From the Controller’s Office – July 27, 2009

• Extramural Funds
• Accounts Payable (AP) and Travel
• Cash Handling and Petty Cash Administration
• Payroll
• Capital Asset Custodian
• Gift and Endowment Funds
• How to sign up for the newsletter

Extramural Funds

Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with sponsored project funds

ARRA Webinars from OMB
During the week of July 20, 2009, the Office of Management and Budget (OMB) scheduled webinars on various aspects of Recovery Act reporting requirements. The purpose of these Webinars was to provide information on implementing the guidance set forth in OMB Memorandum M-09-21, Implementing Guidance for the Reports on Use of Funds Pursuant to the American Recovery and Reinvestment Act of 2009, released on June 22, 2009. Each webinar focused on major sections of the Guidance as well as on the technology solution. Slides from these webinars are available at The Recovery Act website.

Payment Handling Procedures
This is a reminder that all payments for sponsored projects should be sent to EMF for deposit and recording into the Research Administration System (RAS).  This allows systematic matching with existing invoices and Accounts Receivable in RAS.  If, however, a department receives a payment directly from the sponsor for a sponsored grant/contract, the department must not prepare a journal for recording into the General Ledger. For proper posting, EMF should make the entry into the General Ledger and into RAS.

Departments must take the following steps when payment is received by the Sponsor

1. Deposit the payment using the drop-safe located on various campuses.
2. FAX a copy of the deposit slip, the check, and its back-up papers to EMF Cash Management at 415-502-1444.
3. If the department does not have access to a drop-safe, send the check to the Controller’s Department, EMF Cash Management, Box 0897. Large checks should be delivered by hand. Call if you need assistance.
4. Contact the sponsor and have future payments sent directly to the following address.
    
   UCSF Controller's Office
   Extramural Funds
   1855 Folsom Street, Suite 425
   San Francisco, CA 94143-0897

Cash Application During Fiscal Year End
Cash received for sponsored awards during the July calendar month will be processed into RAS when the July 2009 accounting period is opened, which will not occur until August 10, 2009. Please continue to review the Unapplied Cash Deposits report for payments received prior to July 1, 2009, which is posted weekly on the Extramural Funds website under the Communication tab in the Revenue and Cash Management section.  Once July payments can be processed in RAS on August 10, the subsequent weekly Unapplied Cash Deposits report will include payments received in July.

The Controller's Office is currently working with OAAIS to change RAS modules so that, going forward, RAS will continue processing transactions during the year-end close.

Federal Awards Meeting Certain Criteria Will Receive a Credit During Fiscal Close
As part of a settlement with the federal government regarding past surcharges included in voice services recharge rates, UCSF agreed to refund a fixed dollar amount to the federal government over a 4-year period from fiscal year 2008-09 through fiscal year 2011-12.  This refund will be given in the form of pro-rata credits directly to federal awards that are charged for voice services during each of these fiscal years.  The credits will reduce the total expenses recorded as of June 30 of the fiscal year, and the refunded amounts will remain in the affected awards for later expenditure.

For FY 2008-09, eligible federal funds will automatically receive their pro-rated credit during the June 2009 Interim cycle, which will be identified with Journal ID "13BMS0002" and line description "08-09 Fed voice surcharge adj."  To avoid any delays in fund closeout, UCSF has further restricted the credits to federal funds with end dates on or after August 16, 2009.

If you have any questions, please contact Matt Suelzle at 415-476-5534 or Matthew.Suelzle@ucsf.edu or Nilo Mia at 415-476-3113 or Nilo.Mia@ucsf.edu in Budget and Resource Management.

Late Cost Transfer Enforcement Reminder
The Late Cost Transfer Enforcement Program for payroll and non-Payroll transactions is now in effect. Refer to the original announcement, Late Cost Transfer Exception Request Form, and Late Cost Transfer Exception Department Process for more information.

UCSF ERS Certification Statistics
Since the Effort Reporting System (ERS) implementation, 8 of the 10 cycles have an average certification of 99%. However, Fall 08/09 and Winter 08/09 are at 94% and 90%, respectively. Please help us meet UCOP's requirement of 100% compliance.

Effort Reporting Guidelines

For additional information on Effort Reporting, refer to the Controller's Office Effort Reporting System website.

Next RSA Townhall
The next RSA Townhall is scheduled for Wednesday, August 19 from 9:30 to 11:30 AM at Parnassus Campus, N-225.  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 Cost Accounting Standards (CAS).

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.

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 

Paperless Payment Advices For Employee & Student Reimbursements/Payments Made Via Electronic Funds Transfer (EFT)
Accounts Payable Is Going Green!   Thanks to feedback we received from our customers, Accounts Payable will be streamlining the payment process replacing EFT payment advices with email payment notification.  Beginning early August, employees and students who have signed up for direct deposit will no longer receive a payment advice (EFT Remittance Advice) in the mail when they receive reimbursements or payments issued by Accounts Payable. Instead, an email notification will be sent from AP Disbursements regarding the electronic payment, providing the total payment amount, payment advice number and payment date.  Special handling requests to send the advice to a different mailing address will no longer be accepted.  This new process will not affect employee and student payments made via check.

Whom to Contact about Accounts Payable (AP) and Travel

• For payment related questions, contact the AP Customer Center at Apcustomercenter@ucsf.edu  or 415-476-2126. 
• For questions regarding speedcharts, contact speedchart@ucsf.edu or 415-476-2126. 
• For more information on how to contact Accounts Payable, and for links to our FAQs, forms, policies & procedures, and more, visit the AP Website at http://acctg.ucsf.edu/accounts_payable/index.htm

Cash Handling and Petty Cash Administration

Target Audience: Campus Cash Handlers and Petty Cash Administrators

Ordering Deposit Slips
Please be sure to order deposit slips when you open your last booklet. Email Michael Dow at Michael.Dow@ucsf.edu and include your location number.

Training
Online training courses for cash handlers, UCSF Cash Policy Highlights, and, petty cash handlers, Policies for Petty Cash Handlers, have been revised. Courses are mandatory for all cash and petty cash handlers in fiscal year 2009-2010. Please visit the UC Learning Center to register.

A Deposit Basics Class is planned for early September. This 1 1/2 - 2 hour course will train on how to make a deposit for campus departments and will review the basics of cash policy. It will be no cost to departments and is a good course for new cash depositors as well as a good refesher for someone who hasn't deposited in a long time. Check the August newsletter for a date, time, and place.

Petty Cash Workshop
A Petty Cash Workshop is scheduled for Friday, August 28 from 10:00 to 11:30 AM at Carr Auditorium, SF General Hospital. Please visit the UC Learning Center to register.

Verification Letters
Verification letters are due on July 27, 2009. Any custodian who does not return the letter by this due date may risk termination of the petty cash fund. Please contact Rachel Francisco at 415-476-8746 immediately regarding any issues. 

Petty Cash Tips

1. Send all petty cash requests (new funds, replenishments, terminations, changes) to the Petty Cash Desk, Box 0812. Do not send them to any particular individual.
2. On all check requests related to petty cash, add the words "Petty Cash" to the Reason for Payment field. Also, write "Petty Cash Custodian" under the name of the custodian on the check request.
3. Review all forms for required signatures. Include the name and title of the approver and please be sure names/titles are legible.
4. On all checks returned unused, please write "Cancel - Do not reissue" across the face of the check.

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.

Payroll

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

Recently Announced Salary Reduction and Furlough Program
UCOP and system-wide business partners are still finalizing requirements related to the recently announced salary reduction and furlough program.  As information is made available, a communication will be sent to campus. For information about the furlough proposal approved by the regents, please refer to President Yudof's July 16, 2009 letter to the UC community and Furlough Q&A.

July 2009 Employer Contribution Rates
Employer Contribution Rates have changed, effective July, 2009. The information has been posted to the Payroll website under the References tab in the UCSF Employer Contribution Rates for Staff Benefits section.

Whom to Contact in Payroll

• Payroll Processing – Esther Carmona, 415-476-8427 or Esther.Carmona@ucsf.edu 
• Payroll Benefits – Delia Cavizo, 415-476-9130 or Delia.Cavizo@ucsf.edu
• Payroll Customer Service – Jason Henry, 415-476-1661 or Jason.Henry@ucsf.edu
• Payroll Manager – Steven Engen, 415-476-3169 or Steven.Engen@ucsf.edu

Capital Asset Custodian

Target Audience: Asset Custodians, Financial Managers

Asset Custodian Training Workshop

• Tuesday, September 15, 2009 – The next Department Asset Custodian Training Workshop is scheduled at Mission Center Building, MCB-128 from 10:00-11:00 AM. To sign up for the workshop, go to the UC Learning Center. Search for "Asset" and click Register; then click Submit.

New! One-Stop Shopping for Physical Inventory Instructions and Tools
The Physical Inventory for the 2009-2011 cycle began on July 1, 2009. Instructions and tools needed to successfully complete the process have been placed under "one roof.". Select the Physical Inventory link on the Capital Accounting Home page of the Controller's Office website to find guidelines, forms, schedules, building codes, and a WebLinks portal. Please visit the site and become familiar with it. Of course, you are always welcome to direct inquiries to us in person as well (contact number below).

Physical Inventory Audit – Why’s and Wherefore’s
All physical inventory findings submitted by custodians are subject to an audit. The purpose of the audit is to validate the accuracy and integrity of the capitalized asset physical inventory. State and Federal funding agencies mandate this process to insure that public monies are well-spent and managed responsibly.

For a given month in which results are submitted, Capital Accounting, within 60 calendar days, will randomly select 10% of the total population irrespective of the departments, custodians or quantities involved for physical verification. The custodians responsible for those assets are notified and subsequently, a Capital Accounting staff member will call to schedule with the custodian an appointment to travel to the location where the item is currently located. The auditor will check to see if the information on the UCSF asset record matches the unit.

If 90% or more of the randomly-chosen sampling is found, the audit is deemed a success, and no further action is needed. If less than 90% is found, then another 10% is randomly extracted.  If this still doesn’t pass audit scrutiny, then the entire physical inventory for that month is deemed a failure, the department heads are notified, and all custodians/departments that submitted findings will be required to re-take their physical inventories.

If equipment have been disposed or transferred to another department while the audit is scheduled, the transaction is not counted against the audit as a failure if supporting documentation is furnished to substantiate the event. If equipment has been moved, this will not be counted against the audit as this typically occurs in the normal course of operation.

Capital Asset Management (CAM) would like to thank the equipment custodians, their supervisors, and others involved for working collaboratively with us to fulfill this important final step in the physical inventory process.

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.

Gift and Endowment Funds

Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with gift and endowment income funds

STIP Assessment & Foundation Administration Fee Changes on Gift and Endowment Income Funds

A Revised Development Office Funding Model was adopted by UCSF’s Executive Budget Committee recently; the Revised Model will be effective July 1, 2009.

What Has Changed?
The Revised Funding Model consists of the following components:

• Gift Fee Assessment at 4% is unchanged.
• Spending Fee at 1% on current gift accounts and endowment income accounts, assessed on Regents funds as funds are spent is unchanged.
• Assessment of Foundation and Regents current gift and endowment income fund balances STIP earnings at 100% is increased from 75%.
• Foundation investment administration fee at 0.40% is increased from 0.35%.

When Will Changes Be Effective?
STIP assessment increase from 75% to 100% will be reflected in the first quarter STIP posting to the General Ledger which will occur in November 2009.

The 0.40% Foundation investment administration fee is an offset to endowment payout calculated for FY10 and beyond, which posts to ledgers in first quarter of the subsequent year.

What Fund Ranges Are Affected By The Increased STIP Assessment Rate?

Whom to Contact
For questions regarding the Revised Development Office Funding Model or the increase in the STIP assessment, please contact Janet Sandona Jones, Director of Gift and Foundation Accounting, at 415-514-2900 or Janet.Jones@ucsf.edu or Steve Downs, Development Office Executive Director, at 415-476-3618 or sdowns@support.ucsf.edu.

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