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Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with sponsored project funds
American Recovery and Reinvestment Act (ARRA) Update
On May 15, 2009, NIH finally provided guidance on the direct charging of Clerical/Administrative costs to ARRA Grants with the following FAQ:
No. It has been determined that ARRA requirements do not provide sufficient justification to support the provision of direct costs for administrative support in addition to the Facilities and Administrative (F&A) costs in the awarded budget. Click here for the complete answer.
Note: As of May 20, 2009, UCSF has received five ARRA awards from NIH. All five ARRA awards have been setup and are ready for use.
ARRA Update Webinars
Extramural Funds and the Office of Sponsored Research have scheduled two 1-hour webinar update sessions for RSAs and Financial Managers responsible for administering ARRA funds.
To sign up for one of the following Webinars, go to the UC Learning Center. Search for ARRA Update and click Register; then click Submit. Your registration will ensure enough phone lines will be open for the Webinars.
The day before the Webinar, we will send an email to everyone who enrolled with information on how to access the webinar. On the day of the webinar, call the dial-in number, click on the link provided, watch, listen, and ask questions.
A-133 Preliminary Audit Plan for Late Cost Transfers
Unlike last year’s (FYE08) full scope testing, the A-133 preliminary audit plan from our external auditors, PricewaterhouseCoopers (PwC) for FYE09 only calls for a controls update. Please keep in mind that UCSF will still be required to provide the status of the corrective action for the late cost transfer finding from previous audit reports.
To provide a more systematic control over cost transfers, and in recognition of University financial policy that expects timely reconciliation of ledgers, EMF has instituted a cost transfer monitoring and enforcement program.
2009 NIH Regional Seminar Program Funding & Grants Administration
The 2009 NIH Regional Seminar in June will be held in Las Vegas, Nevada. The regional seminar will provide participants with critical information, tips and resources to facilitate the understanding of NIH’s post-award processes and procedures as well as the effective management of grant funds.
Exception Cost Transfer Source Code 547 and Using NCA 437691
This is a reminder that exception cost transfer source code 547 is for true cost overruns and NCA 437691 should be used for both the debit and credit entries. If NCA 437691 is not used in both the debit and credit entry of an exception cost transfer journal, the Budget Office will have difficulty identifying these costs and excluding them from the F&A rate development calculations.
References: On-Line Journal Tips and Refreshers and procedures and policies for cost transfers involving sponsored research funds.
Expired Funds Closeout Status
Extramural Funds plans to close out all RAS and non-RAS sponsored funds that expire on or prior to October 31, 2008 by July 16, 2009 before the fiscal year interim close period-end. It is important that you follow the time line for removing the deficit or surplus from these expired funds so that EMF can place stop codes on these funds by July 16.
Unapplied Cash
Every week EMF posts a list of cash received from sponsors and other outside entities that cannot be applied to the corresponding award due to insufficient award information (for example, missing invoice #A, fund #, award #, etc.). To review the Unapplied Deposits Report, go to the Communications section of the EMF website and scroll down to the Revenue and Cash Management section.
Please be sure to review the list and contact Ellyn McCaffrey at Ellyn.McCaffrey@UCSF.edu or 415-476-2065 if the cash amount corresponds to one of your awards.
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Whom to Contact about Extramural Funds
For questions, please contact Christine Durieux , Senior Extramural Funds Manager, at 415-476-1340 or Christine.Durieux@ucsf.edu.
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Target Audience: Department Managers, Financial Managers and Budget Managers
Fiscal Year Close
The Controller’s Office has updated the 2008/2009 Fiscal Year Close Calendar on our Home page under What’s New. The revised Final Close date is Friday, August 7.
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.
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Accounts Payable (AP) and Travel
Target Audience: Individuals at UCSF who are responsible for making business travel reservations and submitting/approving invoices, check requests, travel expense vouchers, and meeting and entertainment reimbursement requests
Renaming the AP Service Desk and Improving Customer Experience
The AP Service Desk is now called the AP Customer Center. This name change reinforces our commitment of providing excellent service to our customers. Our current service level standard is to provide responses to all inquiries and requests received by the AP Customer Center within one business day.
To improve the quality of the customer experience, the AP Customer Center will be installing a new phone management system in June. This system will add efficiency in directing incoming telephone calls to the appropriate staff, which will reduce the chances of being routed to the voicemail system.
Use Connexxus To Book Travel
A big “Thank You” to the eighty brave travelers who used Connexxus to book their travel in April. As more travelers book through Connexxus, UC negotiators can demonstrate our buying power to the airlines, so that next year, perhaps, we can add more suppliers to the discount list.
Jet Blue, one of Connexxus’ preferred airlines, has recently announced a $100 reduction in its refundable fares on 25 of its transcontinental routes. This reduction gives business and leisure travelers the added confidence of a money-back guarantee as well as affordable convenience and flexibility in travel. This reduction, together with our existing discount with Jet Blue, is available through Connexxus.
To request access to Connexxus, simply e-mail your name and employee ID number to Connexxus@ucsf.edu. To learn more about Connexxus, please visit our website.Whom to Contact about Accounts Payable (AP) and Travel
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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
Late Payroll (PET) Cost Transfers Enforcement
As part of UCSF’s corrective action plan formed in response to our latest A-133 audit findings, the Controller’s Office will institute a payroll cost transfer enforcement program effective July 1, 2009.
For more detailed information, refer to A-133 Preliminary Audit Plan for Late Cost Transfers in the EMF section of this newsletter.
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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. This course is strictly informational and not mandatory. The next session is scheduled as follow:
To register, go to the UC Learning Center and search for Petty Cash Workshop. Please register to attend as this will assist us in estimating the number of handouts.
Online Training Being Revised
The online courses, Policies for Petty Cash Handlers and UCSF Cash Policy, are being revised. The updated courses are scheduled to be available July 1, 2009. Watch future Controller's Office Newsletters for additional information.
Whom to Contact about Petty Cash
For questions relating to this announcement, please contact Michael Dow at 415-476-8316 or Michael.Dow@ucsf.edu.
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Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
How to . . . Remove Assets from the Inventory
All capital assets designated by a department for disposal need to be placed on an Equipment Inventory Modification Request form (EIMR) and submitted to Capitalized Asset Management (CAM). This holds true even with after-the-fact transactions. Means of disposal would include but is not limited to:
Upon receipt of the EIMR, CAM will check for the following:
When all the above applicable conditions are met,
WebLinks – I vs. D
WebLinks is an on-line Web-based tool for viewing current financial and capital assets data. You must be a registered WebLinks user in order to tap this resource. To access the Asset Management report, log into WebLinks, and follow one of these options:
This produces the Web page, “Report Options for Asset Management Report.” A number of default settings are given (e.g., Begin Date, End Date, Business Unit, etc.) One setting you may want to change is “Status” which defaults to No Selection. Leaving it as is will bring up assets that: a) are still in service and b) have already been disposed of.
Disposed assets are identified by the zero dollar value assigned and the alpha-designation “D” under the Status column. Some in-service assets (“Status” alpha-designation “I”) carry a cost of under $5,000.00. These items were purchased before the cost threshold was raised to $5,000 and are still being depreciated. The sub-$5,000 assets will fall off the active inventory once their useful life cycle is reached.
WebLinks allow reports to be downloaded in PDF or Excel format. If Excel is chosen, saving the output as a CSV (Comma delimited) file will keep the columnar separation with headings intact. WebLinks is a read-only application. If changes to the asset record are desired, please complete an EIMR and send to CAM (Box 0812; FAX: 502-5642). For additional information on WebLinks, click here.
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.
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This page last updated on: Wednesday May 27 2009