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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
Change to Controller's Office Satellite Location Staffing Schedule
Please refer to the Payroll article.
Gifts to Employees and Non-Employees
There are many situations and occasions where a department may want to give a gift or award to either a UCSF employee or a non-employee. Some of these situations are allowed under UC policy while many others are not. Access our new presentation, UCSF Quick Start: Gifts to Employees and Non-Employees, to get a high-level overview of the policies related to giving gifts, including allowable/unallowable items, funding information, required approvals, and reimbursement process.
Exciting Additions to Connexxus
We are excited to announce two new features on the Connexxus portal:
Premier Gateway For Connexxus
Premier Gateway For Connexxus is an airline consolidator offering discount tickets to destinations in Europe, Asia, South Pacific, Latin America, Africa, India and the Middle East. Premier Gateway is allowing UC employees the ability to view flight availability and reserve discounted flight inventory that will require ticketing from a BCD or UC Travel Center agent.
Benefits for purchasing international air travel through Premier Gateway:
SWABIZ For Connexxus is Southwest Airlines' business travel reservation web page allowing travelers to book Ticketless Travel directly from Southwest Airlines -- a simple and efficient method to obtain their lowest fares and maximum Rapid Rewards credit -- with no booking fees. Here are some of the other benefits from using SWABIZ For Connexxus:
Tips for using SWABIZ For Connexxus:
For more information regarding Connexxus, Premier Gateway, or SWABIZ, please visit the Connexxus website, or contact the Connexxus team at Connexxus@ucsf.edu.
Whom to Contact about Accounts Payable (AP) and Travel
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Target Audience: Asset Custodians, Financial Managers
Asset Custodian Training Workshop
Physical Inventory . . . Batting 1,000
In the language of baseball, we’re batting 1,000. Currently, two months deep into the new physical inventory cycle, all the assigned custodians (numbering 18) have submitted their physical inventories. The uptick in responsiveness by comparison to the previous cycle is very evident, and we commend everyone who participated thus far.
The Controller's Office encourages those who are on tap for upcoming inventories to get an early jump by reviewing their asset records through WebLinks and emailing Capitalized Asset Management (CAM) any changes, including locations. Performing this prescreening prior to the actual start of your department’s physical inventory will lighten the load when ‘you come up to bat.’ The schedule of physical inventory assignments is available on the Controller’s Office Website.
Tagged . . . You're It
In the past, to distinguish a newly-issued property tag from a replacement tag, CAM highlighted the property number in green on the original tag before sending it to the asset custodian. However, since this made it difficult to read and there were no real discernible benefits, CAM ended this practice effective 10/15/2009. If you have any questions or comments, please email: Jason.chao@ucsf.edu.
FAQ: What steps should be taken to donate to another non-UC agency the component of a system that is assigned only one property tag number?
The steps to donate a particular component of a system capitalized as a single asset to another institution would be as follows:
Please note: UCSF can only donate items to a non-profit or educational institution.
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
Deposit Training - Tuesday, October 27th
Contact Toni Sims, Cash Coordinator, at 415-502-8432 or Toni.Sims@ucsf.edu for details.
Petty Cash Workshop - Friday, October 30th
This workshop is a great opportunity for petty cash custodians and other interested personnel to learn more about the petty cash policy, process, and requirements.
Cashing Petty Cash Reimbursement Checks
Important: Wells Fargo Bank should cash your petty cash reimbursement checks without question as long as you provide your personal ID (driver's license, passport, etc.) AND your UCSF ID. They should never ask you to open a bank account. If this happens, contact Toni Sims at 415-502-8432 or Kevin Leung at 415-476-8878 and give them the name of the employee and the Wells Fargo branch the employee visited. If you plan to go to Wells Fargo Bank to cash your petty cash reimbursement check and you are not a Wells Fargo customer, please write 'Petty Cash Custodian' on the second line of your check request, under your name. Call if you have questions.
Safe Combination Reminder
Safe combinations are required to be changed annually per UCOP policy: Business and Finance Bulletin BUS-49.
Upcoming Conferences
Look for additional information in next month's newsletter on the following conferences:
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
The first ARRA quarterly report to OMB was October 10, 2009. UCSF reported on all awards received prior to 10/01/09. A total of 193 ARRA awards were reported to OMB totaling approximately $100 million. Included in this total are two non-research awards, one for the federal work-study program and the other for scholarships for disadvantaged students, and six awards where UCSF is the subcontractor.
For the next ARRA quarterly report to OMB, the deadline for department data collection is Wednesday, December 16, 2009. Departments are asked to report again on the following:
EMF will be hosting a webinar to provide updates and detailed information on the second quarter reporting. The date and time of this webinar will be announced at a later date.
New Three-Year F&A Rate Agreement
A new three-year F&A Rate Agreement dated August 28, 2009 has been negotiated with the Federal government. The new agreement renews all F&A rates and components in effect on June 30, 2009 for three additional years starting July 1, 2009 through June 30, 2012. These current F&A rates and components are posted at Facilities and Administrative (F&A) Cost Rate Agreement.
Cost Accounting Standards On-Line Class Now Available
A new on-line course entitled “Cost Accounting Standards: Charging Practices on Sponsored Awards” is now available at the UC Learning Center.The estimated time commitment for completing this class is 30-45 minutes. This course is highly recommended for all Research Administrators and faculty at UCSF working with sponsored projects.
Questions concerning course content can be directed to the EMF Compliance Manager at Debbie.Caulfield@ucsf.edu, while questions concerning use of the UC Learning Center or enrollment in the course can be directed to the OSR Training Manager at Joseph.Dosramos@ucsf.edu.
REMINDER: Effort Reporting
UCSF has been successful in achieving a high rate of certification in our effort reporting system. We continue to seek your support in maintaining our high standards of compliance.
If you have not yet certified your report, please do so now.
New HHS OIG Work Plan Includes Special ARRA Review Projects
The Office of Inspector General in the Department of Health and Human Services has released its fiscal year 2010 work plan, which includes an appendix dedicated to its planned reviews related to the American Recovery and Reinvestment Act. As in previous years, OIG plans to review colleges' and universities' compliance with selected cost principles under OMB Circular A-21.
RSA Information in the Research Administration System (RAS)
Now is a great time to update the RSA information in RAS, including contact name, phone number and e-mail address, especially for all ARRA awards. EMF relies on the RSA information in RAS to contact the department on a variety of award issues. The RSA contact information is particularly important for all ARRA awards since quarterly reporting deadlines are tight, and it's important for EMF to communicate quickly with departments.
RSA Townhall Meeting
The next RSA Townhall is scheduled for Wednesday, December 9, from 9:30 to 11:30 AM at Parnassus Campus, N225. There will be a live broadcast to Rock Hall at Mission Bay and to the Fresno Campus. Topics of discussion will be ARRA updates, other EMF updates, OSR updates, CAS updates and a presentation 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 Debbie Caulfield, Compliance Manager, at 415-476-8688 or Debbie.Caulfield@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
UC Cell Phone Policy Update
On October 2, 2009, The University of California received formal permission from the Internal Revenue Service to suspend its current cell phone policy through at least January 31, 2010. The revised policy had required UC to impute the income and provide a cash allowance in the payroll system for employees with University-provided cell phone equipment and plans. The University has now reverted to its former policy published originally in March, 2007 under Business and Finance Bulletin G-46.
Department Payroll Coordinators should be careful not to enter new cell phone imputed income or allowance distributions into the EDB now that we have resumed operating under the March, 2007 policy. On October 13, OAAIS successfully ended all existing cell phone imputed income (CEL) and allowance (CE2) distributions as of the dates below:
CEL/CE2 Dist. End Date for Monthly-paid Employees September 30, 2009
CEL/CE2 Dist. End Date for Biweekly-paid Employees October 3, 2009
Because the policy change became effective with October 2009 earnings, no retroactive adjustments are permitted. Additionally, the IRS has agreed to work with the University and will consider additional extensions in the event that cell phone legislation is not passed by Congress this Fall.
If you have questions about this change, please send an e-mail to PayrollProcessing@ucsf.edu, or call 415-476-8427.
Change to Controller's Office Satellite Location Staffing Schedule
Effective November 2, 2009, the Satellite office at Millberry Union (Level G - Room 3), will be closed on Tuesdays and Thursdays. We will remain open from 2:30 until 4:30 PM on Mondays, Wednesdays, and Fridays, as well as on predetermined dates with higher-than-normal activity (e.g., from 8:00 AM until noon on monthly paydays, and during quarterly student check disbursement dates).
With advance notice, designated department check handlers may still choose to pick up checks at the Controller’s Office, Mission Center Building (MCB), 1855 Folsom Street, Suite 425.
New OLPPS Training and Job Aid
The Payroll Department announces the roll-out of its first online OLPPS
training module. The Employee Address Change training comes just in time to review employee addresses for W2 Processing.
You can access the new training on the Payroll website References tab under OLPPS/EDB Online Training.
Also, make sure to print out the OLPPS Quick Reference Card - a tri-fold desktop guide, which includes OLPPS menu options, new hire function flow, navigation tips, and Full Accounting Unit (FAU) overview. Both new and seasoned Payroll Administrators should find this job aid useful.
California Personal Income Tax Rate Increase
In response to the state fiscal emergency, the State of California has ordered employers to revise the personal income tax withholding tables effective for all earnings paid in November and December, 2009.
The withholding rates have been increased by 10% in order to accelerate tax revenues by the State and to prevent under withholding by employees. For example, if your tax rate was 6.25%, it will become 6.875% for wages paid on or after November 1, 2009. In addition, the rates for supplemental wages and bonus payments have increased to 6.6% and 10.23%, respectively, effective November 1.
While the withholding rates have increased, the underlying state tax rates that determine the taxes employees owe in 2009 have not changed. The increased state tax rates will be in effect only for pay dates in November and December, 2009. This includes:
Employees are welcome to review their current tax withholding information and change their withholdings by clicking “Sign in to My Accounts” via the At Your Service Online web site. Questions regarding personal income tax should be directed to the Franchise Tax Board web site or to the FTB directly at 1-800-852-5711.
Revised Payroll Forms
Two payroll forms have recently been revised, and should be used effective November 1, 2009.
The Payroll Separation Check Request Form is a fill-in form completed by department payroll/personnel coordinators to request final earnings payments for employees who are separating from UCSF service. Please see the revised form for instructions on completing and submitting it. If you have any questions, please contact PayrollProcessing@ucsf.edu.
The Payroll/Personnel Catastrophic Leave Sharing Vacation Hours Transfer Authorization Form is required by Campus Payroll Services (and the HBS Processing Center, for employees who are in HBS) in order to process vacation hour adjustments for donors and recipients. For more information about the Voluntary Catastrophic Leave Sharing Program, please visit the Human Resources web site.
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This page last updated on: Wednesday November 04 2009