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Recent Editions: |
The 2008 Annual Report and Schedules (A through E) are now available.
Whom to Contact about Financial Reporting
For questions, please contact Jeff Yepsen, General Accounting and Financial Reporting Manager, at Jeff.Yepsen@ucsf.edu or 415-502-7430.
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
Decrease in Mileage Rate for 2009
Effective January 1, 2009, the IRS standard mileage reimbursement rate for expenses incurred in connection with the business use of a private automobile will change from 58.5 cents to 55 cents. TEV forms will be updated next month to reflect this change.
To read the IRS announcement, go to:
http://www.irs.gov/newsroom/article/0,,id=200505,00.htm.
Whom to Contact about Accounts Payable (AP) and Travel
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Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with sponsored project funds
Presentation and Checklist for Closing Expired Sponsored Project Funds
EMF recently conducted two town halls to assist RSAs in understanding the close-out process for expired funds.
Recent townhall presentations and updates to the RSA Townhall Meeting schedule are available at: http://acctg.ucsf.edu/extramural_funds/rac/index.htm
Whom to Contact about Extramural Funds
For questions, please contact Wendy Hom, Compliance Manager, at 415-476-8688 or Wendy.Hom@ucsf.edu.
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Target Audience: Cash Handlers including Department Managers, Financial Administrators and Depositors
Additional Session of Mandatory Training on Accepting Credit Cards
In late January or early February, the Controller’s Office will conduct an additional training session for cash handlers and supervisors that accept credit cards. If you missed the November 19th or 20th training sessions, please make sure you attend this training. Watch for details in our next issue of From the Controller’s Office.
This training is required by the Payment Card Industry-Data Security Standard and is mandatory for every department that accepts credit cards.
Whom to Contact about Cash Handling and Deposits
For questions, please contact Toni Sims, Cash Coordinator, at 415-502-8432.
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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 within Departments.
Email Notifications for Online Earnings Statements
As of December 1, email notifications are now sent to employees stating that online earnings statements are available. The message will be sent on paydays from UC San Francisco Payroll Office to the email address each employee has added to their profile in At Your Service Online. The subject line is Online Earnings Statement.
Severity Edit on DPA and Fund in OLPPS will be changing in Spring 2009
Currently, OLPPS allows users to enter invalid DPA and Fund combinations. Invalid combinations are kicked out during the monthly general ledger load of Payroll expense data and then must be researched and corrected.
To reduce the number of monthly errors in general ledger processing, the severity edit for validating DPA/Fund combinations will change from “warning” to “reject” beginning in the Spring of 2009.
More information will be sent out to departments in the coming months, including the exact implementation date.
2009 OLPPS/OPTRSOnline Processing Schedule Available at: http://acctg/payroll/references/index.htm
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Target Audience: Petty Cash Fund Custodians and Managers of Petty Cash Fund Custodians
New Petty Cash Administrator in the Controller’s Office
Whom to Contact about Petty Cash
For questions, please contact Kevin Leung, Cash Reconciliation Supervisor, at 415-476-8878 or Kevin.Leung@ucsf.edu.
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Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
When physical inventory results are submitted, a common explanation for why equipment is missing is “Surplus.” While the term is general, it suggests an asset that is deemed of no further value to the department and was disposed of (presumably) through UCSF Distribution or another officially-sanctioned disposal method.
If surplus is the reason for not finding a capital asset, the custodian in all cases needs to submit an Equipment Inventory Modification Request (EIMR) form along with the updated equipment list. Custodian should attach any documents that relate to the disposal. If backup is not available, the EIMR alone may suffice if items marked “Surplus” are obsolete or not considered of high value. On the other hand, if large numbers of assets are being written off or if an item has a high book value, the department head or finance manager will also need to sign the EIMR.
Ordinarily, the following checkpoints would bring assets earmarked for disposal to the attention of Capitalized Asset Management (CAM):
To avoid spending time and resources backtracking during a physical inventory, custodians should inform staff in their department not to discard capital assets without informing the custodian. This would apply whether equipment are slated for disposal through Distribution, Dell Asset Recovery Service, cannibalization or other means. CAM will check financial records to insure title is fully vested with the University, make sure approval signatures are valid and assign a transaction number to track the surplus disposal each step of the way from start to finish. CAM will complete this process within 8 business hours. The asset will be transferred out of its assigned custody code or retired at the appropriate time.
This just in from the Asset Management Aids & Process Focus Group: Barcode scanning has come of age. It is a mature technology and widely-adopted in many different industries. The tremendous upside to University-wide deployment includes:
With barcode scanning hardware and software standardization, the following benefits can be realized:
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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Controller’s Office Advisory Group
The Controller’s Office is putting together an Advisory Group that will be made up of 30-40 department and school representatives who understand the workings of financial-related topics and their associated processes within departments (Payroll, Accounts Payable, EMF and Financial Reporting). This is an excellent opportunity to take on a leadership position and get experience working on broad-based issues that affect the campus. If you are interested, please contact your Control Point by January 9, 2009. For more information about the Advisory Group, go to: http://acctg.ucsf.edu/avc/communications/Controller's_Advisory_Group.pdf.
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: Thursday January 22 2009