System Information

Issue
The Percent of Effort displayed in the Distribution of Payroll Expense (DPE) Report does not accurately reflect the percent of effort for some earnings distribution lines resulting from salary cost transfers onto capped funding sources. Earnings Amounts and Percent of Pay are accurately reflected in the DPE.

Root Cause
The incorrect calculations are being generated in UCPath and are due to an upstream defect in the General Ledger data. This issue is under investigation by the UCPath Center.

Mitigation Plan
To manually calculate the correct effort percent for each capped funding source, sum the N-OTC Percent of Pay and the Y-OTC Percent of Pay on the earnings distribution lines for the funding source. For example, adding the Percent of Pay from the N-OTC001 up to the cap distribution line to the Percent of Pay from the corresponding Y-OTC001 over the cap distribution line will equal the Percent of Effort for the capped funding source indicated on the N-OTC001 distribution line.

If you need further assistance, contact the Controller’s Office Solution Center.

Issue Status
Update: February 2023
The UCPath Center is working to correct the derived effort percent calculations that we receive on the Labor Ledger and which appear on the Distribution of Payroll Expense (DPE). The target release date is March 2023.

Issue
44 unique departments (428 positions) are currently setup on the main funding entry page with a default chartstring that includes a Dept ID not at posting level. As a result, any payroll expenses recorded to these default chartstrings will not pass edit and will go to suspense rather than being easily visible in enterprise reports for departments to correct. 

Root Cause
In PPS, Home Department could be established at a non-posting level causing the issue with resulting default chartstrings established for these Dept IDs at go-live. The correct posting level Dept ID could not be determined during conversion. 

Mitigation Plan
Following the posting of suspended payroll to the suspense account, the Payroll Office will reach out to identify a posting level Dept ID to use to move payroll suspended on Project “2222222” and a non-posting Dept ID. To keep the General Ledger and Distribution of Payroll Expense (DPE) in sync, departments must move salary and benefits in suspense using a salary cost transfer. Outlined in the August 2020 Controller's Office Newsletter are the steps required to move payroll   that posts to the suspense account.  

Long-term Resolution
Update: February 2023
UCSF Payroll submitted Dept ID edits to UCPath in January; the UCPath Center time to resolve is currently targeted for the end of February 2023.

Update: December 2022
In October, we discovered additional configuration updates that are required to remove non-posting department ids from our UCPath configuration. The Payroll office is working to update the configuration and aims to complete this activity by January 2023. We apologize that this was not completed in full during our initial updates earlier this year and in 2021 and that users are continuing to experience downstream issues as a result.

Update: March 2022
In April 2021, the Payroll Office submitted a mass funding entry update to replace 938 invalid chartstrings set up in UCPath on the department default page. UCSF is awaiting a configutation update by the UCPath Center to ensure that all default chartstrings have posting-level Dept IDs.

Issue
Original paycheck lines recorded on one position are posting to a different position for the same employee when a salary cost transfer is processed in a subsequent month.  Typically, this occurs when the employee has changed positions; we would not expect a change in positions to impact salaries that have already posted. 

Chartstring distributions and amounts are recorded correctly; however, this can create a reconciliation issue for financial data users. 

Root Cause
This issue us under investigation by the UCPath Center.

Issue
Depending on your web browser version, search results after performing a Global Search may be missing the image icon used to represent the page's document type. Global Search is a feature of the PeopleSoft Fluid User Interface (UI) for users with tranactor or inquiry roles.

Root Cause
This production defect was identified as part of the October 15, 2022 implementation of the Fluid UI.  It will be addressed by the UCPath Center in a future upgrade or fix.

Issue
A new defect appeared in the October 2021 monthly labor ledger where vacation (or other leave earnings) distribution lines and corresponding “Reg-like” offsetting lines do not have equal and opposite hours and effort percent, as expected.

As an example, the distribution of 8 hours of VAC earnings to a chartstring are expected to result in -8 hours of REG earnings to the same chartstring.  The debit and credit for effort percent should also be equal and opposite. This defect is causing the “Reg-like” offset hours and effort percent to be slightly different. In this example, when reporting 8 hours of VAC earnings, the offsetting hours for REG are not equal to -8.

When running the Distribution of Payroll Expense Report (DPE) by earnings end date, the effort percent and hours will be slightly off, and totals are not accurate. Paycheck amounts are not impacted.

Update December 15, 2021
This defect is also impacting the on-cycle total hours and effort percentages for the same population of checks that have the paid leave reported and incorrect offsetting lines.

If an MCOP employee was skipped by the prior period leave redistribution process you will not encounter this defect.  If an employee’s leave was distributed correctly by the prior period leave redistribution process you will see the incorrect hours and effort percentages on the DPE.

Mitigation Plan
If the defect is present, use the amounts shown on the Salary Cap/MCOP Worksheet to determine the transfer amounts, rather than the DPE.

Resolution
Update March 31, 2022
The defect was partially resolved with the posting of the February labor ledger, reducing by 80% the number of incorrect leave offset transaction lines. This issue is expected to be fully resolved with the posting of the March labor ledger. The effort to clean up historical transactions on the October 2021 through February 2022 labor ledgers is still under analysis by the UCPath Center and is not yet scheduled for release.

Issue
Funding Entry Initiators and Salary Cost Transfer Initiators receive an error when creating funding distribution lines using Funds 4300 and 4301 in the following cases:

Case 1. When setting up Z-payments to fund flat dollar amounts, users receive the error message: Z payments can only be distributed to compensation plan funds.

Root Cause
UCPath has been configured with an error message that will prevent Funding Entry Initiators and Salary Cost Transfer Initiators from entering funding distributions for Z payments using a sponsored Fund or Project. The configuration is in compliance with UCOP Policy AM-P196-37: Payroll: Health Sciences Compensation. See Section VII of the policy, Charges to Extramural Funds.

Resolution
The error configuration is working as designed. Read more about this announcement on the Controller's Office website.

Case 2. When setting up over the cap (OTC-Y) funding, users receive the error message: Over The Cap cannot be distributed to capped federal or federal flow through funds.

Root Cause
UCPath restricts the use of sponsored projects as a funding source for over-the-cap salary.  In order for a cost to be directly charged to a project, it must be identified as benefiting the project that is paying for that cost. Over-the-cap salary cannot be charged to any other contract or grant fund because it is not benefiting any other sponsored project but the project where the salary cap is imposed. It will not pass the “benefit test” referenced in the UCOP Contract and Grant Manual for 6-500 Allowability of Costs or 6-532 Allocable Costs.

Resolution
UCPath will return the error for both funding entry and salary cost transfer transactions. If you feel that a private sponsored fund does allow for the charging of over-the-cap salary from a federally sponsored award, please submit support from the award that specifically confirms the allowability of these costs to CGA Compliance to [email protected].

Issue
Direct retros completed in UCPath with a process date of 10/4/21 and 10/6/21 appear in the Distribution of Payroll Expense (DPE) and General Ledger reports with missing "Activity Period", "Pay Period End Date", "Paycheck Date" and "Direct Retro ID". As a result, users are unable to find these transactions when filtering reports using the above criteria.

Root Cause
The UCPath labor ledger was delivered to locations on Wednesday, October 6 with data discrepancies that were not resolved until Monday, October 13. The UCSF payroll journal and subsidiary reports were created prior to the discovery of the data discrepancies, resulting in the issue we are now seeing on the DPE and General Ledger. This issue impacts over 600 direct retros that were included in these runs.

Resolution
The UCPath labor ledger data was corrected on October 13. The MyReports team has reloaded the DPE reports and is working to reload additional reports sourced from labor ledger data.

Issue
In some cases when an employee’s salary exceeds a funding source salary cap, transaction lines for up-to-the-cap amounts on the MyReports Distribution of Payroll Expense (DPE) by Account and Distribution of Payroll Expense by Alt Account reports may appear with an “N-OTC” indicator in the Over Cap column but with no salary cap indicated in the Cap Amount column.

Root Cause
Update August 3, 2021
If no valid Salary Cap / MCOP Funding Worksheet exists, UCPath does not have a data source for the cap data to display on the main Funding Entry page, which feeds the MyReports DPE reports.

Mitigation Plan
Missing cap amounts can be confirmed using the MyReports Employee and Position Distribution Report. Funding Entry and Salary Cost Transfer Initiators and Approvers can also confirm cap types and cap amounts using the respective modules for funding and direct retros in UCPath online.

Resolution
Funding Entry Initiators shoudl confirm that a valid MCOP Funding Worksheet exists and that the worksheet does not contain multiple date ranges.