FAQs | Department of Cell & Tissue Biology

Onboarding

What is my ID number?

You have several ID numbers.

UCSF Employee ID: 9-digit number that begins with '02'
UCPath ID: 8-digit number that begins with '10'
MyAccess SFID: 8-alphanumeric set that is structured 'SF123456'

The simplest way to find your ID numbers is via MyAccess. At the top of the screen, select "My ID". Your ID numbers, along with other primary information, will be displayed.

How do I get a UCSF ID Badge or replacement?

A new badge will be issued at the time of hire. You will be notified to make an appointment with WeID (UCSF Police Department).
For replacement badges, contact the Admin team at [email protected]. Supervisor approval may be needed. Please visit WeID to request a temporary badge.

HR (MyTime)

MyTime Resources:

MyTime Training: Job Aid Library

Who do I contact with HR-related questions, or to report a life event (i.e. pregnancy, leaving the lab)?

Academic employees, faculty, and trainees should contact Andrew Arreola. More information here.
For Staff employees, log in to MyAccess and submit a claim via MySedgwick.
Contact the Admin team at [email protected] with any questions.

How can I add time off in MyTime?

Time off requests should be submitted before the reporting pay period.
To submit a time off request in MyTime:
1. Navigate to the “My Time Off” tile
2. Select the reason for time off
3. Add “8:00” start time (arbitrary number)
4. Add “8:00” duration hours
5. For date(s), use the calendar option to select start and stop.
  If the time off crosses weekends, you’ll need to submit multiple requests, so the weekend dates are not included.
6. Notify PI (with [email protected] copied) so they can approve in MyTime.

When are timecard approvals due for each pay period?

You are encouraged to approve your timecard by the last business day of a pay period.
- Please ensure all vacation and sick time off are recorded. If there are changes needed, communicate with your supervisor prior to the approval deadline.
Employee approvals are due by the 5th business day after pay period close.
Manager approvals are due by the 7th business day after pay period close.

Procurement (Facilities, BearBuy, Packages, Mail)

Who do I contact for facilities issues?

For all CTB lab locations, contact Tim Toledo at [email protected].
Please provide Tim with the exact location, detailed description of the issue, and photo (if it could be helpful).
Note: A funding source may be required to process your facilities request.
- For the list of current covered services (no department recharge), see here.

What information is required for a purchase request?

Most purchases can be processed via BearBuy.
All purchases
- Funding source (project number or Speedtype)
  - For sponsored projects, must be an allowable expense.
- PI approval (written or via BearBuy comment)
- For non-catalog purchases
  - Purchase order (PO) from the vendor - for all orders, service requests, or publications
After the Fact PO request
- Make sure to request a PO before the purchase occurs.
- Per UC policy, purchases made without first issuing a PO (after the fact purchase) are unauthorized.
  - Complete the After the Fact Justification Form to process the request if you do not obtain a PO beforehand. Approval is not guaranteed.

How can I submit my BearBuy order or purchase request?

For BearBuy catalog orders, submit your requisition approvals to Tim Toledo at [email protected].
For non-catalog orders, submit your vendor PO, PI approval, and approved funding source to Tim Toledo at [email protected] for processing.
Please note estimated BearBuy processing times:
- Requests under $5,000:
  - Submitted before 3 pm: should be placed within 24 hours.
  - Submitted after 3 pm: should be placed within 48 hours.
- Requests over $5,000:
  - May take several days to process if additional approval is needed.
- PO's will not be processed on Fridays. If they are received after 3 pm on Thursday, they will not be processed until the following Monday.
For specific questions on purchasing requirements or uncommon purchases, please consult with Tim Toledo at [email protected].

What should I do with the packing slips for UCSF-related packages received?

Every UCSF-related package received in the department should have a packing slip or inventory slip within it.
When you receive and open a package, you are responsible for confirming that the packing slip is signed, dated, and placed in your lab's respective collection location.
It is important to date and sign each packing slip because, in the event there is a question or problem pertaining to a certain package, we know who received it and when it arrived.
For questions related to packages or packing slips, contact Tim Toledo at [email protected].

How do I ship packages with hazardous materials (i.e. dry ice)?

To properly pack and send hazardous materials, take the "Safe Shipping of Biohazards/Dry Ice" training via UC Learning Center.

How do I send mail?

Inter-Campus
- Manila or inter-campus brown envelopes are suggested to avoid going into the USPS stream.
- Clearly label with the recipient's full name and UCSF Box #, in the 'To' section:
  - Name
  - UCSF Box ####
  - If you put the recipient's full address, Logistics will think it goes into the USPS stream, which will result in serious delays.
- Include your name and UCSF Box # on the envelope, in the 'From' section.
- Verify Box # and other UCSF information here.
- Leave in the outgoing mail bin or basket in your area. In HSW6, the metal basket for all outgoing mail is located under the mailboxes.
USPS: 2 options
1. If a stamp is required, contact the Admin team at [email protected].
2. The closest USPS mailbox is located in front of the Medical Center, 505 Parnassus Ave.
3. Alternatively, there are outgoing mail bins available. Contact the Admin team at [email protected] to coordinate based on your lab location.
FedEx/UPS
- Each faculty member has their own FedEx account number; ask your respective faculty for their account number.
- For pickup, call FedEx: 1-800-463-3339.
- For drop-off, the Postal Chase (912 Cole St, San Francisco, CA 94117).
  - Accepts many sizes/weights/types of FedEx and UPS packaging.
For Logistics Mail Services detailed information, see here.

How do I receive mail?

If someone is sending mail to you at UCSF, please use the below format to avoid delays:

UCSF
Joe Smith
Cell & Tissue Biology, Box ####
Street Address, Building-Room #
San Francisco, CA 94143

Reimbursements (MyExpense)

MyExpense Resources:

Create and Submit an Expense Report
Maximum Allowable Rates (travel expenses, meals)

What purchases are reimbursable?

Not all purchases outside of BearBuy are reimbursable. Verify with the Admin team at [email protected] prior to making purchases other than standard travel and meeting expenses. Gifts, supplies, software, group activities (i.e. meals, tickets, games), subscriptions, alcohol, etc. may have restrictions, could require exceptional approval, or could be non-reimbursable.

What should I consider before submitting a reimbursement request?

All reimbursements are processed via MyExpense.
Reimbursements must be submitted within 45 days of trip/event completion or last purchase date to avoid IRS tax implications.
Funding source to charge (project number or Speedtype)
- For sponsored projects, not all expenses are allowable (i.e. alcohol, general office supplies). If you have questions, please consult with your supervisor or PI's portfolio manager.
Business purpose
Redact all personal information: home address, full credit card number, bank accounts.
Food reimbursement? Do not exceed the maximum per person allowable rate.
Travel reimbursement? Do not exceed the maximum allowable rates (lodging, meals).
- For questions on reimbursements, including cash advance options, contact the Admin team at [email protected].

What documentation is required for a reimbursement request?

All reimbursements
- Itemized receipt (must include: date, total amount, last 4 digits of credit card)
  - If no receipt available, Declaration of Missing Receipt form will be required.
  - If expense is under $75, receipt is not required.
- Funding source (project number or Speedtype)
  - For sponsored projects, must be an allowable expense.
- Expense details (business purpose, expense type)
  - For federal funding sources, alcohol is not allowed. For non-federal funding sources, please confirm allowable expenses with your finance manager.
  - Confirm maximum allowable rates (i.e. meals, travel) here.
- Attendees: names and job titles (for business meals)
- Event itinerary or flyer (i.e. conference)
- PI approval (written or via MyExpense approval flow) - for lab member reimbursement requests
- For travel reimbursements, a price comparison may be needed.
  - Airfare - if incorporating personal travel with a business trip.
  - Lodging - if staying at non-conference hotel or location that exceeds allowable reimbursement rates.
Please consult in advance with the Admin team at [email protected] if:
- Planning a morale event:
  - Exceptional Approval may be needed. After-the-fact requests will not be approved.
- Planning to incorporate personal travel with a business trip:
  - A flight price comparison will be needed. Do not use a SpeedType if booking via Connexxus.
- Planning to travel with a non-business affiliate:
  - Reimbursement will be allowed only for the proportional amount based on eligible UCSF employees.

How can I submit a reimbursement request in MyExpense?

You can submit your own reimbursement expense report.
- See detailed instructions here.
Or, the Admin team can submit on your behalf. Submit all reimbursement requests, receipts, and documentation to [email protected].
To assign a delegate in MyExpense:
1. Go to MyAccess here and sign in using your username and password
2. Scroll down and select “MyExpense”
3. Click on “Open Profile” in the upper right corner > then “Settings”
4. Click “Expense Delegates” > then “Add” Delegate
5. Search delegate name, and select it from the drop-down menu
6. Select all 5 options: "Can Prepare,” “Can Submit,” “Can View Receipts,” “Receives Emails,” “Receives Approval Emails”

How can I request reimbursement for a non-UC business guest?

To request reimbursement for a business guest, consult with the Admin team at [email protected].
- Information needed:
  - All receipts and documentation (see here)
  - Mailing address for reimbursement