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Target Audience: Department Managers, Financial Managers and Budget Managers
Fiscal Year Close
The Controller’s Office has posted the 2008/2009 Fiscal Year Close Calendar on our Home page under What’s New. The Final Close date of Wednesday, August 5 is subject to change by the UC Office of the President. The Controller’s Office will notify the campus if the date changes.
Also, in preparation for the fiscal year end close, the Controller's Office will be hosting Town Halls at several venues in the last half of May.
Whom to Contact about General Accounting and Year End Close
For questions, please contact Scott Fong, General Accounting Manager, at 415-476-0834 or Scott.Fong@ucsf.edu.
| Top of General Accounting | Top of Newsletter |
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
Use of Final Invoice to Liquidate Remaining Liens on P2P Transactions
A residual lien balance exists when total invoice payments are less than the purchase order amount.
For questions regarding this new process, please contact Gilbert Ortega, EDI & Exceptions Supervisor, at 415-476-0818.
Utilizing Invoice Copies to Facilitate Receiving of Services for P2P
Effective April 15, for departments participating in the P2P Special Request Pilot, AP will begin emailing image copies of service invoices to the P2P Default Approver.
The process will be applied to all departments with the P2P Campus Special Request Go Live scheduled for early June. More information on the campus go-live will be issued by Campus Procurement and Business Contracts (CPBC) and the Program Management Office (PMO) in the near future.
The Controller’s Office recently launched Connexxus, a new web portal for booking travel. Employees can use Connexxus to book airfare, hotel, and car rental at UC-negotiated discount rates from preferred suppliers. Did you know…
To request access to Connexxus, please send an email to Connexxus@ucsf.edu providing us with your name and employee ID number. To learn more about Connexxus, visit the Accounts Payable Travel & Entertainment website. If you have any questions, please contact the UCSF Connexxus Team at Connexxus@ucsf.edu or contact the AP Service Desk at (415)476-2126.
New Subcontract Email Distribution
Effective immediately, please use our newe email distribution address for Subcontracts: Controller's Office - Subcontracts
New Interim Managers in Accounts Payable
Gail Kawakami has been appointed the Interim Accounts Payable Manager (replacing Steven Engen). Gail has been with the University since early 2008 and has many years of Accounts Payable experience.
May Seto is now the Interim AP Travel & Customer Service Manager (temporarily replacing Gail Kawakami in her previous role). May has been with the University since 2004 and mostly recently was a Functional Analyst in OAAIS Application Support.
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
Two weeks ago, EMF experienced a significant increase in new award and award modification setup requests as OSR completed processing of over 400 awards. EMF has added additional temporary resources to help process the increased volume. To assist us:
Since January 2009, we have been working with departments to close out 3200 RAS funds that expired on or before April 30, 2008. As of April 17th, we have closed 2000+ funds, which include a large number of funds in deficit. We are beginning to work through RAS funds with surplus balances as well as non-RAS funds in deficit. EMF will contact applicable departments to remove any remaining balance.
A list of funds EMF is currently analyzing is posted in the Award Closeout section under Communications on the EMF website. Note that fund balances on this list may change due to the ongoing clean-up effort. Contact Jennifer Heissel at Jennifer.Heissel@ucsf.edu or at 476-9298 if you have any questions or concerns about these funds.
RAS Invoice / Payment Reconciliation Report
RSAs may now access the Invoice and Payment Reconciliation report in the Research Administration System (RAS). This report provides a list of invoices billed and payments posted in RAS.
Thursday, June 18, 2009, 1:30 PM – 3:00 PM, HSW-300, Parnassus Campus, live broadcast to Mission Bay and Fresno campus; proposed agenda items are Export Controls, RAS Sub-recipient Functionality, Sponsored Projects Revenue Recognition and WebLinks Report Usage, RAS Project ID, and ARRA Update.
Previous RSA townhall meeting presentations are available on the EMF Research Administration Corner webpage under RSA Townhall Meetings.
New Senior Manager of Extramural Funds
Christine Durieux, the new Senior Manager of Extramural Funds, will be responsible for managing all aspects of Extramural Funds Accounting for UCSF including invoicing, financial reporting, cash management, collections, and compliance monitoring.
Christine has extensive experience in accounting, accounts receivable management, statutory and governmental auditing, and compliance in healthcare. She previously was the Managing Director and Controller of Kaiser National Medicare Finance and directed accounting and financial reporting for over $9 billion in annual Medicare revenue for eight Kaiser Foundation Health Plan regions.
Christine may be reached at Christine.Durieux@ucsf.edu or 415-476-1340.
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: Individuals at UCSF who are either responsible for processing Payroll forms and data entry into OLPPS, or responsible for the management of the process (including post-audit transaction review) within Departments
WebPan Go-Live May 4, 2009
On May 4, 2009, OLPPS Mandatory Reviewers will begin to access and review Post Authorization Notifications (PANs) via a secure web-inbox. We have successfully completed the WebPAN training sessions. If you missed the training, you can review the WebPAN Training Slides, the recording of the Webinar training session, FAQs and WebPAN Instruction Document, which are posted on the Payroll website under References. Scroll to the bottom of the page to find WebPAN resources.
Individuals who are currently listed as a Mandatory PAN Reviewer will be receiving additional instructions this week.
New Payroll Manager
Steven Engen has accepted the position of Campus Payroll Manager. Prior to joining UCSF as Accounts Payable Manager, he held the position of Payroll Director at UC Irvine and UC Merced.
| Top of Payroll | Top of Newsletter |
Target Audience: Campus Cash Handlers
Cash Journal (320) Deadline
Department Approvers need to approve and submit Cash Journals (source 320) to the Controller’s Office by the close of PeopleSoft on the second working day following the end of the month. Cash journals submitted after that day will be denied and returned.
For deadline information for journals requiring Controller Office or Budget Office approval, refer to the Controller’s Office Calendar under What’s New.
Deposit supplies are issued weekly on Tuesdays. Please email Michael Dow at Michael.Dow@ucsf.edu with your campus mailbox number and frequency of deposits. Please allow time for deposit slips to be printed and sent.
Whom to Contact about Cash and Controls
For questions, please contact Toni Sims, Cash Coordinator, at 415-502-8432.
| Top of Cash Handling and Deposits | Top of Newsletter |
Target Audience: Petty Cash Fund Custodians and Managers of Petty Cash Fund Custodians
Petty Cash Workshop
All petty cash custodians and interested personnel are invited to attend our Petty Cash Workshop. This is a great opportunity to learn more about the petty cash policy, process, and requirements. Register for one of the following two sessions at the UC Learning Center.
Please forward all petty cash related inquiries to Michael Dow at Michael.Dow@ussf.edu or
415-476-8316.
Petty Cash Termination Process Reminders
When terminating a petty cash fund, remember to complete all the steps listed below:
1. Deposit any remaining cash at Bank of America.
2. Prepare a Cash Receipt Journal (320) to record the deposit. Contact Michael Dow at 415-476-8316 for a specific reference number to use on the journal.
3. Complete the Cash Settlement & Fund Termination Form. Attach any original receipts for money spent, copy of deposit slip, copy of Cash Deposit Journal.
4. Forward the Cash Settlement & Fund Termination Form and attachments to the Petty Cash Desk, Box 0812.
Whom to Contact about Petty Cash
For questions, please contact Toni Sims, Cash Coordinator, at 415-502-8432.
| Top of Petty Cash Administration | Top of Newsletter |
Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
Physical Inventory – Last Furlong
The physical inventory for the 2007-09 Cycle is coming down to the wire. The rolling inventory launched on June 2007, and the last batch of asset listings was sent out end of January 2009 with a due date of March 31, 2009. A total of 244 custodians were fully engaged in an all-out asset hunt for 12,516 items over the past 21 months. As of this writing, only five (5) custodians still have to submit their inventory findings.
Physical Inventory – Process Review Panel
Even as the current physical inventory reaches its final phase, preparation is under way for the 2009-2011 Physical Inventory Cycle which commences July 1, 2009. To this end, we would like to invite twelve (12) equipment custodians to participate in a panel discussion to review all aspects of their physical inventory experience and how the process can be improved going forward. If you are interested in participating, please email Stephen Lee to express your interest.
Managing Capitalized Assets - Cheat Sheet
Equipment custodians are, by-and-large, “multitaskers” with asset management being one of their many, varied responsibilities. In recognition of this, the Controller’s Office offers the Quick Reference Guide. This desktop assistant distills the Department Custodian Manual to a single-sheet instructional aid--providing steps to take in common situations with contact information for assistance.
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.
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This page last updated on: Tuesday May 19 2009