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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
Reminder of Accounts Payable Invoicing Standards
Help us pay vendors promptly and more efficiently by communicating to a vendor the required invoice information when submitting a bill. This applies to all purchases made outside of P2P.
Required Invoice Information
UCSF Accounts Payable
Box 0812
San Francisco, CA 94143-0812
For a sample invoice and all invoicing requirements, please click Invoicing Standards on the Accounts Payable website.
Whom to Contact about Accounts Payable (AP) and Travel
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Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
Let's Get Physical...
The Physical Inventory 2009-11 Cycle got off to an excellent start. Of the eight (8) department capital asset lists that were sent out in late June, seven were completed and returned by the August 25th deadline. The 8th listing was submitted a week later. We are also currently in receipt of seven out of eight final report certifications. Kudos are in order for those who made up the first wave of physical inventory respondents. We are now moving to the group of departments scheduled for October 1st, 2009.
The following BUS-29 statement impresses on all asset custodians the weightiness of the physical inventory assignment:
“The custodial department must take a physical inventory at least every two years. The head of the custodial department or the Principal Investigator shall, in connection with the inventory, verify the existence, current utilization and continued need for the equipment . . . The Equipment Management Department shall make reasonable efforts to ensure that departments comply with the physical inventory requirements above. When such efforts are unsuccessful, the cognizant Vice Chancellor shall be informed of all departments that are over 90 days delinquent in completing their physical inventories. Such information shall include the department name, the name of the department head and the count and dollar value of the items involved.” – BUS-29 Management and Control of University Equipment, Section X
A Fond Farewell
Stan Zimmermann has moved on to the position of Service Team Manager in the Extramural Funds (EMF) unit of the Controller’s Office effective September 21th. The position of Capital Accounting Manager is currently under recruitment. Renee Boyd, Capital Accounting Equipment Supervisor, is serving as the interim manager.
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
Important Notice for All Depositors - Update of Information
In the event of an emergency (earthquake, etc), the Controller's Office would contact depositors with information regarding where to deposit and other pertinent information. To ensure our depositor information is current, email the following information to cashcontrolsvcdesk@ucsf.edu:
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.
Petty Cash Workshop
All petty cash custodians and interested personnel are invited to attend our next scheduled Petty Cash Workshop. This is a great opportunity to learn more about the petty cash policy, process, and requirements. The course is strictly informational and not mandatory.
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
Please continue to look for the following job aids on the Controller's Office EMF website under Communication.
REMINDER: Effort Reporting deadline for September 19 has passed
UCSF has been successful in achieving a high rate of certification in our effort reporting system. We sincerely appreciate your diligence and the professionalism of your research staff and principal investigators in maintaining our high standards of compliance.
Research effort reporting has been a high profile item for external auditors, and has resulted in substantial penalties and recoveries against other institutions. We anticipate escalated oversight of this compliance issue due to the advent of stimulus funding. Therefore, we seek your assistance in protecting the university and our principal investigators through your leadership.
If you have not yet certified your report, please do so now.
New EMF Managers
Stan Zimmerman is the new EMF Service Team Manager, with responsibility for award activation, billing, financial reporting and analysis, and closeouts. Previously, Stan was the Controller’s Office Capital Accounting Manager. Amy Gonzalez, a Huron Consultant who has been assisting the EMF Service Team unit, will be transitioning her work to Stan Zimmerman over the next couple of months.
Jean De Martini will be joining EMF on October 26 as the EMF Cash and Accounts Receivable Manager. Jean will be responsible for cash collections and application, accounts receivable, letters of credit, and award set-up. Jean is a CPA with many years in finance management. Since 1999 she has been the Fund Accounting Manager at Stanford University. Anna Derkin, a Huron Consultant who has been assisting EMF with collections and cash application, will be transitioning her work to Jean De Martini when Jean comes on board.
An updated Org Chart is available on the Extramural Funds website.
EMF Organization Change
Effective October 1, the EMF Service Team organization will change from seven teams to two teams. One team will be focused on award activation, billing, and cash application. The other team will be focused primarily on financial reporting (FSRs) and the closeout of expired funds. Andrew Longstreth, Azeb Sertsu and Sylvia Ching will be supervising these functions and reporting directly to Stan Zimmerman. The new team organization and department list and Contact information are posted on the Extramural Funds Contacts page.
FSR Procedure Clarification
Beginning this quarter, EMF will create the FSR/invoice 30 days after the end date of the award date or budget period. This is to ensure that departments are analyzing the awards earlier in the process and to ensure that all costs are properly reflected in the General Ledger. Please note the following:
Please contact your EMF Service Team if you have any questions.
UCSF Guidelines on the Allowability of Meals on Sponsored Project Awards
Guidance on this topic has been added to the Controller's Office Extramural Funds Policies website under Cost Accounting Standards, Appendix C.
RSA Townhall Meeting
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. Other topics include UCSF Guidelines on the Allowability of Meals on Sponsored Project Awards and the Reorganization of the Service Teams in Extramural Funds.
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 Debbie Caulfield, Compliance Manager, at 415-476-8688 or Debbie.Caulfield@ucsf.edu.
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Target Audience: Department Managers, Financial Managers, Research Service Analysts (RSAs), and Post-Award Administrators who work with gift and endowment income funds
Foundation Endowment Payout
Foundation Endowment Payout was recently posted. For FY2009 the annual payout rate was 5% of the average market value of the endowment pool for the previous 36 months less foundation management fees of .0035%; payout distributed to individual funds based on average units held in the pool for the year.
We are also pleased to announce that stakeholders may now access the Per Share Historical Market Value and Payout Distribution information on the UCSF Foundation General Endowment Pool webpage.
Whom to Contact
For questions, please contact Janet Sandona Jones, Director of Gift and Foundation Accounting, at 415-514-2900 or Janet.Jones@ucsf.edu or Allen Woo, Endowment Accountant, at 415-476-2646 or Allen.Woo@ucsf.edu. Questions about Transfers of Funds should be directed to Scott Miller, Foundation Business Officer at 415-476-5386 or SMiller@support.ucsf.edu or Sidra Neal, Foundation Analyst at 415-502-5903 or SNeal@support.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
Payroll New Hire Packet Deadlines and New Fill-In Form I-9
Campus Payroll Services would like to remind departments that original hiring documents must be received by Campus Payroll Services as soon as possible after an employee’s hire date, but no later than the fifth business day after hire. These deadlines are in place in order to remain compliant with campus policy and federal law.
One of the most crucial documents in the new hire packet is the Form I-9. A new Adobe Acrobat fill-in version of this form has been posted on the USCIS and Campus Payroll Services websites. With respect to Form I-9, department staff and academic personnel coordinators must ensure:
Forms, instructions, and frequently asked questions about new hire forms can be found at the Campus Payroll New Hire webpage.
For questions, contact Jason Henry, Payroll Customer Service and Compliance Supervisor, at 415-476-1661 or payroll@ucsf.edu.
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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: Thursday October 01 2009