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Target Audience: Department Managers, Financial Managers, and Budget Managers
General Ledger Monthly Schedule for September through April
The Controller’s Office has posted the General Ledger Monthly Schedule for September, 2009 through April, 2010 on our Home page under What’s New and the General Accounting Home page under New Links. For questions, contact Jeff Yepsen, Financial Reporting and General Accounting Manager, at 415-502-7430 or Jeff.Yepsen@ucsf.edu.
Letter to IRS Commissioner
President Yudof recently sent a letter to the IRS Commissioner requesting that the University be provided with a temporary waiver of compliance with the cell phone substantiation rules. The University's Washington office will share this letter with appropriate Members of Congress.
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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
New Accounts Payable Managers
Gail Kawakami is the new Accounts Payable Manager over AP Operations, Vendor Relations, AP Disbursements, EDI & Match Exceptions, and Corporate Card Administration. Before joining UCSF as the Travel & AP Customer Service Manager in January 2008, Gail was the Senior Manager over Vendor Finance at Genentech for several years.
Sylvia Su was recently selected as the new Travel & AP Customer Service Manager. Prior to joining UCSF in February 2009 as the Senior Project Analyst in Disbursements, she worked at the Gap for 15 years, managing numerous projects, and holding various roles including IT Director.
Attention Travelers: Implementation of the Secure Flight Program
Transportation Security Administration (TSA) has implemented Secure Flight Program to streamline the watch list matching process. Secure Flight will help reduce the misidentification of passengers who have names similar to individuals on government watch lists, clearing more than 99 percent of passengers for travel.
Over the coming months, when booking airline travel, in addition to providing your full name as it appears on your government-issued ID when traveling, airlines will also begin asking passengers to provide their date of birth and gender. This requirement will be phased-in as each airline incorporates the necessary changes into their system to accommodate this requirement. TSA’s goal is for Secure Flight to be fully implemented in early 2010 for all domestic flights and the end of 2010 for all international flights. Each Connexxus travel service provider is creating processes to assist you in submitting the required information. Please visit the TSA website to learn more about the Secure Flight Program.
More Detail Coming on the New Electronic Payment Advices for Employee & Student Reimbursements/Payments Made Via EFT
Accounts Payable began sending e-mail payment notification to employees and students who have signed up to receive reimbursements or payments issued by Accounts Payable via Electronic Funds Transfer (EFT). We have received several inquiries regarding the omission of the check request number from the notification. The system will be enhanced to provide this detail by the end of the year. In the meantime, if you are in need of that information, please forward your EFT e-mail notification to the AP Customer Center to request voucher detail, and you should receive a response within one business day.
Whom to Contact about Accounts Payable (AP) and Travel
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Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
Desktop Training
Since mid-2007, Capitalized Asset Management (CAM) has conducted one-on-one training for asset custodians. Upon request, CAM will send a team member to the equipment custodian’s office or work location to discuss the responsibilities of the position, train on how to access online resources (e.g. Controller’s Office website, WebLinks, etc.), and determine any unique challenges the custodian faces. The only requirement is that the custodian have a WebLinks account. We encourage those who qualify to take advantage of this Controller’s Office-sponsored instructional program. To make an appointment, please email capitalassetmgt@ucsf.edu or call (415) 502-2657.
Physical Inventory 2007-2009 Cycle - Parting Words
The physical inventory conducted during the period from July 1, 2007 through June 30, 2009 was completed on schedule. Below are some global statistics extrapolated from the physical inventory findings and made available through the strenuous efforts of 240 asset custodians.
| Total inventory value at commencement: |
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| Total number of custody codes involved: | 881 | ||
| Total number of units targeted: | 12,532 | ||
| Total number of units inventoried: | 12,532 | ||
| Total inventory value of items retired: | $29,366,544.00 | ||
| Total number of units retired: |
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| Total inventory value net of items retired: | $257,753,053.00 | ||
| Total number of units remaining: | 11,446 |
Thank you to all asset custodians for making the physical inventory a success.
One Man's Junk...
There comes a time when certain assets that at one time were much-needed and, indeed, in great demand no longer serve any useful purpose for the department. In these fiscally-constrained times, departments are relinquishing physical possession with an eye toward reaping some financial return. Typically, surplus items are turned over to UCSF Distribution (Distribution) for disposal since they are well-versed in how to discard assets in the most efficient and cost-effective manner.
In most cases, Distribution incurs a loss for their services when the cost of picking up the equipment (labor, fuel, trucking) and warehousing are factored in. Additionally, some assets require special handling to decommission (e.g. toner removal from copiers). For high-value items, Distribution may advertise availability, such as vehicles posted on CraigsList. When an item is sold, any amount tendered up to $300.00 will be retained by Distribution to defray the overhead and direct costs incurred by the transaction. Distribution will credit proceeds in excess of $300.00 to the Fund/DPA furnished by the department.
Surplus equipment may be purchased by UCSF departments, other campuses, outside entities (profit and non-profit), and UCSF employees. However, employees can only purchase such equipment when the item is put up for sale at Distribution’s South San Francisco facility (616 Forbes Blvd., South San Francisco) every Thursday between the hours of 1:00 PM and 3:00 PM.
At this moment, Distribution has the following available for both campus and public sale:
| Furniture: | File cabinets, desks, bookcases, desk chairs etc. |
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| Computers: | Dell Pentium 4, Apple G4, Laptops (Pentium 4) | |
| Lab Equipment: | Microscope, microtome, and benchtop centrifuge | |
| Vehicles: | 1991 Chevrolet Astro Van (Best Offer) |
If you or your department have any interest in the above items or your department is in need of equipment of a particular type, please contact Distribution at (415) 502-7396. If not available, Distribution can place the request on pending status so that you will be notified when a matching item arrives.
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.
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Cash Handling and Petty Cash Administration
Target Audience: Campus Cash Handlers and Petty Cash Administrators
Physical Inventory of Credit Card-Related Equipment
In the near future, Cash and Controls staff will visit departments with credit card terminals for a physical inventory of credit card-related equipment. All visits are scheduled to be completed prior to mid-October. Contact Toni Sims, Controller's Office Cash Coordination Supervisor, at 502-8432 with questions.
Cash Deposit Basics - Free Training Class at MCB Room 126
On Monday, September 14, 2009 from 9:30 to 11:30 AM at Mission Center Building (MCB), Room 126, Toni Sims, Controller's Office Cash Coordination Supervisor, will conduct a Cash Deposit Basics training class. There is no charge for the class. This class will be a hands-on deposit training and will cover current cash policy with a brief overview of credit card compliance and petty cash. To register, go to the UC Learning Center. Search for "Cash Deposit Basics" and click Register; then click Submit. This class is recommended for new depositors, staff who occasionally handle deposits and cash (as a refresher), and new supervisors.:
Important Notice for Petty Cash Fund Requests: Proof of Online Training
Effective October 1, 2009, all requests for new petty
cash funds and Change of Custodian must be accompanied by proof of online training taken July 1, 2009 or later. The course has been revised and all petty cash handlers are required to take this course during the current fiscal year.
Whom to Contact about Cash Handling and Petty Cash Administration
For questions, please contact Toni Sims, Cash Coordinator, at 415-502-8432 or Toni.Sims@ucsf.edu or Kevin Leung, Supervisor Cash Reconciliation, at 415-476-8878 or Kevin.Leung2@ucsf.edu.
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Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with sponsored project funds
ARRA Update
Based on the latest published OMB ARRA Reporting Requirements, UCSF has created an internal process and timelines for capturing the required data and has defined the roles and responsibilities of the RSA, EMF, and OSR. Please read carefully the Department Reporting Guide for the American Recovery & Reinvestment Act of 2009 and be prepared to provide the data by September 14, 2009.
Look for the following job aids on the Controller's Office EMF website under Communication.
Close-out of Funds that Expired Between 5/1/08 to 10/31/08
EMF continues its efforts to close expired funds, now with a focus on funds expiring between 5/1/08 and 10/31/08. This population totals 769 funds and to date, EMF has closed almost half with your assistance.
This initiative, led by Christine Durieux, EMF Director, continues to be a top priority for the Department. EMF Service Team Leads will continue to notify you regarding your Department’s expired fund overdraft or surplus balances. We request that these issues be resolved within two weeks from the date of the emails from the Service Teams. Please contact Christine Durieux (Christine.Durieux@ucsf.edu or 415-476-1340) or Amy Gonzalez, Accounting Services Manager (Amy.Gonzalez@ucsf.edu / 415-476-9641), with further questions. Again, we appreciate your time and help to close these funds.
Support for Invoices and FSRs
EMF cannot submit invoices and FSRs not supported by expenses in the General Ledger (GL). Violations of the Federal False Claims Act carry potential civil and criminal penalties. Compliance will be strictly enforced by EMF management. Exceptions to this rule will need approval from EMF Director, Christine Durieux. Please note that, except for approved payroll transfers, very few exceptions will be allowed.
RSA Townhall Meeting
The RSA Townhall meeting held on August 19 covered the following topics: EMF updates; Pre-Award Training; Cost Accounting Standards; Effort Reporting and Cost Sharing. These presentations are available on the EMF Research Administration Corner webpage under RSA Townhall Meetings.
The next RSA Townhall is scheduled for Thursday, October 15, from 1:30 to 3:30 PM at Parnassus Campus, HSW-300. There will be a live broadcast to Genentech Hall Auditorium at Mission Bay and to the Fresno Campus. The main topic of discussion will be on Human and Animal Subject Protocol.
Whom to Contact
For questions regarding Extramural Funds, please contact Christine Durieux, Director of Extramural Funds, at 415-476-1340 or Christine.Durieux@ucsf.edu. For questions regarding cost transfers or effort reporting, please contact Michael Maurer, Director of Internal Controls, at 415-502-8911 or Michael.Maurer@ucsf.edu.
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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
Online W-2 -- It's Right for You. Please Sign Up Today!
Please print and post this article, or email to your department distribution lists.
If you said "yes" to any of the above, you should take a few moments to enroll in Online W-2 delivery securely via At Your Service. At Your Service Online is the same place you go to make your annual Open Enrollment elections and to view your secure Online Earnings Statement. Join the thousands of other UC employees who now enjoy the added benefits and security that Online W-2 delivery provides:
If you sign up for Online W-2 delivery before December 18, you will automatically receive an e-mail notice when your W-2 is ready for you to view/print on the At Your Service website. To sign up for the Online W-2 go to http://atyourservice.ucop.edu, click on Sign in to My Accounts, log yourself in, click on W-2 under the Income & Taxes section, and click on Select Delivery Method in the upper left corner of the screen. Then read the notice and check the appropriate box to provide your consent.
If you have questions about enrolling in Online W-2, or if you need assistance beyond the instructions provided above, please contact Campus Payroll Services at (415) 476-3836 or payroll@ucsf.edu.
Increase in California State Income Tax Rates
To address California’s fiscal crisis, the Governor approved budget legislation to increase state income tax withholding rates, effective with wages paid after October 1, 2009. The 10% increase will be applied to both CA withholding tables and CA supplemental withholding rates. The following changes will be in effect:
To review and change state tax filing status and withholding allowances online, employees should sign in to their personal account on At Your Service Online.
For additional information about California personal income tax, visit the Franchise Tax Board website. For more information about the new tax rates or for copies of the withholding schedules, please visit the State of California EDD website.
If you have further questions about this, contact Jason Henry, Payroll Compliance and Customer Service Supervisor, at 415- 476-1661.
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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 September 01 2009