Accounting

The Division of Finance and Administration and the Philanthropy and Strategic Partnerships team in the Division of External Relations and Strategic Communications are working on a project to process, transfer and validate backlogged gift and endowment funds from the legacy ledger to the UC Merced financial management system.

With the help of a team of accounting experts from Evergreen, a business support provider, we are analyzing comingled gift funds to disentangle them and direct them to more specific categories while maintaining donor intent and fund restrictions.

Following up on the message sent last fall regarding gift and endowment funds, the Financial and Accounting Services (F&AS) team will now be resuming the gift and endowment cleanup project as the campus’ fiscal close is complete.

Please note the following:

Calendar Year End Payment Deadline: Submit by Dec. 12 for Dec. 19 Payment Processing

The last day AP will process payments for calendar year 2025 is Friday, December 19.  

• Submit invoices, payment requests, and wire transfer requests by 5:00 PM on Friday, December 12.

• Approved invoices with a due date on or before December 31 will be paid.

• All payment requests and wire transfers must include required documentation and approvals.

The Office of the Controller, in partnership with Contracts & Grants Administration and Project Portfolio Financial Management, has developed an expenditure general allowability table for Contract and Grant expenditures based upon the Code of Federal Regulations 200 (“CFR200”), Subpart E – Cost Principles. This is in response to UC Merced’s recent NSF audit findings regarding expenditure control enhancements to ensure only allowable costs are charged to extramural funds.

Colleagues,

I’m writing to provide a status update on the gift and endowment clean-up initiative.

Dear Campus Community,

Effective July 1, 2025, UC Merced will decommission the Invoice Processing Ticket in ServiceNow currently being used for supplier invoices submissions. This change will help streamline Accounts Payable operations and improve invoice processing efficiency.

What This Means for You

NSF Discipline Code Required for All Project Attributes

Dear Colleagues,

The Controller’s Office is providing this update regarding recent UCPath-initiated corrections to FICA and DCP Safe Harbor contributions. These adjustments address a system error that impacted employees transitioning from student to non-student status, resulting in missed Medicare deductions and retirement contributions.

What Departments Should Know About Upcoming Adjustments

• UCPath adjustments to correct employer contributions related to previously identified FICA errors will automatically post to the General Ledger (i.e., department-level COA).

In preparation for the close of the fiscal year ending June 30, 2025, UC Merced Financial & Accounting Services has established the following deadlines to ensure timely review and submission of items and processes critical to closing the fiscal year.