PeopleSoft User Verification for Access Administrators job aid for more information. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/nih-termination-appointments">NIH Termination of Appointments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Termination Notice (TN) documents the termination of appointments for National Research Service Award (NRSA) recipients. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-sponsor-related-codes-glossary">RAS Sponsor Related Codes Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Sponsor Type Description Usage 01 Federal Government Departments, agencies, etc. of the United States government 02 State Government</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-review-approve-deny-peoplesoft-journals">How to Review and Approve or Deny PeopleSoft Journals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains Journal Approver responsibilities and how to review and approve or deny a journal in PeopleSoft. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/transaction-detail-report-job-aid">Transaction Detail Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Transaction Detail Report (TDR) displays detailed transaction information including Payroll, Accounts Payable, Purchase Orders, Financial Journals, and Budget Journals. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/chart-accounts-alt-account-tree">Chart of Accounts Alt Account Tree</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-update-research-administration-system-ras">How to Update Research Administration System (RAS) Project Details</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Research Services Analysts (RSAs) and department users with the appropriate access may use the UCSF PeopleSoft Financial System to update Project Details. This step-by-step guide explains the required steps to change the RSA assigned to a Project, the Project Nickname, and the Dept Preferred Posting Level. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/student-financial-administration/training/how-prepare-edit-submit-offset-journals-peoplesoft-source">How to Prepare, Edit, and Submit Offset Journals in PeopleSoft (Source Code 53O)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide provides step-by-step instructions for completing a PeopleSoft journal to properly offset student tuition and fees. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/peoplesoft-journal-input-record-definition">PeopleSoft Journal Input Record Definition</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/final-reporting-final-invoicing-closeout-clinical-trials">Final Reporting, Final Invoicing and the Closeout of Clinical Trials and Private Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Award Requirements All end of project financial reports must be received per the sponsor’s requirements and deadline. The financial report must accurately account for all expenditures. Institutions must liquidate all obligations incurred per the sponsor’s requirement and deadline. All awards must be closed out in the institution's financial system within 120 days of the project end date.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/how-manage-schedule-myfavorites-myreports">How to Manage and Schedule MyFavorites in MyReports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">MyFavorites functionality allows MyReports users to save and retrieve commonly used filter criteria. A selection of MyFavorites can then be used to schedule reports with MySchedules. This step-by-step guide explains how to create and manage MyFavorites and how to use MyFavorites to create and maintain MySchedules.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/ras-user-reference">RAS User Reference</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The PeopleSoft Research Administration System (RAS) is the system of record for post-award contracts and grants including expense processing, budgeting, revenue recognition, billing, and payment. This guide describes key data in PeopleSoft RAS that are relevant to understanding an award.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/accessing-work-number-create-salary-key">Accessing The Work Number to Create a Salary Key</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">A Salary Key is a single-use, six-digit code that you can provide to a verifier as consent to access your income information. In most cases, your consent is provided at the point of application for a service (for example, when you sign a loan application or similar agreement), and in these cases, a Salary Key is not required. A Salary Key is never required for verification of employment; it may be required for verification of income.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/gift-administration-terminology">Gift Administration Terminology</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference is provided to outline the definitions of, and differences between commonly used Gift Administration terminology. What is meant by Private Support? Private support is a Council For Advancement & Support For Education (CASE) management reporting standard that includes all gifts and private grants provided by private (i.e., non-governmental) entities in support of the institution’s missions. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/appo-inquiry-report-job-aid">AP/PO Inquiry Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Accounts Payable/Purchase Order Inquiry Report (AP/PO) displays detailed line-level information associated with a single voucher, invoice, or purchase order. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/accessing-understanding-earnings-statements-ayso">Accessing and Understanding Earnings Statements in AYSO</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Earnings statements for earnings issued prior to UCSF's implementation of UCPath are available online via At Your Service Online (AYSO).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-delete-peoplesoft-journals">How to Delete PeopleSoft Journals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains how to delete journals in PeopleSoft.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-activity-period">Chart of Accounts: Activity Period</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/effort-report-escalation-process">Effort Report Escalation Process</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This page describes the escalation process to ensure that effort reports generated from the Effort Reporting System (ERS) are certified timely. Contracts & Grants Accounting (CGA) retired ERS on June 30, 2022. The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. All effort reports, including related certification activity through June 30, 2022, have been archived.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-prepare-non-payroll-accrual-entry">How to Prepare a Non-Payroll Accrual Entry in PeopleSoft (Final Reporting & Closeout Process)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines the steps to prepare a non-payroll accrual entry, which may be required under Final Financial Reporting, Invoicing and Closeout of Sponsored Awards. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/california-tax-determination-letter">California Tax Determination Letter</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/flow-through-types">Flow Through Types</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The following chart describes the selections for Flow Through Type that appear on the Flow Through detail page when creating a Subcontract proposal in RAS. When your proposal has an Agreement Type of Subcontract, you are required to select a Prime Sponsor and a Flow Through Type for your proposal. The nature of a subcontract is that you are requesting money from another institution that has an award from a sponsor such as NIH, DOD, or any other sponsor; the sponsor where the money originates is called the Prime Sponsor.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/award-verification-faqs">Award Verification FAQs</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Review answers to common questions about award verification.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/completing-hbs-timesheet-multiple-appointments-job-aid">Completing an HBS Timesheet for Multiple Appointments Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Employees, including student employees, who occupy multiple appointments (i.e., have more than one job and/or supervisor) should follow the procedures outlined in this job aid to enter and edit time and to complete (submit) timesheets for approval.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/how-submit-fixed-price-invoices-ras">How to Submit Fixed Price Invoices in RAS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Departments use the PeopleSoft Research Administration System (RAS) to submit invoices for processing. This step-by-step guide explains how to submit fixed price invoices in RAS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-temporarily-delegate-peoplesoft-journal-approval-authority">How to Temporarily Delegate PeopleSoft Journal Approval Authority</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/journal-entry-flat-file-submission-process">Journal Entry Flat File Submission Process</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This document describes the process of preparing and submitting journal entries electronically via flat files. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/award-verification-guidelines">Award Verification Guidelines</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contents Guidelines for Using the Award Verification Tool Before You Verify a Sponsored Award Using Comments Using Award Verification Tool Reports Reviewing Non-Sponsored Projects Guidance for Selected Circumstances and Cost Categories </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/accounting-surplus-overspending-transfers-cost-share-sweep">Accounting for Surplus, Overspending Transfers, and Cost Share Sweep Transactions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Overview These procedures set forth the accounting to move the deficit/overdraft or surplus associated with a sponsored award as well as to sweep the cost share for a sponsored award. These procedures ensure consistency in accounting treatment while allowing for proper mission-based reporting. Deficit Transfers Transfers are needed to clear overspending on an award which can result from:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/sponsored-research-post-award-administration/ras-ar-aging-report">RAS A/R Aging Report</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> In August 2024, the Department AR Invoice Inquiry report replaced the weekly RAS A/R Aging Report posted on the Controller’s Office website. The RAS A/R Aging Report will longer be updated starting September 1, 2024.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/general-accounting/performing-monthly-trend-analysis-general-ledger-gl-verification">Performing Monthly Trend Analysis for General Ledger (GL) Verification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. This step-by-step guide explains how to perform monthly trend analysis in the GL Verification tool.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/understanding-payment-card-industry-data-security-standard-pci">Understanding Payment Card Industry Data Security Standard (PCI DSS)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">All merchants who accept electronic payments are required to understand, adhere to, and provide evidence of compliance to international payment security standards. UCSF is committed to ensuring the utmost protection of payment and personal information for our customers and patients.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/general-ledger-gl-verification-tool-enhancement-summary">General Ledger (GL) Verification Tool Enhancement Summary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference details a history of enhancements to the GL Verification tool.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/accepting-gift-capital-asset">Accepting a Gift of a Capital Asset </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide outlines the considerations and steps for submitting an Equipment Inventory Modification Request Form to record a gift of equipment as a capital asset.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/shift-differential-modifications-hbs-cna-time-call">Shift Differential Modifications in HBS for CNA Time On-Call</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid explains modifications made to HBS to comply with the arbitration agreement between the University of California (UC) and the California Nurses Association (CNA). </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/negotiating-award-terms-conditions-pre-award-offices">Negotiating Award Terms and Conditions for Pre-Award Offices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> This table allows pre-award offices to easily compare preferable, acceptable, and not acceptable award terms and conditions along with other considerations and comments. Required Award Term Preferable Position Acceptable Position Not Acceptable Position Considerations</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/valid-award-purposefunction-combinations">Valid Award Purpose/Function Combinations</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Award Purpose defines the type of sponsored award. For additional information on Award Purpose see the UCSF Research Administration Glossary located on the Office of Sponsored Research website</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/myreports-report-descriptions-tab">MyReports Report Descriptions by Tab</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Reports in MyReports are grouped by tab or report category. This page describes each report and is organized by tab. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-perform-ras-invoice-payment-reconciliation">How to Perform RAS Invoice Payment Reconciliation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide outlines the process for accessing the RAS Invoice/Payment Reconciliation Report and reconciling invoices and payments in RAS to ensure that billing is complete and payment is received.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/hr-action-codes">HR Action Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> HR Action Code Description 01 Initial Employment 02 Employment with prior service 04 Merit Increase 06 Separation 07 Leave with pay 08 Leave without pay 09</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/recharges-costed-central-activites">Recharges and Costed Central Activites</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/foreign-currency-awards">Foreign Currency Awards </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Effective April 1, 2015, the following procedures will apply to foreign currency awards. Exchange Rate Consideration The exchange rate is the price of one currency expressed in terms of another currency. For example, the average exchange rate of the U.S. Dollar to the Euro for March, 2014 was 0.72. This means 1 U.S. Dollar was equivalent to 0.72 Euros.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/gasb47-assigning-description-service-dos-codes-voluntary-involuntary">GASB47 - Assigning Description of Service (DOS) Codes to Voluntary and Involuntary Termination Benefits</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Governmental Accounting Standards Board (GASB) Statement #47 requires two classification types of termination benefits – voluntary and involuntary. Voluntary termination benefits include inducements to hasten separation from employment or as a result of voluntary termination. Involuntary termination benefits include benefits provided as a direct result of an involuntary termination.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-run-ras-inquiries-rsas">How to Run RAS Inquiries (for RSAs)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Research Administration System (RAS) has seven inquiries that can be used to view and download data. This guide describes the required steps for Research Services Analysts (RSAs) to run these inquiries in RAS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/general-accounting/how-filter-run-review-general-ledger-gl-verification-reports">How to Filter, Run, and Review General Ledger (GL) Verification Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide provides instructions for running and working with the General Ledger (GL) Verification tool's reports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/po-lien-balance-report-job-aid">PO Lien Balance Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Purchase Order Lien Balance Report displays purchase orders with open balances for the specified search criteria, as of the close of the previous business day. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/state-california-awards-appropriations-billing">State of California Awards - Appropriations and Billing</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">A special state appropriation is a type of agreement which is a hybrid between a sponsored project and internal University of California agreement. Special state appropriations exist for all four tenets of the Mission Statement of the University of California, San Francisco: Instruction, Research, Patient Care and Public Service. For research purposes, a special state appropriation is a study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/general-accounting/using-general-ledger-gl-verification-tool-approvers">Using the General Ledger (GL) Verification Tool for Approvers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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 step-by-step guide discusses the Approver role. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/financial-data-reports/training/labor-productivity-reports-job-aid">Labor Productivity Reports Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This document contains job aids for the entire Labor Productivity suite of reports.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-attributes-glossary">RAS Attributes Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide provides an overview of active attributes used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each attribute would be added to an award. Attributes are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Attributes enable tracking and reporting based on various features of an award.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/employee-position-distribution-report-job-aid">Employee and Position Distribution Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Employee and Position Distribution Report displays current and future funding entries, including additional pay, in a list by HR Department, Position Department, Employee, Reports To, Position, and/or specific chartstring. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-print-save-peoplesoft-journal-pdf-file">How to Print or Save a PeopleSoft Journal PDF File</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/educational-travel-grant-procedure">Educational Travel Grant Procedure</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> The Educational Travel Grant Procedure was established to streamline the acceptance, processing, payment application, and close-out of nominal travel grants from select private sponsors. This procedure applies only to a small subset of travel grants and is not meant as a general substitute for normal grant submission, acceptance, and post-award procedures.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-award-milestones-glossary">RAS Award Milestones Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This quick reference provides brief a explanation of each PeopleSoft/Research Administration System (RAS) Award Milestone.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/checking-award-status">Checking on Award Status</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> New Award Setup Process When the appropriate unit within the Office of Sponsored Research (OSR) completes the input and loading of appropriate documents into the Centralized Agreement Contract Tracking and Approval System (CACTAS), they hand off the record to CGA by populating the “Award Set-Up Queue” in CACTAS which indicates that the record is ready for processing.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/net-position-report-job-aid">Net Position Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Net Position Report allows you to view beginning and ending net position calculations by Dept ID, Fund, Project, and Parent/Award ID. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/city-county-san-francisco-business-registration">City and County of San Francisco Business Registration</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Business Registration Renewal Confirmation Document</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/strategic-initiatives/myreports-compensation-types">MyReports Compensation Types</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This quick reference provides the list of DOS Codes and Descriptions that roll up into the Base Salary (X), Negotiated Salary (Y), Other Compensation (Z), Over the Cap of X (OTC-X), and Over the Cap of Y (OTC-Y) Compensation Types displayed in the MyReports Payroll Funding Report. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/capital-equipment-accounting/training/how-access-peoplesoft-asset-management-workcenter">How to Access the PeopleSoft Asset Management WorkCenter</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Asset Management WorkCenter enables Equipment Custodians and others with a role assignment in the Asset Management module to quickly access pending transactions for review, equipment inventory modification requests in process, and other information related to equipment inventory maintenance. This step-by-step guide explains how to access the Asset Management WorkCenter.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/filtering-running-reports-myreports-job-aid">Filtering and Running Reports in MyReports Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">MyReports report filter pages allow you to customize the output of each report you run. This guide explains the different types of filters you will use when running the various reports. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/strategic-initiatives/submitting-suggestion-improve-campus-based-reports-myreports">Submitting a Suggestion to Improve Campus-Based Reports in MyReports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Controller’s Office encourages continuous improvement and welcomes new report and enhancement ideas from the entire campus community. We work with the MyReports Advisory Group to ensure that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. If you have an idea or suggestion to improve campus-based reports in MyReports:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/cga-default-discretionary-journal-procedure">CGA Default Discretionary Journal Procedure</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF assigns the responsibility for financing overdrafts, unallowable charges and deficits as well as receiving surpluses to the department that owns the award. During the award lifecycle, situations may arise that require the use of a discretionary journal to transfer identified charges from an award to the department. After consultation with campus and in order to complete these transfers in an efficient, consistent, and timely manner, discretionary journals will use a default chartstring following the procedure outlined below.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/strategic-initiatives/myreports-enhancement-summary">MyReports Enhancement Summary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This is a detailed list of MyReports enhancements from October 2016 to current. For previous enhancements, see MyReports Enhancements Prior to October 2016. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/postdoctoral-scholars">Postdoctoral Scholars</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Information for prospective and current postdocs, postdoc alumni, and faculty mentors is available on the Office for Postdoctoral Scholars website. In the Controller's Office:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/understanding-ucpath-payroll-transactions-tdr-dpe-reports">Understanding UCPath Payroll Transactions on the TDR and DPE Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> This guide outlines how to understand UCPath Payroll Transactions on the Transaction Detail Report (TDR) and the Distribution of Payroll Expense (DPE) by Account and Alt Account Reports.   </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/sample-notification-award-termination">Sample Notification of Award Termination</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Sample CGA notice of upcoming award termination. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/strategic-initiatives/sign-myreports-listserv">Sign up for the MyReports Listserv</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Sign up for the MyReports listserv to receive communications about MyReports including notification of new reports, enhancements, and system downtime.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/employee-position-roster-report-job-aid">Employee and Position Roster Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Employee and Position Roster Report displays Employee and Position details with default department funding in a list by HR Department, Position Department, Employee, Reports To, Position, and/or specific chartstring. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/payroll-funding-report-job-aid">Payroll Funding Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Payroll Funding Report  provides a fiscal year view of employee pay information by Compensation Types Base Salary (X), Negotiated Salary (Y), Other Compensation (Z), Over-the-Cap (OTC), and Benefits. Displays monthly Actuals for closed periods and Future Distributions based on position funding entry in UCPath. Report display options include a choice of Summary or Detail View. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/services/payroll/hbs-leave-entitlement-pay-codes">HBS Leave Entitlement Pay Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">HBS pay codes are tailored to timesheet groups which are determined by your collective bargaining unit, campus or UCSF Health affiliation, FLSA status (non-exempt or exempt) and pay frequency (monthly or biweekly). For questions about the use of HBS pay codes for leave entitlements:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/chart-accounts-project-set-guide">Chart of Accounts Project Set-Up Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This table of Project Use, Project Name, and Project Descriptions indicates whether a user can add a non-shared Project. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/hbs-processing-center/hbs-timekeeping-resources-academic-student-employees-graduate">HBS Timekeeping Resources for Academic Student Employees and Graduate Student Researchers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Beginning October 2023, represented academic student employees (ASEs) and graduate student researchers (GSRs) use the HBS Timekeeping System to record and submit time and leave. In the Controller’s Office, the Payroll Office is the functional owner of HBS used by ASEs and GSRs to report and track hours, personal time off (PTO), sick leave, and other leave. Timekeeping procedures differ, depending on the employee's FLSA status. Consult the following training resources for step-by-step instructions.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/getting-started-faculty-portfolio-faculty">Getting Started with Faculty Portfolio for Faculty</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Faculty Portfolio is a financial reporting tool designed to aid in the management of a faculty member’s contract, grants, gifts, start-up, retention, and other discretionary funding. This step-by-step guide explains what Faculty need to know to get started using Faculty Portfolio.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/approving-hbs-timesheets-multiple-appointments-job-aid">Approving HBS Timesheets for Multiple Appointments Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Complete details on how to review and approve a timesheet with multiple appointments are included in this job aid.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/sponsored-awards-summary-report-job-aid">Sponsored Awards Summary Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Sponsored Awards Summary Report displays Research Administration System (RAS) billing and payment information as well as Budget Balance and Net Position Balance. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/mckesson-ap-accounts-payable-detail-report-job-aid">McKesson AP (Accounts Payable) Detail Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The McKesson AP (Accounts Payable) Detail Report (UCSF Health) displays detailed transaction information for vouchers created in McKesson and posted to PeopleSoft, including PO, Invoice, Vendor, Voucher, Functional Owner, and Item Description. This job aid explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/financial-data-reports/training/monthly-variance-reports">Monthly Variance Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This is a combined job aid provides step-by-step instructions for filtering and working within the Monthly Variance suite of reports in MyReports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/capital-equipment-accounting/how-complete-physical-inventory-certification-docusign">How to Complete the Physical Inventory Certification in DocuSign for Equipment Custodians </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF Capital Equipment & Accounting uses DocuSign to send Physical Inventory Certification Forms to Equipment Custodians. Custodians use DocuSign to sign, or “certify,” their forms and forward them to their Manager for approval. This step-by-step guide outlines the process for Equipment Custodians.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/payroll/tracker-i-9-complete-introduction-training">Tracker I-9 Complete Introduction and Training</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/asset-management-report-job-aid">Asset Management Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Asset Management Report lists detailed information about capitalized assets to enable departments to perform their physical inventory. The report can also be used for basic inquiry, including the status of an asset. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/accounting-program-income">Accounting for Program Income</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide defines program income, explains reporting requirements for program income on sponsored projects, and outlines how to account for program income using the accounting method required by the award.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/payroll-detail-month-report-job-aid">Payroll Detail by Month Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Payroll Detail by Month Report displays General Ledger (GL) for Payroll expenses by month. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/monthly-report-job-aid">Monthly Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Monthly Report displays monthly Actuals on a Fiscal Year basis in a choice of two different formats. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/faculty-portfolio-monthly-report-job-aid">Faculty Portfolio Monthly Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Faculty Portfolio (FP) Monthly Report displays monthly actual financial information by Project-Activity Period-Dept ID. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/completing-historical-section-3-tracker-i-9-complete">Completing Historical Section 3 in Tracker I-9 Complete</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">All new Form I-9 and I-9 changes must be entered into Tracker I-9 Complete. You must complete Historical Section 3 in Tracker I-9 Complete when an employee:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-terms-glossary">RAS Terms Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide provides an overview of active terms used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each term would be added to an award. Terms are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Terms provide management with insight to compliance requirements. The comment field of the Term will provide the unique details about the Term specific to the award; generally are excerpts of the award agreement clauses themselves.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/payment-remittance-procedures-sponsored-projects">Payment Remittance Procedures for Sponsored Projects</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This Quick Reference Guide explains the procedures for payment remittance for all sponsored projects. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT). </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/understanding-how-foreign-currency-amounts-are-recorded-general">Understanding How Foreign Currency Amounts Are Recorded in the General Ledger</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/fiscal-year-2019-20-year-end-close-presentation">Fiscal Year 2019-20 Year-End Close Presentation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/authorizenet-user-roles">Authorize.net User Roles</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/capital-equipment-accounting/training/how-attach-documents-photos-peoplesoft-asset-management">How to Attach Documents and Photos in PeopleSoft Asset Management</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide demonstrates how to attach and maintain documents and photos related to an equipment record in PeopleSoft Asset Management. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-act-control-point-approver">How to Act as a Control Point Approver</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains how to act as a Control Point Approver in PeopleSoft.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/general-ledger-gl-verification-advisory-group-members">General Ledger (GL) Verification Advisory Group Members</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The General Ledger (GL) Verification Advisory Group's charter is to support the continuous improvement of the GL Verification Tool.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/sponsored-research-post-award-administration/uc-campus-campus-indirect-cost-application">UC Campus to Campus Indirect Cost Application Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference has been created to clarify indirect cost application when UCSF and another UC campus are working together on a specific activity requiring significant time and resource investment. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/alt-account-detail-report-ucsf-health-job-aid">Alt Account Detail Report (UCSF Health) Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Alt Account Detail Report (ADR) displays detail transaction information for all financial transactions and journal entries posted to the PeopleSoft general ledger. This step-by-step guide explains how to filter and run the report. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/submitting-request-agency-funds">Submitting a Request for Agency Funds</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-view-outgoing-subawards-ras">How to View Outgoing Subawards in RAS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Research Services Analysts (RSAs) and department users granted the proper security may use the UCSF Research Administration System (RAS) to manage the Subawards issued under an Award. This step-by-step guide explains how to monitor the Subaward’s amounts authorized, amounts invoiced, and amounts paid.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/sponsored-projects-balances-report-job-aid">Sponsored Projects Balances Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Sponsored Projects Balances Report is a valuable tool for departments to monitor Awards/Projects at any point in time and at any level of the Dept ID tree. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/actual-vs-plan-comparison-report-job-aid">Actual vs Plan Comparison Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Actual vs. Plan Comparison Report displays the current financial position compared to Plan and Forecast data from UPlan. This step-by-step guide explains how to filter and run the report. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/myportfolio-report-job-aid">MyPortfolio Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The MyPortfolio Report displays summary-level General Ledger (GL) data for a single Faculty or Principal Investigator’s (PI) portfolio of Projects. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/fund-group-report-job-aid">Fund Group Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Fund Group Report enables users to review Actual Revenues, Expenses, Other Changes and Net Position by Fund Group (source of funds). The report can be expanded and collapsed up and down the Fund tree (Levels C-E) and the Account tree (Levels BE) to see data at various levels. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/gifts-endowment-income-funds-examples-year-end-processes">Gifts & Endowment Income Funds - Examples of Year-End Processes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Examples of year-end processes as described in "Methods for Spending Gift and Endowment Income Funds" in Receiving, Booking, and Spending Gift and Endowment Funds. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/balance-sheet-report-job-aid">Balance Sheet Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Balance Sheet Report displays Asset and Liability account activity and balances for a selected date range. The report can be displayed at a summary Account level or at a detail level, including Fund, Dept ID, and Project. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-verification-workflow-process-role-examples">Award Verification: Workflow Process and Role Examples</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Award Verification Tool was designed with built-in flexibility to meet the varied needs of research teams. The following workflow process diagrams illustrate a few of the ways to integrate the award verification process and use of the Award Verification Tool into local financial procedures. Your local award verification process and role assignments should complement and leverage your existing procedures such as PI/RSA meetings, and BSR or other financial reports. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-use-peoplesoft-worklist">How to Use the PeopleSoft Worklist</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/accounts-receivable-banking-services/unclaimed-payments-cash-application-improvements">Unclaimed Payments and Cash Application Improvements Webinar (recording)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Watch a recording of the Overview of Unclaimed Payments and Cash Application Webinar (Microsoft 365 login required). This webinar provides an overview of the changes to the unclaimed payments and cash application process that became effective on September 12, 2023, and includes a demonstration of the key features of the new Unclaimed Payments List.  Watch Now </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-connect-peoplesoft-mobile-approvals">How to Connect to PeopleSoft Mobile Approvals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains how to log into PeopleSoft Mobile Approvals to approve or deny journals on Apple iOS or Android devices.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/organization-report-job-aid">Organization Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Organization Report compares YTD Actuals against YTD Plan or YTD Forecast and calculates the variance by Department(s) or Department Nodes. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/strategic-initiatives/interpreting-plan-forecast-data-myreports">Interpreting Plan and Forecast Data in MyReports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Data in the Plan and Forecast columns of the MyReports Operational and Management reports come from UPlan, UCSF’s planning system. The following will help you to correctly interpret the data in these columns. How is Plan and Forecast Data Brought Into and Displayed in MyReports? Data in the Plan and Forecast columns of the MyReports Operational and Management reports comes from UPlan, UCSF’s planning system:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-create-peoplesoft-journals-foreign-currency">How to Create PeopleSoft Journals in Foreign Currency</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains the differences between creating journals in foreign currency and U.S. dollars.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/capital-equipment-accounting/training/how-use-capital-equipment-internal-search-peoplesoft">How to Use the Capital Equipment Internal Search in PeopleSoft</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains how to use the custom Capital Equipment Internal Search page to locate specific equipment records.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/gift-endowment-income-report-job-aid">Gift and Endowment Income Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Gift and Endowment Income Report allows you to view Restricted Gifts, Unrestricted Gifts, and Endowment income across Business Units. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/understanding-peoplesoft-journals-journal-preparer-journal-approver">Understanding PeopleSoft Journals: Journal Preparer and Journal Approver Actions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Completion of this two-part course is required for access to the PeopleSoft General Ledger module.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/fiscal-year-2020-21-year-end-close-presentation">Fiscal Year 2020-21 Year-End Close Presentation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/awardparent-summary-report-job-aid">Award/Parent Summary Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Award/Parent Summary Report displays summary level General Ledger (GL) and projection data for Project Award/Parent IDs. The report runs for Award/Parent ID(s). This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/balance-sheet-report-ucsf-health-job-aid">Balance Sheet Report (UCSF Health) Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Balance Sheet Report (UCSF Health) displays Asset, Liability, and Net Position Account balances as of a selected date. The report can be displayed at a summary level for all UCSF Health Business Units (BUs), for a single Business Unit, or for a selected number of BUs. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/identifying-unapplied-sponsored-research-payments">Identifying Unapplied Sponsored Research Payments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Departments are responsible to ensure that billing is complete and payment is received per the terms and conditions of each award. In some cases, payments intended for research projects may not have enough information included with them to identify the correct project and distribute the funds appropriately. The Controller’s Office maintains the following tools to support departments in identifying incoming funds and distributing them to the correct sponsored award.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/effort-reporting-system-cost-sharing">Effort Reporting System - Cost Sharing</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Slide deck from the UC Office of the President on the UC Effort Reporting System - Cost Sharing. NOTE: The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. Effort reporting has been replaced by award verification.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/requesting-myreports-access-using-access-management-application">Requesting MyReports Access Using the Access Management Application</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Access Management application is used to process and track access requests made by Access Administrators and Security Administrators for the following Financial Systems supported by the Controller’s Office: PeopleSoft Financials, RAS, MyReports, GL Verification (GLV) Tool, and Effort Reporting System (ERS). This document provides instructions on how to request and modify access to MyReports using the Access Management application. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/accounts-receivable-banking-services/department-accounts-receivable-report-job-aid">Department Accounts Receivable Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Department Accounts Receivable Report provides information about department accounts receivable invoices billed to external customers (non-UC affiliated) for use of UCSF property, or for receipt of goods or services. This step-by-step job aid explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-verification-detailed-procedures-portfolio">Award Verification: Detailed Procedures and Portfolio Considerations</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF will implement a new award verification procedure in April 2021 to support Principal Investigators in meeting the requirements of Uniform Guidance for federal awards. Following are detailed considerations you can consider now to get ready to use the Award Verification Tool in April.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/key-operating-trends-report-ucsf-health-job-aid">Key Operating Trends Report (UCSF Health) Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Key Operating Trends report displays monthly Revenue, Expense, Non Operating Income/Expense, Other Changes, and Net Position on a fiscal year basis. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/income-statement-report-ucsf-health-job-aid">Income Statement Report (UCSF Health) Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Income Statement Report displays Revenue, Expense, and NonOperating Income actuals by Business Unit as of a selected month and fiscal year-to-date (YTD). It also displays Fixed Budget for a selected month and fiscal YTD. The report can be displayed at a summary or a detail level. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-contract-type-glossary">RAS Contract Type Glossary</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/mission-based-report-job-aid">Mission Based Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Mission Based Report displays Actual Revenues, Expenses, Other Changes, and Net Position by Mission (Function Code). The report defaults to Level C of the account tree but can also be viewed at Account Level B, D, & E. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/endowment-income-regents-crosswalk-fund-award-project-ids">Endowment Income Regents Crosswalk to Fund and Award Project IDs</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/project-summary-report-job-aid">Project Summary Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Project Summary Report displays summary level General Ledger (GL) and projection data for the Project chartfield. The report can be run for single or multiple Projects. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/hr-event-report-job-aid">HR Event Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The HR Event Report displays HR Events such as Appointments or Separations with the ability to drill-through to the HR Event Detail Report for more information. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/using-irr-sharepoint-site-administrator-guide">Using the IRR SharePoint Site - Administrator Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes the steps used by Site Administrators to add, remove, and modify users, IRRs and Aging Reports in the Intercampus Requests for Reimbursement (IRR) SharePoint.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/using-peoplesoft-mobile-approvals-application">Using the PeopleSoft Mobile Approvals Application</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/how-report-missed-meals-breaks-hbs">How to Report Missed Meals and Breaks in HBS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Beginning January 1, 2023 Senate Bill 1334 (SB 1334) introduced new missed meal and missed break rules for employees providing direct patient care or supporting direct patient care in general acute care hospitals, clinics, or public health settings. This job aid explains the HBS Pay Codes used for missed meals and breaks, and how to enter them in HBS. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/myreports-biweekly-working-hours-used-percent-effort-factor">MyReports Biweekly Working Hours Used in Percent of Effort Factor</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">MyReports Biweekly Working Hours Used in Percent of Effort Factor available via UCSF's Tableau platform</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/hbs-processing-center/cna-compensatory-time-shift-differentials">CNA Compensatory Time Shift Differentials</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Beginning April 3, 2022, nurses covered by the California Nurses Association (CNA) who elect to receive compensatory time in lieu of overtime pay will see a change to when shift differential is paid. In coordination with HR Labor and Employee Relations and CNA, HBS has been modified to pay shift differentials at the time the compensatory time off (CTO) is earned. This change does not apply to comped holidays or comp floating holidays. This reference guide provides examples of how HBS records the shift differential for compensatory time off. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/distribution-payroll-expense-dpe-alt-account-report-job-aid-ucsf">Distribution of Payroll Expense (DPE) by Alt Account Report Job Aid (UCSF Health)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Distribution of Payroll Expense by Alt Account Report displays detailed payroll information for all transactions processed through the UC Payroll System (UCPath) and the Payroll/Personnel System (PPS) by UCSF Health Alt Account. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/project-use-report-job-aid">Project Use Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Project Use Report displays Actual Revenues, Expenses, Other Changes, and Net Position by Project Use, an attribute of the Project chartfield, which indicates a specified activity or purpose of the project. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/income-statement-variance-report-ucsf-health-job-aid">Income Statement Variance Report (UCSF Health) Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Income Statement Variance Report displays Revenue, Expense, Non-Operating Income/Expense, Other Changes, and Net Position actuals as of a selected month and fiscal year-to-date (YTD). Monthly and YTD Fixed Budgets are also displayed, with options to include or exclude Flex Budget and Prior Year Actuals amounts. The report can be displayed at a summary or a detail level by selecting the desired Alt Account level. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/general-ledger-verification-online-tool-go-live-training">General Ledger Verification Online Tool Go-Live Training</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Slide deck from the Spring 2018 go-live training sessions for the new General Ledger Verification Online Tool.   </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/accounts-receivable-banking-services/how-prepare-edit-submit-credit-card-journals">How to Prepare, Edit, and Submit Credit Card Journals in PeopleSoft (Source Code 323)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid provides step-by-step instructions for completing a PeopleSoft journal to claim credit card payments received. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-add-program-manager-award-research">How to Add a Program Manager to an Award in the Research Administration System (RAS)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Research Services Analysts (RSAs) have the ability to manage Program Manager assignments directly in RAS. The steps in this guide describe the procedure RSAs can follow to add the Program Manager Reporting Role to an award.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/strategic-initiatives/myreports-recommended-reports-role">MyReports Recommended Reports by Role </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The matrix in this Quick Reference Guide displays the recommended reports for various financial activities by role. The information is provided to help you choose the report(s) to use in your day-to-day business. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/presentation-award-verification-ucsf">Presentation: Award Verification at UCSF</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Award verification presentation materials are available for RSAs, department administrators, and others interested in sharing details locally about the Award Verification project. MyAccess login is required. If you have questions, email <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="1554627467714370677c737c7674617c7a7b55607666733b707160">[email protected]</a>. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/project-comparison-report-job-aid">Project Comparison Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Project Comparison Report displays Revenues, Expenses, Other Changes, and Net Position by Project in side-by-side columns. The report is best used to compare a small set of non-sponsored Projects. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/program-portfolio-report-job-aid">Program Portfolio Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Program Portfolio Report provides summary General Ledger (GL) and projections data for multiple Project-Activity Period-Dept IDs and includes enhanced report filters that allow increased flexibility in defining dates and data parameters. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/annual-report-university-private-support">Annual Report on University Private Support</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Annual Report on Private Support provides extensive information that demonstrates the impact of philanthropic giving on the University of California. Each year's report is presented to the Board of Regents in a public session of a regents meeting, then posted online. The system summary and the section for each of the individual campuses indicate the private support received directly by the university and the support given via campus foundations.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/using-irr-sharepoint-site-staff-guide">Using the IRR SharePoint Site - Staff Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes the steps to upload, email, delete, and view IRRs and Aging Reports in the Intercampus Requests for Reimbursement (IRR) SharePoint Site for staff users. The IRR SharePoint site is a central repository for documents (IRRs and Aging Reports) for all UC locations. The goal of this SharePoint is to make it easier for all ten campuses, DANR, and UCOP to submit and retrieve IRRs for Multiple Campus Awards facilitating more rapid payment. Documents are stored and maintained in the library by location being billed. For example, UC San Francisco’s IRRs requesting payment from UC Davis are stored in the UC Davis document library.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/useful-life-indices-equipment-depreciation">Useful Life Indices for Equipment Depreciation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Table of Useful Life Indices for Equipment Depreciation</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification-contracts-grants-accounting/award-verification-preparation-checklist">Award Verification Preparation Checklist</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Use this checklist to assess your readiness to begin using the Award Verification Tool in April 2021 and as new sponsored awards are funded and set up in the Research Administration System (RAS).  More information is available on the Get Ready for Award Verification web page. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/report-specific-filters-job-aid">Report Specific Filters Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Most MyReports filter pages have a Report Specific Filters section. Report specific filters are usually optional and provide you with additional ways to limit the data returned in the report. In some cases, the report specific filters have been preset. To change the preset filter, follow the instructions in this step-by-step guide.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/using-irr-sharepoint-site-pi-guide">Using the IRR SharePoint Site - PI Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide documents the basic steps for using the Intercampus Requests for Reimbursement (IRR) SharePoint Site for Principal Investigators. The IRR SharePoint site is a central repository for “invoices” between campuses (IRRs) for all UC locations. The goal of this SharePoint site is to make it easier for all ten UC campuses, DANR, and UCOP to submit and retrieve IRRs for Multiple Campus Awards facilitating more rapid payment. Documents are stored and maintained in the folders by the location being billed. For example, UC San Diego’s IRRs requesting payment from UC Davis are stored in the UC Davis document library.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/accounts-receivable-banking-services/training/ucsf-cash-handling-training">UCSF Cash Handling Training</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This UCSF Cash Handling Training is assigned to all new Cash Handlers upon hire and must be completed annually thereafter.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/statutes-2015-16-through-2017-18-general-fund-specific-state">Statutes for 2015-16 Through 2017-18: General Fund Specific State Appropriations & Special State Appropriation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Fund Numbers for 2015-16 though 2017-18 for State General Fund, General Fund Specific State Appropriations, and Special State Appropriation.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/general-accounting/ucsf-pci-dss-security-awareness-training">UCSF PCI DSS Security Awareness Training</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/pci-dss-self-assessment-questionnaire-saq-types">PCI DSS Self-Assessment Questionnaire (SAQ) Types</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference guide describes Self-Assessment Questionnaire (SAQ) Types used in the PCI DSS compliance monitoring process.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/capital-equipment-accounting/ucsf-equipment-custodian-certification">UCSF Equipment Custodian Certification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">As an Equipment Custodian or custodial delegate at UCSF, completing this online certification is mandatory before your role can be established in PeopleSoft Asset Management. This course offers a thorough overview of the essential policies and procedures pertinent to your responsibilities, along with the necessary resources to effectively manage each piece of capital equipment assigned to you. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-23-assembly-bill-74-statutes-2019">Chapter 23 (Assembly Bill 74), Statutes of 2019</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Chapter 23 (Assembly Bill 74), Statutes of 2019: LIST OF STATE GENERAL FUND, UC GENERAL FUND & SPECIAL STATE APPROPRIATION FUND NUMBERS FOR 2017-18 THROUGH 2019-20</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/general-accounting/training/how-assign-monitor-required-controller%E2%80%99s-office-training-available-uc">How to Assign and Monitor Required Controller’s Office Training Available in the UC Learning Center</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/entering-pay-hbs-msp-physicians">Entering Pay in HBS for MSP Physicians</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">In UCPath, hourly-paid biweekly MSP Physicians are assigned an individual position number for each base and non-base pay rate on which they were paid in the legacy payroll system. This change will impact how hourly-paid MSP Physicians must record their time in HBS in order to receive correct payment. This job aid contains four important things to consider when completing a biweekly Staff Physician timesheet in HBS after UCPath goes live on June 1, 2020. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/introduction-cost-transfers-ucsf">An Introduction to Cost Transfers at UCSF</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Access this course in the UC Learning Center that covers foundational information about Cost Transfers at UCSF.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/post-award-management-pam-sponsored-awards">Post Award Management (PAM) of Sponsored Awards Training</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Post Award Management (PAM) training series is designed as an introduction to post-award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate 90-minute modules in the PAM series; the PAM series is presented twice per year.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/payroll/hiring-incentives-restore-employment-hire-act-department-guidance">Hiring Incentives to Restore Employment (HIRE) Act Department Guidance </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/payroll/ucpath-funding-entry">UCPath Funding Entry</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This course prepares Funding Entry Initiators to look up, enter, update, and submit funding distributions using UCPath. It also prepares Funding Entry Approvers to review and approve funding entry transactions.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-10-assembly-bill-statues-2015-general-fund-specific">Chapter 10 (Assembly Bill) Statues Of 2015: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2013-14 Through 2015-16</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/myreports-enhancements-prior-october-2016">MyReports Enhancements Prior to October 2016</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-33-statues-2011-general-fund-specific-state">Chapter 33, Statues Of 2011: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2009-10 Through 2011-12 </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/how-access-run-weblinks-reports-myreports">How to Access and Run WebLinks Reports in MyReports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts (COA), was used for historical data reporting (through February 2014). In conjunction with the 2022 retirement of WebLinks, select historical AFP datasets are now available in MyReports. This job aid provides step-by-step instructions to filter and run these reports.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-20-assembly-bill-statues-2013-general-fund-specific">Chapter 20 (Assembly Bill) Statues Of 2013: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2011-12 Through 2013-14</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-1-statues-2009-general-fund-specific-state">Chapter 1, Statues Of 2009: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2009-10 </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-21-statues-2012-general-fund-specific-state">Chapter 21, Statues Of 2012: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2010-11 Through 2012-13</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-25-senate-bill-statues-2014-general-fund-specific">Chapter 25 (Senate Bill) Statues Of 2014: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2012-13 Through 2014-15</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/subaward-status-report-job-aid">Subaward Status Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Subaward Status Report provides subaward financial details for review and reconciliation, including subaward budget, accounts payable (AP), and ledger activities. This step-by-step job aid explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-712-statues-2010-general-fund-specific-state">Chapter 712, Statues Of 2010: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2008-09 Through 2010-11 </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/foreign-affiliate-transaction-detail-report-job-aid">Foreign Affiliate Transaction Detail Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Foreign Affiliate Transaction Detail Report displays transaction information in foreign currencies related to established operations in foreign countries. 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. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/financial-data-reports/foreign-affiliate-reports">Foreign Affiliate Reports </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Foreign Affiliate suite of reports provides data reporting for financial activity conducted in foreign currencies and related to established operations in foreign countries.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/sponsored-awards-accounts-receivable-report-job-aid">Sponsored Awards Accounts Receivable Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Sponsored Awards Accounts Receivable Report provides information about sponsored awards accounts receivable invoices. This step-by-step job aid explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/fiscal-year-2022-23-year-end-close-presentation">Fiscal Year 2022-23 Year-End Close Presentation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Click the links above to watch the video from the June 8, 2023 broadcast and to download the PDF for easy access to the website references used in the presentation.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/award-verification-tool-known-issues">Award Verification Tool Known Issues</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Issue Platform Mitigation Plan Resolution When using the Send and Email feature to email comments from the mobile app, comments entered with line breaks (by tapping the Return button) appear in the email message with "<BR>" in place of each line break. Mobile This is a known issue with iOS 14.x versions 14.6 and higher. Upgrade to iOS version 15 to resolve. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/ucsf-salary-cost-transfers-direct-retro">UCSF Salary Cost Transfers (Direct Retro)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This course prepares Salary Cost Transfer Initiators to look up, enter, and submit salary cost transfers using UCPath. It also prepares Salary Cost Transfer Approvers to review and approve salary cost transfer transactions.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/ucsf-peoplesoft-user-verification-access-administrators">UCSF PeopleSoft User Verification for Access Administrators</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid describes the steps required for Access Administrators to validate current user security for all active users of UCSF PeopleSoft Financials and/or UCPath. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/strategic-initiatives/ucpath-myreports-webinar">UCPath and MyReports Webinar</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Watch this webinar to learn more about recent changes in MyReports in conjunction with UCPath. This presentation will focus on changes to the Distribution of Payroll Expense (DPE) Report and HR Reports. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/webinar-qa-considerations-adapting-award-verification-tool-local">Webinar Q&A: Considerations for Adapting the Award Verification Tool to Local Business Practices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contents Roles and Access Award Verification Procedure and Timing General Ledger Verification Reports Additional Resources </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/webinar-considerations-adapting-award">Webinar: Considerations for Adapting the Award Verification Tool to Local Business Practices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">PIs and their research/support teams across UCSF have unique needs. The new Award Verification Tool, deployed on April 12, 2021, was designed to be flexible to meet the varied needs of different research teams. A critical planning step for award verification will be to determine how each research team will work together and use the Tool to ensure the verification of each sponsored award at least quarterly.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/how-monitor-timesheet-completion-approval-using-hbs-reports">How to Monitor Timesheet Completion and Approval Using HBS Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains how timesheet approvers and managers can use HBS Manager Reports to monitor timesheet completion and approval within their assigned Timesheet Groups (TSG) and/or Management Groups (MG).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/webinar-compensation-compliance-under">Webinar: Compensation Compliance under Uniform Guidance</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Uniform Guidance reformed federal government procedures for assistance awards (e.g., grants and cooperative agreements) with the goal to increase accountability and transparency while reducing the administrative burden on award recipients. As a result, many peer organizations have implemented alternatives to effort reporting.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/foreign-affiliate-statement-comprehensive-income-report">Foreign Affiliate Statement of Comprehensive Income Report</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Foreign Affiliate Statement of Comprehensive Income Report displays monthly Actuals on a Fiscal Year basis with foreign currency. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/foreign-affiliate-statement-financial-position-report">Foreign Affiliate Statement of Financial Position Report</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Foreign Affiliate Statement of Financial Position Report displays Asset, Liability, and Change in Net Position activities as of a selected period with foreign currency. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/ucsf-foundation%E2%80%99s-tax-determination-letter">UCSF Foundation’s Tax Determination Letter</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/timekeeping/how-determine-flsa-exemption-status">How to Determine FLSA Exemption Status</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains two ways you can determine whether your job is exempt or non-exempt from FLSA overtime regulations.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/award-verification-roles">Award Verification Roles</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Award Principal Investigators (as documented in RAS) can view data, enter comments, review projects, and verify awards. Project Principal Investigators and Program Managers (as documented in RAS) can view data, enter comments, and review projects. Multiple Principal Investigators (as documented in RAS) can view data and enter comments.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/gift-foundation-accounting/ucsf-foundation-investment-guidelines-endowed-investment-pool">UCSF Foundation Investment Guidelines for the Endowed Investment Pool</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Investment Guidelines for the Endowed Investment Pool</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/pci-dss-terminal-inspections">PCI DSS Terminal Inspections</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Regular inspections of credit card devices for tampering or skimmers is essential to protect UCSF and our customers, clients and patients from credit card fraud.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/student-business-services/training/non-payroll-stipend-process-course">Non-Payroll Stipend Process Course</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The live instructor-led Non-Payroll Stipend Process presentation is designed as a complete guide through every aspect of handling non-payroll stipends including, but not limited to: How to use/submit the required template Handling a nonresident alien Reporting challenges Duration: 90 minutes</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/accounts-receivable-banking-services/training/policies-petty-cash-handlers">Policies for Petty Cash Handlers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/strategic-initiatives/weblinks-reports">Weblinks Reports</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">WebLinks, the financial reporting system for the old Account Fund Profile (AFP) chart of accounts (COA), provides historical data reporting (through February 2014). Datasets in WebLinks have been static since February 2014, when the AFP COA was replaced by the current COA in March 2014. Data prior to July 2013 were not converted to the current chart of accounts and are not available in PeopleSoft Financials.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/ucpath-help-site-overview">UCPath Help Site Overview</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This course provides an overview of the UCPath Help site. It explains how to access the site, as well as how to navigate and search the site to locate learning and support resources for the UCPath.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/how-navigate-ucpath-peoplesoft-fluid-user-interface">How to Navigate in the UCPath PeopleSoft Fluid User Interface</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This introduction to the UCPath PeopleSoft Fluid User Interface (Fluid UI) provides a general navigation overview for all UCPath transactors and demonstrates the features you can use to navigate to the menus and pages most commonly used by those with UCPath initiator, approver, and inquiry roles at UCSF. Duration: 10 Minutes</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/sponsored-research-post-award-administration/award-verification-tool-enhancement-summary">Award Verification Tool Enhancement Summary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference details a history of enhancements to the Award Verification Tool. See Using the Award Verification Tool to view detailed instructions on using this application. April 2024 April 2024 enhancements to the web version of the Award Verification Tool:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/ucpath-basics-navigation">UCPath Basics and Navigation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This course provides an overview of all standard functionality in UCPath. It is intended as a prerequisite for all new transactional users of the UCPath system, including funding entry and salary cost transfer users.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/special-state-appropriations">Special State Appropriations</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/capital-equipment-accounting/how-conduct-custodial-review">How to Conduct Custodial Review</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide is intended for Capital Equipment Custodians who have received notification they need to perform the Custodial Review of an asset they have been assigned.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/payroll/training/ucpath-position-basics-funding-entry-concepts">UCPath Position Basics and Funding Entry Concepts</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This course introduces two key UCPath concepts: Positions and Funding Entry. It is intended for department managers, administrators, and anyone interested in learning more about key UCPath concepts.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/walking-through-pci-compliance-requirements">Walking Through PCI Compliance Requirements</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">There are 12 main requirements in the PCI DSS, which are designed to provide a comprehensive framework for securing cardholder data.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/capital-equipment-accounting/how-conduct-custodial-review-assigned-assets-custodial">How to Conduct Custodial Review of Assigned Assets as a Custodial Delegate</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">During the custodial review process, a Custodial Delegate may be assigned equipment records to update by the Equipment Custodian. Equipment records assigned to a Custodial Delegate will remain on the Custodian's list for visibility purposes. The name of the Custodial Delegate assigned by the Custodian to perform updates will also appear in the Delegate field under the “Additional Information” section of the Asset Information page. Custodial Delegates must log into PeopleSoft promptly and update all of the asset’s key information, including:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/accounts-receivable-banking-services/training/pcidss-self-assessment-questionnaires-total-compliance">PCIDSS Self-Assessment Questionnaires & Total Compliance Tracking Training</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Per international regulatory requirements, PCI DSS (Payment Card Industry Data Security Standards) must be tested regularly through a combination of assessments, audits, and validations to ensure that all organizations that handle payment card data are compliant with the security standards. These assessments can be conducted by the organization itself, internal audit teams, or external Qualified Security Assessors (QSAs).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/how-access-run-financialpayroll-codes-data-lookups">How to Access and Run Financial/Payroll Codes and Data Lookups</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains how to access, run, sort, and export lookups for financial and payroll codes and data available from the Controller's Office website. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/how-run-department-ar-invoice-inquiry-report">How to Run the Department AR Invoice Inquiry Report in PeopleSoft RAS </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains how to run the Department Accounts Receivable (AR) Invoice Inquiry Report from within PeopleSoft RAS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/timekeeping/mytime-frequently-asked-questions">MyTime Frequently Asked Questions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Answers to common questions about UCSF's MyTime implementation</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounts-receivable-banking-services/payment-remittance-procedures-auxiliary">Payment Remittance Procedures for Auxiliary and Administrative Departments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This Quick Reference Guide explains the procedures for payment remittance for payments to auxiliary and administrative departments. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT). </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/general-accounting/fiscal-year-2023-24-year-end-close-presentation">Fiscal Year 2023-24 Year-End Close Presentation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Click the links above to watch the video from the June 5, 2024 broadcast and to download the PDF for easy access to the website references used in the presentation.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/key-differences-between-web-mobile-versions">Key Differences between the Web and Mobile Versions of the Award Verification Tool</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Function/Feature/Data Web Version Mobile Version UCSF VPN Required Not required Save a default Principal Investigator or Program Manager to view Available Not available Verify awards and Review projects Can verify multiple awards or review multiple projects with one action</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting/fiscal-year-2021-22-year-end-close-presentation">Fiscal Year 2021-22 Year-End Close Presentation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/student-business-services/payment-remittance-procedures-student-accounting">Payment Remittance Procedures for Student Accounting</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This Quick Reference Guide explains the procedures for payment remittance for student accounting. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT). </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/financial-data-reports/foreign-affiliate-net-position-report-job-aid">Foreign Affiliate Net Position Report Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Foreign Affiliate Net Position Report displays Net Position of a Dept ID, Fund, or Project including current year revenues, expenses, and other changes with foreign currency code for a selected data range. This step-by-step guide explains how to filter and run the report.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/accounting-reporting-accounts-receivable-banking-services/ucsf-credit-card-merchant">UCSF Credit Card Merchant Responsibility Agreement</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Here are key responsibilities merchants have in handling credit card payments safely. Failure to adhere to the Merchant Services agreement can result in termination of credit card payment acceptance privileges.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/capital-equipment-accounting/how-track-manage-existing-equipment-inventory-modification">How to Track and Manage Existing Equipment Inventory Modification Forms</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide is intended for Equipment Custdians and authorized Custodial Delegates who need to manage their previously saved and submitted Equipment Inventory Modification Request (EIMR) forms in PeopleSoft Asset Management. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/eimr-form-action-types">EIMR Form Action Types</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference guide explains the specific entry requirements for each Action Type used by Equipment Custodians and authorized Custodial Delegates on the Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/accepting-electronic-funds-transfers-efts">Accepting Electronic Funds Transfers (EFTs)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This article outlines the procedures required for departments to accept electronic transfers of funds as a depository option.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/capital-equipment-accounting/eimr-workflow-statuses">EIMR Workflow Statuses</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference guide defines the workflow status indicators within the Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management. These details are provided to assist Equipment Custodians and Delegates in the management of their EIMR form requests.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/how-navigate-peoplesoft-fluid-user-interface">How to Navigate in the PeopleSoft Fluid User Interface </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/postdoctoral-scholar-childcare-reimbursement-process">Postdoctoral Scholar Childcare Reimbursement Process</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This document outlines the reimbursement process and department responsibilities for tracking expenses related to childcare reimbursement programs for eligible postdoctoral scholars.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/managing-diversity-supplements">Managing Diversity Supplements</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Diversity supplements are administrative supplements sponsored by the National Institutes of Health (NIH). They are intended to improve the diversity of the research workforce by recruiting and supporting post-baccalaureate, pre-doctoral students, post-doctorates, and eligible investigators from groups that have been shown to be underrepresented in health-related research.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/payroll/understanding-prior-period-leave-redistribution-monthly-paid-employees">Understanding Prior Period Leave Redistribution for Monthly Paid Employees</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Eligible employees earn vacation leave on a biweekly or monthly basis. For employees paid biweekly, vacation pay is recorded in the same earnings period as the leave is taken. For employees paid monthly, vacation pay is recorded in arrears.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/understanding-effort">Understanding Effort</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Effort is the portion of time spent on a given professional activity expressed as a percentage of the total professional activity for which an individual is employed by the University of California. Total professional activity includes research, teaching, patient care, administrative and other University appointed activities. Effort is divided into three categories:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/closing-merchant-account">Closing a Merchant Account</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Email <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="c68ba3b4a5aea7a8b2e895a3b4b0afa5a3b586b3a5b5a0e8a3a2b3">[email protected]</a> to request decommissioning of Merchant IDs and return of terminal equipment in order to protect from fraudulent use and ensure that continued merchant expenses are not incurred. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/working-payment-processing-equipment">Working with Payment Processing Equipment</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Merchants who wish to obtain user guides for terminals at their location can find them in this section or contact <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="410c24332229202f356f122433372822243201342232276f242534">[email protected]</a> when troubleshooting issues with an existing terminal.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/hbs-processing-center/understanding-leave-balances-hbs-ucpath">Understanding Leave Balances in HBS and UCPath</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contents How Leave Accruals and Service Credit Are Calculated Monthly Accrual Process Biweekly Accrual Process UCPath vs HBS Leave Balances Understanding Vacation/PTO Maximum Caps </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/monitoring-department-accounts-receivable">Monitoring Department Accounts Receivable</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/how-are-pci-dss-requirements-tested-ucsf-total-compliance">How are PCI DSS Requirements Tested? UCSF and Total Compliance Tracking (TCT) </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF implemented Total Compliance Tracking (TCT) to efficiently manage PCI DSS testing and compliance tracking across the University. This online web-based tool assists in documenting our efforts to maintain data security standards across all merchants.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/reconciling-recording-credit-card-transactions-general-ledger">Reconciling and Recording Credit Card Transactions in the General Ledger</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Review the procedures to record credit card journals in UCSF's PeopleSoft financial system following UCSF's credit card journal entry process.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/requesting-ucsf-deposit-supplies">Requesting UCSF Deposit Supplies</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Departments send requests for UCSF deposit supplies to the Controller's Office Cash Operations Team. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/establishing-cash-handlers">Establishing Cash Handlers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This article describes the requirements and procedures to establish Cash Handlers at UCSF.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/applying-salary-caps-ucpath-funding">Applying Salary Caps for UCPath Funding Transactions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This page outlines the steps required to authorize and apply a salary cap before it is available in UCPath for funding entries and salary cost transfers.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/depositing-checks">Depositing Checks</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Review procedures to deposit checks, money orders, traveler's checks, and certified checks that are NOT received as gifts or for sponsored research or as payment for a department accounts receivable or auxiliary and administrative services invoice. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/custodial-review-capital-assets">Custodial Review of Capital Assets</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains how Equipment Custodians or delegates review newly assigned assets in PeopleSoft Asset Management. It is important this process is completed as soon as possible after receiving notification of a newly assigned asset from Capital Asset Management (CAM).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/requesting-equipment-inventory-modifications">Requesting Equipment Inventory Modifications</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Campus Equipment Custodians use the Equipment Inventory Modification Request (EIMR) process to modify or dispose of inventory equipment assigned to their departments.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/capital-equipment-accounting/peoplesoft-asset-management">PeopleSoft Asset Management</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide explains the roles and responsibilities within the PeopleSoft Asset Management system at UCSF for Equipment Custodians, Authorized Delegates, and Curators. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/understanding-award-processing-dates">Understanding Award Processing Dates</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This article describes how Contracts and Grants Accounting (CGA) establishes and updates processing begin and end dates for applicable awards. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/handling-department-accounts-receivable">Handling Department Accounts Receivable</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounts-receivable-banking-services/onboarding-new-merchant-staff">Onboarding New Merchant Staff</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Department managers must maintain a ledger of all staff currently eligible for handling electronic payments at any stage within the department and are required to report new credit card handlers to Merchant Services to ensure PCI Security Training is assigned and completed prior to payment acceptance. Proof of background check completion for new or established employees must be maintained on file within the department as well as the appropriate HR Service Center.</span> </div></li> </ul></div> <div class="view-footer"> <style> .view-how-to-via-solr-index{ display: grid; grid-template-columns: 30% 60%; grid-gap: 2%; } </style> </div> </div> </div> </div> </div> </div> <div class="footer-container"> <footer role="contentinfo" class="row"> <div class="footer-top"> <nav class="block block-menu co-menu-footer " role="navigation"> <h2 class="title">Resources</h2> <ul class="menu"><li><a href="/calendars-schedules">Calendars & Schedules</a></li> <li><a href="https://ucsf.box.com/s/og7ln4wcj0y07fn0oh1hmmxzms7hndm0" target="_blank">CONET (for Controller's Office Staff)</a></li> <li><a href="/user">Log In</a></li> <li><a href="/services/controllers-office-solution-center">Controller's Office Solution Center</a></li> <li><a href="/careers" target="_blank">Employment</a></li> <li><a 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