office of the associate vice chancellor - administration
Signature Approval Process
office of the associate vice chancellor - administration
AVCA Procedures / Documents / Links
AVCA Balanced Scorecard
AVCA Access Procedures for OLPPS, PeopleSoft, and Weblinks (not including OAAIS)
AVCA Process for Non-Business Related Events
Approval Forms
AVCA Professional Development Guidelines
AVCA Signature Approval Process
Financial Services Dept’s "Accounting Procedures Manual" (pdf)
Accounting Forms
office of the associate vice chancellor - administration
AVCA Services
The Associate Vice Chancellor of Administration oversees the following departments: Information Technology Services (ITS), New Business Architecture Program Management Office (NBA PMO), Campus Police , Campus Human Resources, and the Financial Services Department (AVCA) . While serving a diverse set of clients and interests, the mission of the Associate Vice Chancellor-Administration departments is to provide effective and efficient administrative services that support the success and safety of UCSF's people and processes. Our vision is to catalyze innovation and success across campus administration through the services we provide and the examples we set.
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AVCA Departments
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Associate Vice Chancellor Management Activities
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Department Lead
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| Information Technology Services (ITS) |
Leadership and oversight of UCSF's Information Technology Services and its programs: Computer Support Services, Enterprise Network Services, Enterprise Information Security, Administrative Computing, and Business Resource Management |
Associate Vice Chancellor Randy Lopez |
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New Business Architecture Program Management Office (NBA PMO)
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Leadership and oversight of UCSF's NBA PMO, leading a broad array of business process improvements to balance and integrate process changes, people, and information systems through a focused, collaborative effort across the entire campus. Includes implementation of UCSF LINK, covering core financial and research administration processes. |
Director Mara Fellouris |
| Campus Police |
Leadership and oversight of UCSF's Police, public safety, and emergency operations activities (including serving on the Chancellor's Biochemical/ Nuclear Terrorism Committee and related subcommittees). |
Chief of Police Pamela Roskowski |
| Campus Human Resources |
Leadership and oversight of UCSF's Human Resources and its programs. |
Director Mike Tyburski |
| Financial Services Dept (AVCA) |
Leadership and oversight of the Financial Services Department (AVCA) which provides a broad and comprehensive scope of financial services for the departments under the Associate Vice Chancellor-Administration. |
Manager Norah Soughayer |
The Office of the Associate Vice Chancellor of Administration provides coordination of the following programs:
office of the associate vice chancellor - administration
PMO Staff
QUICK CONTACTS
NBA PMO Payroll
Annamie Reclusado, Payroll/Personnel Assistant, Financial Services Department (AVCA)
areclusado@avcadmin.ucsf.edu
476-2520
Accounting Questions
Amanda Tu, Analyst IV, Financial Services Department (AVCA)
atu@avcadmin.ucsf.edu
476-4287
OLPPS/Weblinks/Peoplesoft Access. UCSF Badge Access to LHts 305, 314, 330, and LHts Perimeter
Joanne Fraysse, Executive Assistant, Office of the Associate Vice Chancellor-Administration
jfraysse@avcadmin.ucsf.edu
476-4285
TUTORIALS
To begin using the tutorials, open Internet Explorer and click any of the tutorial links below. You’ll see an image of the form. When you move your mouse cursor over parts of the form, a description will pop up. To download and use these forms in Excel or PDF format, please visit the Accounts Payable website.
office of the associate vice chancellor - administration
Senior Management Group
office of the associate vice chancellor - administration
Leave and Overtime Policies
These departmental leave and overtime policies for the Office of the Associate Vice Chancellor-Administration have been established to supplement Systemwide policies articulated in “Personnel Policies for Staff Members” and collective bargaining agreements. The objective of these policies is to ensure equitable treatment of employees across the department and to ensure that adequate levels of staffing, requisite to successfully delivering services, are maintained at all times.
Vacation Leave
- Requests for vacation leave will be approved subject to consideration of adequate staffing levels necessary to maintain acceptable levels of service. The adequacy of staffing levels will be assessed by the departmental manager and is subject to his/her discretion.
- Scheduled vacation leave must be requested and approved, in writing (e-mail is acceptable), in advance of utilization (as early as possible, generally, at least two weeks prior to a scheduled absence).
- If an employee has vacation hours on balance, these hours must be used before a leave of absence is requested (for vacation purposes).
- If an employee requests leave extending beyond the number of vacation hours currently on balance, all approvals for leaves of absences without pay (for vacation purposes) are at the discretion of the department manager and the Associate Vice Chancellor-Administration. Once approved by the department manager, the request is to be submitted, via email, to the Associate Vice Chancellor-Administration for final approval.
- In situations of an unexpected absence, where an employee requests use of vacation leave on the same day, approval is at the discretion of the department manager. Unauthorized absences will be without pay.
- An employee shall be given notice, via monthly timesheets, by the department payroll processor, when he/she is approaching his/her maximum accrual for vacation hours. This notice will occur 60 days prior to reaching that maximum in an effort to encourage the employee to take vacation prior to reaching the maximum. The employee is responsible for requesting vacation leave to bring his/her vacation accrual below the maximum. If the employee does not request vacation at the time the notice is given and has reached vacation maximum, vacation hours will no longer accrue beyond the maximum (vacation hours will be lost and hours will not be retroactively reinstated). If a request is made to take vacation, but cannot be granted due to operational considerations, the employee will have four months to schedule vacation to bring his/her accrual below the maximum.
Sick Leave
- Employees calling in sick for work (i.e. due to illness or death in the family) must telephone their supervisor/department manager and notify him/her of their absence, each day of the absence (unless otherwise arranged by the supervisor/department manager), prior to their scheduled shift. If an employee does not reach their supervisor/department manager by telephone, a voice-mail message may be left via voice-mail but must include a telephone number where that employee can be reached. It is an employee’s responsibility to advise his/her supervisor/department manager of any change of address or telephone number as soon as this information is known. It is not acceptable to contact a co-worker or subordinate in lieu of contacting the respective supervisor/department manager.
- Scheduled usage of sick leave (i.e. physician and dental appointments) must be requested and approved, in writing, in advance of utilization (as early as possible, generally, at least two weeks prior to a scheduled absence).
- In situations where an employee does not have enough sick leave to cover an absence due to illness and requests vacation leave, practice varies according to bargaining contracts as well as supervisor/department manager discretion. Typically, vacation leave will not be substituted for sick leave; however, approval of these requests is subject to bargaining contracts and the discretion of the supervisor/department manager. For those who are not covered by a bargaining agreement, an employee’s request to use vacation leave to cover the absence must be in writing and addressed to the supervisor/department manager. If a supervisor/department manager perceives abuse of sick leave, the employee may be required to take leave without pay to cover the absence. Examples of abuse of sick leave include, but are not limited to the following: a pattern of sick leave use before or after week-ends, holidays, scheduled time off, using sick leave as it is accrued (i.e. one sick day a month), etc.
- A supervisor/department manager may require a physician’s excuse from work to approve the use of sick leave and will so notify the employee.
- When an employee is absent for a period of three days, the supervisor/department manager will notify the department’s personnel processor (via an email message) who will send a Family and Medical Leave Packet (FMLA) to the employee. This packet will request documentation from the employee’s doctor with a requested response within two weeks.
- Use of sick leave in excess of six days during a twelve month period will trigger monitoring of sick leave use. If a supervisor/department manager perceives patterns of abuse, counseling on abuse of sick leave may be initiated by an employee’s supervisor/department manager.
Unscheduled Leave: Non-Exempt Employees
- For non-exempt employees, partial day unscheduled absences may be made up (i.e. shortening lunch periods, staying late, etc.) at the discretion of the supervisor/department manager and within the week that the unscheduled absence has occurred. In most cases, vacation leave or sick leave should be used as appropriate to cover the absence or, at the discretion of the supervisor/manager, the absence will be leave without pay. In non-emergency situations, the absence should be requested and approved in advance (as soon as possible but at least one day prior to the absence).
- If a supervisor/department manager perceives abuse of this privilege, the employee may be required to take leave without pay and counseling may be initiated by the supervisor/manager.
Unscheduled Leave: Exempt Employees
- As a matter of policy, partial day absences are not deducted from either vacation leave or sick leave accruals for exempt employees. It is expected however, that exempt employees routinely report to work for a minimum of a forty hour work week and are expected to work until their work is completed.
- Requests for partial day absences for exempt employees must be requested and approved in advance of utilization (as soon as possible but at least one day prior to a scheduled absence).
- If a supervisor/department manager perceives patterns of abuse of partial day absences in order not to claim sick or vacation leave hours, counseling on that abuse may be initiated by an employee’s supervisor/department manager.
Jury Duty
- Employees must notify their supervisor/department manager of summons to jury duty by providing a copy of the notice, as soon as notification is received.
- Employees are expected to return to work when discharged for the day, providing there is sufficient time to return to work.
- If calling a court designated telephone number at a specified time to determine court appearance is a condition imposed by the court it is expected that an employee report for work while awaiting the result of that call unless, at the discretion of the supervisor/department manager, other arrangements are made.
- Employees are required to show proof of jury service, obtained from the court clerk, for the purposes of being paid for days absent due to jury service. Proof must be presented for each day of duty.
- At the discretion of the supervisor/department manager, court documentation may/may not be attached to the employee’s timesheet. But, the timesheet must indicate each date of jury duty.
Overtime - Non-Exempt Employees
- Non-exempt employees are expected to work only their scheduled hours of work.
- All overtime must be pre-approved by the Associate Vice Chancellor-Administration. The department manager must submit a request, via email, to the Associate Vice Chancellor-Administration with the specific number of hours and the reason for the overtime. All overtime is to be noted on the employee’s timesheet along with the accompanying approval from the Associate Vice Chancellor-Administration.
office of the associate vice chancellor - administration
Financial Services Dept Staff
QUICK CONTACTS
Ordering supplies, furniture, etc.
Lisa Brodus, Finance Assistant, Financial Services Department (AVCA)
lbrodus@avcadmin.ucsf.edu
514-3798
Financial Services Payroll
Annamie Reclusado, Payroll/Personnel Assistant, Financial Services Department (AVCA)
areclusado@avcadmin.ucsf.edu
476-2520
Finance & Accounting Questions Reference # Database
E. Johnny Molina, Analyst IV, Financial Services Department (AVCA)
jmolina@avcadmin.ucsf.edu
502-2440
OLPPS/Weblinks/Peoplesoft Access
Joanne Fraysse, Executive Assistant, Office of the Associate Vice Chancellor-Administration
jfraysse@avcadmin.ucsf.edu
476-4285
TUTORIALS
To begin using the tutorials, open Internet Explorer and click any of the tutorial links below. You’ll see an image of the form. When you move your mouse cursor over parts of the form, a description will pop up. To download and use these forms in Excel or PDF format, please visit the Accounts Payable website.
office of the associate vice chancellor - administration
Police Department Staff
QUICK CONTACTS
Police Payroll: Tim Gross
Payroll/Personnel Assistant, Financial Services Department (AVCA) tgross@avcadmin.ucsf.edu. 476-2983
Finance & Accounting Questions Financial Database: E. Johnny Molina
Analyst IV, Financial Services Department (AVCA) jmolina@avcadmin.ucsf.edu. 502-2440
OLPPS/Weblinks/Peoplesoft Access: Joanne Fraysse
Executive Assistant, Office of the Associate Vice Chancellor-Administration. jfraysse@avcadmin.ucsf.edu. 476-4285
TUTORIALS
To begin using the tutorials, open Internet Explorer and click any of the tutorial links below. You’ll see an image of the form. When you move your mouse cursor over parts of the form, a description will pop up. To download and use these forms in Excel or PDF format, please visit the Accounts Payable website.
office of the associate vice chancellor - administration
Human Resources Staff
QUICK CONTACTS
Kitchen Supplies, Business Cards, Printed Stationery, Nameplates, Office Keys
Residents & Fellows Insurance Financial Coordination
Lisa Brodus, Finance Assistant, Financial Services Department (AVCA)
lbrodus@avcadmin.ucsf.edu
514-3798
HR Payroll. TEP Payroll
Annamie Reclusado, Payroll/Personnel Assistant, Financial Services Department (AVCA)
areclusado@avcadmin.ucsf.edu
476-2520
TEP Payroll
Tim Gross, Payroll/Personnel Assistant, Financial Services Department (AVCA)
tgross@avcadmin.ucsf.edu
476-2983
Accounting Questions. Petty Cash
Amanda Tu, Analyst IV, Financial Services Department (AVCA)
atu@avcadmin.ucsf.edu
476-4287
Reference # Database
E. Johnny Molina, Analyst IV, Financial Services Department (AVCA)
jmolina@avcadmin.ucsf.edu
502-2440
OLPPS/Weblinks/Peoplesoft Access
Joanne Fraysse, Executive Assistant, Office of the Associate Vice Chancellor-Administration
jfraysse@avcadmin.ucsf.edu
476-4285
TUTORIALS
To begin using the tutorials, open Internet Explorer and click any of the tutorial links below. You’ll see an image of the form. When you move your mouse cursor over parts of the form, a description will pop up. To download and use these forms in Excel or PDF format, please visit the Accounts Payable website.
office of the associate vice chancellor - administration
Senior Management Group Guide (PDF version)
office of the associate vice chancellor - administration
SMG Benefits Overview
office of the associate vice chancellor - administration
Travel Expense Voucher
office of the associate vice chancellor - administration
Check Request for Entertainment/Meeting Expenses
office of the associate vice chancellor - administration
Check Request
office of the associate vice chancellor - administration
Request for Travel Advance
office of the associate vice chancellor - administration
Guide to Services
Functional Responsibilities
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Contact
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Long-Range Fiscal Planning & Development
Current Year Budget Management
Budget Issues & Project Costing
Fiscal Compliance
Financial & Systems Training
Financial Reporting
DPA/Fund/Program Code Setup
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Norah Soughayer
Manager
476-2786
Nsoughayer@avcadmin.ucsf.edu |
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Police Department and AVCA Immediate Office Financial Management, including: Recharge proposals
Budget preparation & compliance
Financial reporting
Special Analyses & Project Costing
S&E Databases
Contract & Grant Management
Vendor agreements
Journal Preparation for cost transfer or expense reconciliation
DPA/Fund/NCA/Speedchart/Program Code inquiries
Accounting/Finance questions
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Johnny Molina
Analyst IV
502-2440
Jmolina@avcadmin.ucsf.edu
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Human Resources and NBA/PMO Financial Management, including:
Recharge Proposals
Budget preparation & compliance
Financial reporting
Special Analyses & Project Costing
Accounting Policies & Procedures
Journal Preparation for cost transfer or expense reconciliation
DPA/Fund/NCA/Speedchart/Program Code inquiries
Accounting/Finance questions
Vendor Contracts and Independent Consultant Agreements
Prepare recharges for TEP and Advertising
Petty Cash
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Amanda Tu
Analyst IV
476-4287
Atu@avcadmin.ucsf.edu
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TEP and Police Payroll
TEP/PD Stop Payments
TEP Recharges
TEP Payroll Advances
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Tim Gross
Payroll/Personnel Asst.
476-2983
Tgross@avcadmin.ucsf.edu
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Payroll: FS, HR, NBA PMO, TEP
TEP Benefit Enrollment
TEP OLPPS Entry-Update
TEP Sick and Vacation
TEP Transfers and Separations
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Annamie Reclusado
Payroll/Personnel Asst.
476-2520
Areclusado@avcadmin.ucsf.edu
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Residents/Fellows Insurance Finance Coordination
Review of expenses processed by client departments ("Blue Folder" Review)
Ledger Reconciliations
Police Vehicle Report
Ordering HR and Kitchen Supplies
Maintenance of and supplies for copiers and faxes
Coordinating surplus requests
Business Cards, Printed Stationery, Nameplates
Furniture & Ergonomic Supply Orders
Office Key Coordination
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Lisa Brodus
Finance Asst.
514-3798
lbrodus@avcadmin.ucsf.edu
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office of the associate vice chancellor - administration
Financial Services
The Financial Services Department (AVCA) provides a broad and comprehensive scope of quality financial services for the departments reporting to the Associate Vice Chancellor of Administration. The Financial Services Department (AVCA) performs the following services with an emphasis on customer service to aid our clients in achieving their programmatic goals:
- Financial Management (reporting, budgeting, and analysis);
- Accounting (A/P, A/R, Payroll, Major Purchasing, and Compliance);
- Training in Financial and Accounting processes, procedures, and systems; and,
- Business Operations Support (facilities management and supply ordering).
The Financial Services Department (AVCA) independently manages the finances and accounting for all
departments and activities under the Associate Vice Chancellor of Administration, including:
- NBA/Project Management Office (UCSF Link, AuthN/AuthZ, Planning, “Quick Wins");
- Human Resources (HR Administration, Benefits & Financial Planning, Faculty & Staff Assistance Program, Client Services Center, Temporary Employment Program, Advertising, Employee Rehabilitation Services, Worker’s Compensation Services, Development & Training, Organizational Development,
Business & Information Technology Services);
- Police & Public Safety (Police Department, Emergency Preparedness, Security Services);
- UCSF Retirees’ Association; and,
- The Office of the Associate Vice Chancellor of Administration.
Additional Information
office of the associate vice chancellor - administration
Organization
The organizational charts below are in PDF format. Each will open in its own window.
office of the associate vice chancellor - administration
AVCA Access Procedures for OLPPS, PeopleSoft, and Weblinks (not including OAAIS)
AVCA Professional Development Guidelines
Financial Services Dept's "Accounting Procedures Manual" (pdf)
Accounting Forms
office of the associate vice chancellor - administration
AVCADMIN Homepage
Randy Lopez, Associate Vice Chancellor
rlopez@avcadmin.ucsf.edu
Joanne Fraysse, Executive Assistant
jfraysse@avcadmin.ucsf.edu
3333 California Street, Suite 325
San Francisco, CA 94143 - 0836
tel: 415/476-4285
fax: 415/514-0400
