System Information

UCPath is available 24/7/365 except during the following regularly scheduled maintenance windows:

Every Sunday from midnight to 6 a.m.
Every third Sunday from 6 to 10 a.m. (UCSF PeopleSoft Financial system outage impacting Funding Entry and Salary Cost Transfer users).

Other scheduled UCPath system outages will be listed in the Key UCPath Systems Dates section below as information becomes available.

View related information:

If you have questions about any of the information on this page, or to report an issue, select from the contacts on the Get Help page.

Get help or report a problem

UCPath support contacts

Key UCPath System Dates

Wed

Planned Maintenance: December 9, 10 p.m. - December 14, 6 a.m.

Date: December 9, 2020

Time: December 9, 10 p.m. - December 14, 6 a.m.

Thu

Planned Maintenance: December 9, 10 p.m. - December 14, 6 a.m.

Date: December 10, 2020

Time: December 9, 10 p.m. - December 14, 6 a.m.

Fri

Planned Maintenance: December 9, 10 p.m. - December 14, 6 a.m.

Date: December 11, 2020

Time: December 9, 10 p.m. - December 14, 6 a.m.

Sat

Planned Maintenance: December 9, 10 p.m. - December 14, 6 a.m.

Date: December 12, 2020

Time: December 9, 10 p.m. - December 14, 6 a.m.

More System Dates

System Announcements

Planned Maintenance: December 9, 10 p.m. - December 14, 6 a.m.

Date Listed: November 17, 2020

The UCPath system (including UCPath online) will be unavailable during the following period, while UCPath transitions their hosting provider from Oracle Managed Cloud Services (OMCS) to Amazon Web Services (AWS).

Planned Maintenance: November 8, 12 (midnight) to 8 a.m.

Date Listed: November 2, 2020

The regularly scheduled maintenance window on Sunday, November 8, will be extended two hours. UCPath (including UCPath online) will be unavailable from 12 a.m. to 8 a.m. on Sunday, November 8.

During this period, UCPath will be unavailable to all users including academic appointees, staff, student employees, Initiators, and Approvers.

Payroll Processing Calendar Updates for Journals and Salary Cost Transfers

Date Listed: November 1, 2020

The 2020 Payroll Processing Calendar has been updated to reflect the latest payroll journal posting dates. In addition, the UCPath Center has established a schedule for when salary cost transfer (SCT) processing will occur in UCPath.

Update: PeopleSoft Financial System Planned Maintenance: October 18, 6:00 a.m. - 6:00 p.m.

Date Listed: October 14, 2020

The UCSF PeopleSoft Financial System regular maintenance window will be extended by an additional eight hours on Sunday, October 18.

During this maintenance window, the integration between UCPath and the PeopleSoft Financial System will be unavailable. As a result, Funding Entry and Salary Cost Transfer Initiators and Approvers will be unable to complete transactions during the following times.

Regular Maintenance Windows Impacting UCPath Users

Date Listed: October 1, 2020

Two regularly scheduled maintenance windows impact UCPath users...

More Announcements

Known Issues

This section lists known issues with UCPath and UCPath online that have significant impact on the UCSF community. All unresolved known issues and known issues resolved within the current month are displayed below.

Salary Cost Transfer Reversal and Charge Transactions Do Not Net to Zero

Date Listed: November 16, 2020

Audience: Department Managers and Administrators, Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue
Over 400 direct retro transactions posted since May 2020 have been identified where the sum of the reversal and change do not equal zero. This includes some transactions where the reversal and charge transaction rows are both debits, resulting in chartstrings being charged three times (the original charge, the reversal, and the change).

Root Cause
This issue is impacting several locations. A high priority defect has been opened with the UCPath Center and is under investigation.

Completed Salary Cost Transfers with September 21, October 14, and October 19 Process Dates Have Not Posted to the General Ledger (UPDATED)

Date Listed: October 19, 2020

Audience: Department Managers and Administrators, Salary Cost Transfer Initiators and Approvers, Campus Managers and Supervisors

Subject: Salary Cost Transfer

Issue:
Salary cost transfer transactions with a Process State in UCPath of “Complete” and Process Dates of September 21, October 14, and October 19, 2020, have not posted to the General Ledger.

Root Cause:
Journals received from UCPath are out of balance and are unable to post to the General Ledger.

Mitigation Plan:
UCSF IT has built a workaround to exclude the out of balance portion of the journals so that the balanced portion can be posted. 199 impacted salary cost transfers are now posted to the General Ledger. The out of balance portion pertains to benefit cost transfers and is still pending resolution by the UCPath Center.

Note: this issue was previously titled, Completed Salary Cost Transfers with September 21 Process Date Have Not Posted to the General Ledger.

Funding entry and direct retro limitations using Funds 4300 and 4301 (UPDATED)

Date Listed: July 22, 2020

Audience: Funding Entry Initiators and Approvers, Salary Cost Transfer Initiators and Approvers

Subject: Funding Entry, Salary Cost Transfer

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
This issue is still pending further investigation.

Resolution
A resolution is pending further investigation.

Funding override defect impacting transactions between September 5 and October 2 (UPDATED)

Date Listed: October 8, 2020

Audience: Department Managers and Administrators, Funding Entry Initiators and Approvers, Salary Cost Transfer Initiators and Approvers, Health Managers and Supervisors, Campus Managers and Supervisors

Subject: Funding Entry, Salary Cost Transfer

Issue
If your department submitted requests for one-time additional pay using a payroll one-time payment template between September 5 and October 2 or selected a chartstring override on an HBS timesheet for pay periods ending September 5 and September 19, salary expenses were charged to the employee’s position-level funding rather than the chartstring provided on the override. You can confirm this by running the MyReports Distribution of Payroll Expense Report.

Root Cause
The UCPath Center identified a defect with the application of funding distribution overrides during payroll processing. As a result, funding overrides sent on pay transactions were not applied, and salary and benefit expenses defaulted to position-level funding.

Resolution
The UCPath Center corrected the override defect on Monday, October 5, and is in the process of identifying all impacted transactions to be corrected via a mass update. They will be reaching out to UCSF’s Payroll Office to coordinate correcting these transactions via a mass update process. A target resolution date has not yet been communicated.

Mitigation Plan
We recommend that departments wait for the UCPath Center to complete the mass correction process. However, as a timeline has not been finalized, departments may proceed with salary cost transfers to make the corrections they are comfortable making or need updated most urgently.

If you have questions or need assistance determining whether a transaction that posted is impacted by this defect, contact the Controller's Office Solution Center .

Salary Cost Transfer error when paycheck includes retro pay earn codes: "Effort % by earnings code for 'New Data' exceeds 100%"

Date Listed: October 15, 2020

Audience: Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue
Salary Cost Transfer users are unable to complete transactions when using the Direct Retro Salary Cap/MCOP Funding Worksheet for paychecks containing retro pay earnings codes. These earnings codes typically begin with "9" (e.g., 9SR,9RG,9SP) and reflect pay adjustments for prior pay periods that are included in the paycheck.

Users receive the following error message:

Effort % by earnings code for ‘New Data’ exceeds 100%. Use DR Distribution Worksheet to correct the Effort %.

Root Cause
The system is incorrectly calculating effort percent on the retro pay earnings codes in the total effort calculation, causing the effort percent in the Old Data and New Data sections to exceed 100%.

This issue has been reported to the UCPath Center and is under investigation.

Direct Retro Transaction(s) Denied Due to Out of Balance Issue (UPDATED)

Date Listed: August 5, 2020

Audience: Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue
Salary Cost Transfer users were notified by the UCPath Center that a direct retro transaction was identified to cause an error with the UCPath direct retro process and was denied.

Root Cause
Two defects have been identified and are being investigated by UCPath:

MCOP Capped to Uncapped Direct Retros create Effort Percent and Out of Balance Issues
The Correct Cap amount is not populating in Old/New Data

Mitigation Plan
If you encounter this issue, log a ticket with the Controller's Office Solution Center by forwarding the notification email to [email protected]

Resolution
UCPath IT services is working to resolve the issue. At this time a resolution timeframe is unavailable.

Note: this issue was formerly titled, MCOP capped to uncapped direct retros create effort percent and out of balance issues.

Salary Cost Transfer Error: “Data being added conflicts with existing data.”

Date Listed: October 7, 2020

Audience: Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue
Upon saving a Direct Retro transaction, Salary Cost Transfer Initiators may receive the error message below and are unable to proceed with their transaction.

When adding a new item to the database, the system found a conflicting item already exists.
This problem can happen if another user has entered similar information at the same time as you. Note the changes you have made, cancel the page, then retry your changes.
If the problem persists, it may be because of an application or other programming error and should be reported to technical support staff.
This error occurs when the keys on the record being inserted match a record that is already in the database. The application must ensure that each inserted record has unique keys.

Root Cause
This issue has been reported to the UCPath Center and is under investigation.

Mitigation Plan
Users who encounter this issue should log an incident ticket with the Controller's Office Solution Center .

One-time pay template issues

Date Listed: September 17, 2020

Audience: Department Managers and Administrators, Funding Entry Initiators and Approvers, Salary Cost Transfer Initiators and Approvers

Subject: Funding Entry, Salary Cost Transfer

Issue
In a small number of circumstances, funding overrides and earning periods are not always being applied when a one-time pay template is submitted:

When the employee is separated: The position funding is used rather than the funding identified on the one-time pay template. In cases where the incorrect funding was applied, campus departments should submit a salary cost transfer and Health departments should submit a Salary Cost Transfer PeopleConnect Management Action form.
When payments for multiple earning dates are sent for the same employee: Although the funding override is correct, the incorrect earning period is sent to the labor ledger. Funding is correct, and dates appear correctly on paychecks. However, the earning dates viewed in reporting will reflect the incorrect earning period and no local correction option is available. To view the full amount correctly, sort by pay period end date or check date.

Root Cause
Submitted to The UCPath Center for further investigation.

Funding Entry Error: “Position entered is not eligible for budget definition with the specified Begin date”

Date Listed: September 25, 2020

Audience: Funding Entry Initiators and Approvers

Subject: Funding Entry

Issue:
Funding Entry Initiators may receive the following error when entering a new effective-dated row:

Position entered is not eligible for budget definition with the specified Begin date [DATE].

Root Cause:
The effective date for a new funding transaction must align with a corresponding effective budget definition record for the position. Budget definition records are maintained for positions in UCPath by the Office of Budget & Resource Management. This error generally occurs when there is not a current budget definition record for the position.

Mitigation Plan:
If you encounter this error message, contact the Controller's Office Solution Center . Please include a screenshot of the error message and the Position ID number. This issue will be resolved manually for each incident until a permanent resolution is implemented.

Resolution:
This issue is expected to be resolved the week of September 28. Users who have reported this issue will be notified via their ServiceNow ticket when their particular incident has been resolved.

Salary Cost Transfers completed prior to August 31 have not posted to the General Ledger

Date Listed: September 25, 2020

Audience: Department Managers and Administrators, Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue:
An unknown number of salary cost transfers completed prior to August 31 with a processing status in UCPath of “Complete” as of September 2 have not posted to the General Ledger.

Root Cause:
A critical issue has been logged with the UCPath Center. The reason for the delay in posting is currently under investigation. Further information will be posted as it is available.

UCRP-S supplemental interest not transferring with salary cost transfers

Date Listed: September 17, 2020

Audience: Department Managers and Administrators, Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue
UCRP-S Supplemental Interest is not fully being credited back to the "transfer from" chartstring in limited cases when a salary cost transfer (direct retro) is processed:

The transfer crosses fiscal years and the UCRP-S rate has changed. The credit is being calculated based on the current rate rather than the rate in place at the time of the original transaction.
The employee has terminated or has had a change in their retirement eligibility status. UCRP-S assessment logic uses the employee's current UC retirement plan eligibility.

About UCRP Supplemental Interest
UCRP Supplement Interest is an assessment for the STIP Note and External Financing that covers debt service on advances made to UCRP. The assessment is charged only to non-federal fund sources, and is assessed separately from the Composite Benefits Rate on accounts:

50538 - UCRP sup assess interes-staff
50638 - UCRP sup assess interes-NFA
50738 - UCRP sup assess interes-FA

Root Cause
This systemwide issue has been reported to the UCPath Center.

Resolution
A fix is in progress and anticipated for the next month.

Funding distributions and retroactive leave usage

Date Listed: September 17, 2020

Audience: Department Managers and Administrators, Funding Entry Initiators and Approvers, Salary Cost Transfer Initiators and Approvers

Subject: Funding Entry, Timekeeping & Leave

Issue
When leave usage is reported for a prior period, the position funding distributions for the current month are used to distribute the expense. If funding has changed between the prior and current funding, a salary cost transfer may be needed to move the expense to the correct funding.

Root Cause
Defect with UCPath.

Resolution
The UCPath Center is aware of the issue and is in the process of delivering a fix to UC locations in the next couple of months.

In the meantime in cases where funding has changed, a salary cost transfer will be needed to move expenses to the correct funding. Campus departments should submit a salary cost transfer in UCPath, and Health departments should submit a Salary Cost Transfer PeopleConnect Management Action form.

Department default chartstrings with non-posting level Dept ID

Date Listed: June 17, 2020

Audience: Department Managers and Administrators, Funding Entry Initiators and Approvers, Salary Cost Transfer Initiators and Approvers

Subject: Funding Entry

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
Central Payroll is working with the UCPath Center to update the department configuration for the default chartstring to require Dept ID at posting level. Update anticipated for Summer 2020. Funding Entry Initiators can also correct Dept IDs in the Department funding record in UCPath.

Percent of effort exceeds 100 percent on Direct Retro Salary Cap/MCOP Funding Worksheet with RGC earnings

Date Listed: August 13, 2020

Audience: Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer

Issue
Salary Cost Transfer users are unable to complete transactions when using the Direct Retro Salary Cap/MCOP Funding Worksheet for paychecks containing RGC (REG Paid Leave-Salaried) earnings. The total percent of effort in the "Old Data" section exceeds 100%. As a result, users receive the following message upon clicking "Preview Direct Retro Distribution": Effort % by earnings code for 'New Data' exceeds 100%. Use DR Distribution Worksheet to correct the Effort %.

Root Cause
This issue has been reported to UCPath and is under investigation.

Mitigation Plan
To confirm that this issue is the cause of the error above, download the "Old Data" section from within the Direct Retro Salary Cap/MCOP Funding Worksheet into Excel and sum the values in the Percent of Effort column to determine if the sum is over 100%. If you encounter this issue, log a ticket with the Controller's Office Solution Center and include the Direct Retro Transaction ID/Run Cntrl ID or the UCPath employee ID and the pay end date(s) impacted.

Resolution
A resolution and timeframe is pending further investigation.

Salary cost transfers do not transfer UCRP, VLA, GAEL benefit rows

Date Listed: July 27, 2020

Audience: Department Managers and Administrators, Salary Cost Transfer Initiators and Approvers

Subject: Salary Cost Transfer, Benefits

Issue
In some cases, processing of a salary cost transfer did not also transfer corresponding Vacation Leave Assessment, UCRP Supplemental Assessment, or GAEL benefits transactions.

Root Cause
This issue is currently under investigation by UCPath.

Mitigation Plan
Departments should submit an inquiry to the Controller's Office Solution Center to report this issue. Where possible, please include the UCPath Direct Retro Transaction ID/Run Cntrl ID and transaction details from the Distribution of Payroll Expense (DPE) Report or the Transaction Detail Report (TDE).

Funding Entry Inquiry page is not displaying correct compensation data snapshot

Date Listed: July 29, 2020

Audience: Funding Entry Initiators and Approvers

Subject: Funding Entry

Issue
In some cases, the Compensation Data Snapshot display in the Salary Cap / MCOP Funding Worksheet page within Funding Entry Inquiry does not match the correct employee monthly salary for the funding entry transaction submitted. This is a display issue that only pertains to the Funding Entry Inquiry page.

Root Cause
The UCPath IT team is currently investigating this issue.

Mitigation Plan
Until this issue is resolved, use the following alternative pages to view compensation data for completed funding entry transactions:

Within the Funding Entry Inquiry page, the Funding Distribution Worksheet continues to display the correct the monthly salary amount for the transaction submitted.
The Funding Entry > Find an Existing Value page continues to display the correct Compensation Data Snapshot details associated with the approved funding entry transaction.

Enhance MyReports Employee & Position Distribution Report to display percent of effort and salary cap amount

Date Listed: June 5, 2020

Audience: Department Managers and Administrators, Funding Entry Initiators and Approvers

Subject: Reports

Issue
Percent of effort and salary cap amount are not displayed in the MyReports Employee & Position Distribution Report. Percent of effort and salary cap amount have been requested by users.

Root Cause
The Employee & Position Distribution Report was not designed to display percent effort and salary cap amount.

Resolution
Enhance the report by adding a field for percent effort and another field for salary cap amount. Implementation date to be determined.

Changes to CBRs in MyReports DPE Report

Date Listed: June 10, 2020

Audience: Department Managers and Administrators, Funding Entry Initiators and Approvers

Subject: Reports

Issue
The MyReports Distribution of Payroll Expense (DPE) Report currently displays Composite Benefit Rate (CBR) % only for the employee's primary job. Users would like the report to display the CBR% for each job displayed. Users would also prefer that a CBR% be displayed only for Earn Codes that generate CBR.

Root Cause
The report was designed to show CBR% only for the employee's primary job and in all cases.

Resolution
Change report to display CBR% for the job displayed and to show CBR% only for CBR generating Earn Codes. Implementation date to be determined.

More Known Issues

Search form

You are here

System Information

Get help or report a problem

Key UCPath System Dates

System Announcements

Known Issues