 |
Recent Editions: |
Accounts Payable (AP) and Travel
Target Audience: Individuals responsible for business travel reservations and submitting/approving invoices, check requests, travel expense vouchers, and meeting and entertainment reimbursement requests
Connexxus Travel Portal Coming Soon
We will soon be launching Connexxus, a new web portal for booking university business travel. Connexxus provides convenience of one-stop shopping for booking business travel and offers favorable UC-negotiated rates for airlines, hotels, and car rentals. Pilot testing will begin by the end of January with approximately 100 pilot users. The Connexxus roll out to the entire UCSF community is planned for the end of this quarter. Look for upcoming announcements to attend our town hall presentation next month.
IRS Reporting Requirements For Research Subject Payments Using Petty Cash
If your department pays Research Subjects using petty cash, and if your records indicate that your department paid $600 or more to a Research Subject in calendar year 2008, please contact Accounts Payable immediately. Friday, January 30, 2009 is the deadline to report cash payments made in 2008 to individual Research Subjects totaling $600 or more.
If you have not paid $600 or more in cash to a Research Subject in calendar year 2008, then no action is required. If you have questions, contact the Accounts Payable vendor desk at vendors@ucsf.edu or call 415-514-3731. For more information, review how to process Research Subject payments and the Committee on Human Research guidelines for Research Subject Payments.
Airline and Airport Memberships
Reimbursement of airline and airport memberships is prohibited, except for one-day memberships purchased in connection with a meeting or conference call. This change was made in response to a recent IRS employment tax audit. The entire G-43 Policy can be found at: http://www.ucop.edu/ucophome/policies/bfb/g43.pdf
Whom to Contact about Accounts Payable (AP) and Travel
| Top of Accounts Payable (AP) and Travel | Top of Newsletter |
Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with sponsored project funds
Expired Fund Closeout Project Status
EMF continues to analyze expired funds with deficit balances by reviewing applicable deferred revenue, unbilled accounts receivable, and other aspects of the fund. As these issues are resolved, we will contact your department to remove the deficit within two weeks of our notification. A list of funds EMF is currently analyzing is posted and will be updated periodically in the Award Closeout section under Communications on the EMF website. You may also download the Award Closeout Procedure and Checklist presented at the December 2008 townhalls.
Please contact Jennifer Heissel, the EMF SWAT team member responsible for follow-up, at Jennifer.Heissel@ucsf.edu or at 476-0807 if you have any questions or concerns about these funds or believe this is an at-risk fund (pending additional funding, renewal, etc.).
DPA Request Form Reminder
To request a new DPA or couple an existing DPA, fill out the correct form completely. To access the instructions and form, go to the Controller’s Office home page and click the AFP link located under Administrative Systems. Once the form is completely filled out, click the “Submit by Email” button to send your form to the correct mailbox.
New Cost Sharing Dedicated Website
Check out the newly organized Cost Sharing website located under Policy Documents on the EMF website.
Whom to Contact about Extramural Funds
For questions, please contact Wendy Hom, Compliance Manager, at 415-476-8688 or Wendy.Hom@ucsf.edu.
| Top of Extramural Funds | Top of Newsletter |
Target Audience: Cash Handlers including Department Managers, Financial Administrators and Depositors
Additional Session of Mandatory Training on Accepting Credit Cards
Whom to Contact about Cash Handling and Deposits
For questions, please contact Toni Sims, Cash Coordinator, at 415-502-8432.
| Top of Cash Handling and Deposits | Top of Newsletter |
Target Audience: Individuals at UCSF who are either responsible for processing Payroll forms and data entry into OLPPS, or responsible for the management of the process within Departments.
Delivery of W-2 Forms
Online delivery of W-2 forms is available at AYSO (http://atyourservice.ucop.edu/) as of January 23, 2009. Hard copy W-2 forms will be mailed out no later than January 30, 2009. Remember, if you have elected to have “online” delivery only, you will not receive a hard copy W2.
Social Security Max for 2009
The 2009 maximum wage base for Social Security is $106,800. This means that the 6.2% social security withholding is taken from wages up to this amount in 2009. Check out the history of wage maximums.
Program Code Field in OLPPS
Department Payroll Processors: Please do not enter anything other than a valid Program Code in this field that appears on the distribution line in OLPPS. This field will be part of the new severity edit process that will be implemented in Spring of 2009. See last month’s newsletter for more information.
| Top of Payroll | Top of Newsletter |
Target Audience: Individuals responsible for department verification and review processes
Reminder to Reconcile Employee Leave Balances and Submit Corrections
As outlined in Key Control 41 (KC 41), departments and schools are responsible for reconciling employee leave balances and making corrections and adjustments in a timely manner on the Leave Reporting Worksheets. These are due to Payroll around the 15th of every month. The Controller’s Office implemented this internal control in FY 2008/2009 in response to audit findings to address the risk for over/under payments to employees and financial statement over/under misrepresentations. The control was reviewed with Campus Control Points and presented in the 2007/2008 Year-end Briefing.
The full internal control is available on the Controller’s Office website under Internal Controls and SAS 112.
Whom to Contact about Key Controls and SAS 112 Processes
For questions, please contact Scott Fong, General Accounting Manager, at Scott.Fong@ucsf.edu or 415-476-0834.
| Top of General Accounting | Top of Newsletter |
Target Audience: Petty Cash Fund Custodians and Managers of Petty Cash Fund Custodians
New Petty Cash Administrator in the Controller’s Office
Mandatory Online Course “Policies for Petty Cash Handlers”
All petty cash custodians, including custodians who took the training prior to 2008, must complete the mandatory online course “Policies for Petty Cash Handlers,” which was recently revised to include policy changes. Go to the new UC Learning Center to register and take this course.Whom to Contact about Petty Cash
For questions, please contact Rachel Francisco, Petty Cash Administrator, at 415-476-8746 or Rachel.Francisco@ucsf.edu.
| Top of Petty Cash Administration | Top of Newsletter |
Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
Building Appreciation for Depreciation
Examples: Calcode Description Useful Life (Yrs)
H0742 Printers, Computer 5
H0780 Microcomputers, Desktop 5
H0781 Microcomputers, Laptops 3
Various UC departments with Recharge Operations apply depreciation to the formulation of their recharge rates to recover cost of replacement and services from within the department, other departments and outside parties.
Why should I know this? Depreciation is based on depreciable assets that are still in existence and under UCSF control. To maintain accuracy in reporting, assets that are not in service should be reported to Controller’s Office Capitalized Asset Management right away. In this way, the asset can be written off completely rather than depreciated monthly up to the limit of its useful life. An Equipment Inventory Modification form should be submitted for this purpose. If an asset is of high value or a recent purchase, the department head or department financial manager will need to countersign to retire the asset.
Whom to Contact about Capital Asset Custodian
For questions, please contact Stephen Lee, Physical Inventory Analyst, at 415-502-2657 or Stephen.Lee@ucsf.edu.
| Top of Capital Asset Custodian | Top of Newsletter |
From the Controller’s Office is distributed monthly, with weekly updates when needed, to individuals on the following listservs: WebLinks, PeopleSoft, Online-L, Campus Administrators, and Control Points.
If you are not on one of these auto-generated lists and want to be added to the listserv for From the Controller’s Office:
For more information, including how to be removed from this list, please read more about UCSF Distribution Lists.
This page last updated on: Monday January 26 2009