Mission:

 Provide direct accounting services for sponsored project funds,ensuring compliance with federal, state and local government, sponsor and University of California regulations and policies.

Vision:

 To be recognized and respected by our customers and peer academic institutions as one of the top extramural funds management organizations in the country.
   

Extramural Funds Update, June 27, 2008

Target Audience

This communication will be distributed monthly via the Peoplesoft list serve and is intended for all Department Managers, Financial Managers, RSAs, and Post-Award Administrators who work with sponsored project funds.

In this Edition:

Organizational Updates:

Assistant Controller of Extramural Funds
We are pleased to announce that Susan Lin is our new Assistant Controller for EMF.  After one year being the interim AVC and Controller, she joins the EMF team and will oversee the Services Teams, Award Setup, Cash Management, and Compliance units.  Susan will continue to be the Assistant Controller for Accounting and Reporting. She can be reached at Susan.Lin@ucsf.edu or 476-7007.

Extramural Funds Management Team
Service Team Manager: Arsenio Roldan continues to oversee billing across the seven Service Teams and collections. Arsenio can be reached at Arsenio.Roldan@ucsf.edu or 476-1340.

Special Projects Manager:  As part of the EMF collaboration effort with the Campus, Michael Grafton will be working with departments on special projects approximately half time between now and December. If you have any questions about special services, please follow this link http://acctg.ucsf.edu/extramural_funds/contacts/index.htm.  Michael can be reached at Michael.Grafton@ucsf.edu or 476-1462.

Award Setup and Cash Management Manager:  Florence Lu, the current Cash Management Manager, will also oversee EMF Award Setup. Florence can be reached at Florence.Lu@ucsf.edu or 476-2075.

Compliance Manager: Wendy Hom continues to lead the efforts for post-award compliance, which includes FSRs, Effort Certification, Overdraft, Cost Transfers, and NIH Salary Cap, etc.  Wendy can be reached at Wendy.Hom@ucsf.edu or 476-8688.

Extramural Funds Staffing
Please click the following link for an updated organization chart:
http://acctg.ucsf.edu/org_charts/Asst_Controller_EMF.pdf

What’s New

Universal Access to DPA/Fund/FY Information in WebLinks
All employees who use WebLinks can now see all DPA/Fund/FY information when using the INQUIRY menu in Weblinks.  Access to this information is extremely important for managing awards that have multiple projects and multiple fund years.

The target audience for this enhancement are research services administrators (RSAs) who are responsible for setting up new awards in PeopleSoft grants modules, and making sure that the corresponding DPA/Fund/FY set-up is consistent with PeopleSoft.  To access this information in WebLinks, go to the Inquiries drop-down menu, hover over the Chartfields link, and select DPA/Fund/FY.  For best practices on using this report, please click the following link:  http://acctg.ucsf.edu/extramural_funds/communications/Steps_review_DPA_Fund_FYInquiry.pdf

Speedcharts
The speedchart task force group has worked hard over the past few months.  They have posted many documents on speedchart set-up process, procedures, and a list of inactivated speedcharts on the AP website:  http://acctg.ucsf.edu/accounts_payable/speedchart/index.htm

Small Balance Write-Offs (SBWO)
This project resumed after in-depth analysis by EMF and with the Control Points’ support in April 2008.  As of June 26, 2008, we have identified and zeroed out 1,993 funds that were over or under $200 with the expiration date 6/30/06 or prior.  This was a large endeavor - of the 1,993 funds, 1,210 funds were without fund years, and 783 funds had fund years (which translated into 1100 fund years).  Stop codes were placed on 1,210 funds without fund years in the AFP system.  The 783 funds with fund years are currently being worked on and estimated to be completed by 7/11/08.  A list of these funds can be found on the EMF website:
http://acctg.ucsf.edu/extramural_funds/communications/SBWO_Fund_Stop_Code_Funds%20No%20FundYear.xls

Please note that the speedcharts corresponding to these funds will be automatically deactivated.  If you have outstanding invoices or recharges, please contact your vendors or service centers to use another funding source.

Stop Codes
As part of award closeout effort, over the next several months, the Controller’s Office will finalize the steps to re-implement the STOP code process.

Approved Cost Transfer Reviewer/Approver:  Reminder that the reviewer/approver for sponsored projects should be “an employee, classified PSS II or higher, who has been assigned by the department manager the responsibility for financial management and control for the department and who has received formal training in cost transfer policies and procedures from the Controller’s Office, Extramural Funds (EMF)…”  Reference:  http://policies.ucsf.edu/300/30022.htm.  

EMF Training Opportunities

  • PAM of EMF classes will resume in September, after the A-133 audit and fiscal year-end closing activities are complete.
  • The next RSA Quarterly townhall is scheduled for Wednesday, August 20, 2008 from 9:30-11:00 a.m. in HSW-300, Parnassus campus.  Please mark your calendars.  Hope to see you then!

    • Whom to Call in Extramural Funds:

    http://acctg.ucsf.edu/extramural_funds/contacts/index.htm

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    This page last updated on: Monday July 07 2008