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AVCA Overview

AVCA Organizational Charts

AVCA Procedures / Documents / Links

Financial Services (AVCA)

office of the associate vice chancellor - administration

AVCA Overview

The Associate Vice Chancellor of Administration oversees the following departments: Human Resources, OAAIS, Program Management Office (PMO) and the UCSF Police Department, as well as Decision Support Services and Financial Services (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.

AVCA Departments	Mission	Department Lead
Human Resources	UCSF Human Resources provides quality HR services to attract, develop, motivate and retain a diverse workforce within a supportive work environment.	Director Mike Tyburski
Office of Academic and Administrative Information Systems	OAAIS provides leadership in enterprise-wide, state-of-the-art information technology through innovative solutions, cost-effective services and quality support.	Assistant Vice Chancellor/Chief Information Officer Jonathan Showstack
Police Department	The mission of the UCSF Police Department is to enhance the safety and quality of life at UCSF by working in partnership with the community to promote public safety and crime prevention through education and enforcement; to maintain public order while preserving the legal rights of all individuals; to provide effective, efficient and courteous service; and to reduce the impact of crime.	Chief of Police Pamela Roskowski
Program Management Office (PMO)	The UCSF Program Management Office (PMO) is responsible for the planning and implementation of selected academic, research, financial and student systems that support the mission of UCSF. The PMO improves administrative operations by leveraging technology and streamlining business processes in order to provide quality customer service, contain and reduce administrative costs and improve compliance.	Executive Director Mara Fellouris
Financial Services (AVCA)	Financial Services (AVCA) provides a broad and comprehensive scope of quality financial services for the departments reporting to the Associate Vice Chancellor of Administration.	Manager Julie O'Neal

The immediate Office of the Associate Vice Chancellor of Administration provides coordination of the following services and programs:

Immediate Office Programs and Services	Lead(s)
Chancellor's Awards for Exceptional University Service and Management	Chair: Randy Lopez Coordinator: Joanne Fraysse
Decision Support Services	Manager: Kamyar Zare Analyst: Pei-Ru Chao
Senior Management Group Payroll/Benefits	Coordinator: Joanne Fraysse
UCSF Whistleblower Program NOTE: The whistleblower program is coordinated within the campus Audit Services department	Locally Designed Official: Randy Lopez Campus Coordinator: Abby Zubov - Director, Audit Svcs.

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

AVCA Organizational Charts

• Financial Services (AVCA)
• Human Resources
• Interim Vice Chancellor-Finance and Administration (UCSF organizational chart)
• Interim Vice Chancellor-Finance and Administration (detailed organizational chart)
• OAAIS
• Police Department
• Program Management Office

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

AVCA Procedures / Documents / Links

AVCA Access Procedures for OLPPS, PeopleSoft, and Weblinks (not including OAAIS)

• AVCA Access Procedures for OLPPS, PeopleSoft, and Weblinks

AVCA Professional Development Guidelines

• Educational/Professional Development Guidelines and Reimbursement Policy

• Professional Development Support Request Academic Education - Repayment Agreement

• UCSF Administration Professional Development Support Request Form

AVCA Payroll/Personnel Self-Assessment Tool

• Self Assessment Tool: Payroll/Personnel

Guidelines for Preparation of Chancellor’s Correspondence

• Chancellor’s Correspondence Assigned “Prepare Reply” or “Action”

Senior Management Group Information

• Senior Management Group Payroll/Benefits

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

Senior Management Group

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

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.

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

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.

• Check Request
• Check Request for Entertainment/Meeting Expenses


• Request for Travel Advance
• Travel Expense Voucher

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

Senior Management Group Guide (PDF version)

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

SMG Benefits Overview

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

Guide to Services

Functional Responsibilities	Contact
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	Norah Soughayer Manager 476-2786 Nsoughayer@avcadmin.ucsf.edu
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	Johnny Molina Analyst IV 502-2440 Jmolina@avcadmin.ucsf.edu
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	Amanda Tu Analyst IV 476-4287 Atu@avcadmin.ucsf.edu
TEP and Police Payroll TEP/PD Stop Payments TEP Recharges TEP Payroll Advances	Tim Gross Payroll/Personnel Asst. 476-2983 Tgross@avcadmin.ucsf.edu
Payroll:  FS, HR, NBA PMO, TEP TEP Benefit Enrollment TEP OLPPS Entry-Update TEP Sick and Vacation TEP Transfers and Separations	Annamie Reclusado Payroll/Personnel Asst. 476-2520 Areclusado@avcadmin.ucsf.edu
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	Lisa Brodus Finance Asst. 514-3798 lbrodus@avcadmin.ucsf.edu

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

Financial Services (AVCA)

Financial Services (AVCA) provides a broad and comprehensive scope of financial services for the departments reporting to the Associate Vice Chancellor of Administration. Financial Services (AVCA) performs the following services with an emphasis on customer service to aid clients in achieving programmatic goals:

• Financial Management (reporting, budgeting, and analysis);
• Accounting (A/P, A/R, Payroll, Major Purchasing, and Compliance);
• Payroll (excluding Office of the Associate Vice Chancellor-Administration); and
• Training in Financial and Accounting processes, procedures, and systems.

Additional Information

• Accounts Payable Forms
• FAS Expenditures (Guidelines and Forms)

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

AVCA Access Procedures for OLPPS, PeopleSoft, and Weblinks (not including OAAIS)

• Access Procedures for OLPPS, PeopleSoft, and Weblinks

AVCA Professional Development Guidelines

• Educational/Professional Development Guidelines and Reimbursement Policy
• Professional Development Support Request Academic Education - Repayment Agreement
• UCSF Administration Professional Development Support Request Form

Financial Services Dept's "Accounting Procedures Manual" (pdf)

• Financial Services Unit’s “Accounting Procedures Manual”

Accounting Forms

• Accounting Forms

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.

office of the associate vice chancellor - administration

AVCADMIN Homepage

Randy Lopez, Interim Vice Chancellor-Finance and Administration
Randy.Lopez@ucsf.edu

Joanne Fraysse, Executive Administrative Coordinator
Joanne.Fraysse@ucsf.edu

3333 California Street, Suite 325
San Francisco, CA 94143 - 0836
tel: 415/476-4285
fax: 415/514-0400

UCSF | Financial and Administrative Services | UCSF Whistleblower Site | Human Resources | OAAIS | Program Management Office | UCSF Police Dept.

The University of California, San Francisco, CA 94143, (415) 476-9000. The Regents of the University of California.