UCPath Known Issues

Issue
In rare circumstances, employees with concurrent jobs across multiple campus business units and with local assessments may have transactions distributed incorrectly. Out of an abundance of caution, the UCPath Center suspended the February 13 and February 16 salary cost transfer processing batches. 

Mitigation Plan
The next salary cost transfer processing batch will run on Tuesday, February 20.  In order to be included in the next batch, salary cost transfers must be approved locally by 8 p.m. on Monday, February 19. Any previously submitted and approved salary cost transaction not processed due to the February 13 and February 16 batch cancellations will be processed on Tuesday, February 20.

Review the current Payroll Processing Calendar on the Controller's Office website.

Issue Status
This issue is resolved.

Issue
In some cases, initiators have reported that salary cost transfers using the new Process Salary Cost Transfer page where payroll expenses are transferred onto federal or federal flow-through funds but are within 120 days of the original transaction posting date are being incorrectly flagged as “high risk”.

Issue Status
Update January 16, 2024
A fix for this issue was deployed to production.

Update January 11, 2024
A fix for this issue is scheduled for release in January 2024.

Issue
From the Process Salary Cost Transfer page, initiators are unable to transfer salary expenses with FEN earnings code onto a project that enforces a salary cap.  Initiators receive the following message and cannot proceed: “The earn code FEN is not allowed to select a capped fund code."

Issue Status
A fix for this issue was released in December 2023.

Issue
Z payments (earnings code HZC) that are paid as part of an employee’s regular on-cycle paycheck result in an assessment of HSC LTD and HSC Basic Life benefit costs on HZC funding sources. UCSF’s prior practice of paying Z-payments with an off-cycle payment did not result in these assessments for HZC charges.

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

Mitigation Plan
Departments will need to complete an accrual journal using Source Code 549 for invoice reporting or a financial journal using Source Code 547 to move assessment charges already posted to the general ledger.

Issue
When searching by earnings end date and selecting an earnings period to transfer in the new Process Salary Cost Transfer page, transactions should be returned grouped by earnings end date. When the selected earnings period contains and off-cycle check, the off-cycle transactions are displayed on a separate page from the on-cycle earnings.

Mitigation Plan
Off-cycle transactions can be transferred by navigating to the additional page in the Accounting line entries section of the salary cost transfer transaction screen. Click the View All option to display all transactions on a single page.

Issue Status
This defect will be reviewed by the UCPath Center for resolution in a future SCT phase.

Issue
The week of August 21-25, 2023, UCPath initiators and approvers received a combination code validation failed reason of IACCTBU when attempting to submit transactions in UCPath.  This chartstring validation error prevented users from being able to submit transactions.

A number of departments noticed a large volume of payroll going to the default chartstring for the pay period ending August 19, 2023, for employees set up in Funding Entry on valid chartstring combinations.

Root Cause
The UCSF chartstring validation interface with UCPath was updated by local teams in August to align with new Common Chart of Account rules.  The update resulted in the UCSF chartstring validator sending an invalid combination message to UCPath for valid chartstring combinations.   The invalid message prevented the submission of transactions on the online pages.

The chartstring validation interface was corrected the morning of August 25, 2023.  That same morning the UCPath Center began running the GL process to distribute salary and benefits across funding distributions for the pay period ending August 19, 2023.   During GL processing UCPath called out to the UCSF chartstring validation tool to validate the chartstrings on the payroll transactions, received an “invalid” response, and UCPath marked valid chartstrings as invalid.  This created a large amount of COMBO edit suspense on project “2222222” for several SOM departments.

Issue Status
Update October 19, 2023
The validation interface has been corrected. Departments will need to complete salary cost transfers to correct the distribution of payroll expense and posting to the general ledger.  Departments needing assistance due to a high volume of transactions or limited available staff should submit a ServiceNow ticket   to the Controller's Office Solution Center.

Issue
In the course of investigating the known issue, Inaccurate Percent of Effort on the Distribution of Payroll Expense Report for salary cost transfers onto capped funding sources, a similar issue was identified for leave and salary offset transaction lines that originate from the Prior Period Leave Redistribution processes.

The Percent of Effort displayed in the Distribution of Payroll Expense (DPE) Report does not accurately reflect the percent of effort for some leave and salary offset distribution lines. Earnings Amounts and Percent of Pay are accurately reflected in the DPE. These lines may still have “derived effort percent” calculation inaccuracies. The debit and credit lines will still net to zero.

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.

Issue Status
Update: June 2023
The fix to address Prior Period Leave Redistribution lines expected in June is delayed. A revised implementation date is to be determined.

Issue
UCPath identified an issue with the real-time funding validation process between UCPath and Locations. As a result, users may experience an intermittent performance issue with Direct Retro and Funding Entry pages.

Issue Status
Update: April 2023
The UCPath Center implemented a fix to alleviate the intermittent performance issue with Direct Retro and Funding Entry pages.

If you continue to experience delays or issues, please contact the Controller’s Office Solution Center.

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.  

Issue Status
Resolved: April 2023
The UCPath Center has updated the remaining non-posting Dept IDs in the UCSF configuration, this will result in only posting-level values being used as the Department Default chartstring.

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
Beginning in the January 2021 accounting period, vacation and other leave taken for some members of the Health Sciences Compensation Plan (HSCP) were charged to the default distribution established using the blank/catch-all chartstring (often times indicated using Project ID 2222222) instead of to the distributions established for HSR/HSP/HSN components of pay.

In addition, salary offsets for the leave earnings were applied only against HSR earnings and not distributed across funding for all components of pay.

Root Cause
Several defects have been identified in the Prior Period Leave Redistribution program since it was implemented in January 2021. Although it works well for most employees (single position and funding source), these defects are exacerbated when an employee has multiple positions or components of pay.

For Health Sciences Compensation Plan (HSCP) faculty whose funding was entered using the Salary Cap/MCOP Funding Worksheet:

• Their positions were skipped during the prior period leave redistribution process and leave transactions on the paycheck were charged to the blank/catch-all chartstring established on the MCOP Funding Worksheet.
• In addition, salary offsets for “REG-like” earnings were applied only against HSR earnings and were not distributed across funding for all components (HSN and HSP) of pay.

It is important to note that these issues affect the financial recording of pay and leave but not the amount of pay or leave for the employee.

Issue Status
Update November 9, 2022
The Enhanced MLC development was moved to production at the end of October 2022, and the UCPath Center immediately began running the program. Below is a schedule of when the MLC will run to correct transactions skipped by the Paid Leave Redistribution program between January 2021 and February 2022. These transactions are identified on the Distribution of Payroll Expense (DPE) Report with a Direct Retro ID value beginning with “MLC”.

Update October 13, 2022
The development on the Enhanced MLC is on target to complete October 2022.  Locations are reviewing the fixes for the identified defects and will provide sign-off by the end of the month.The participating locations will then be scheduled for MLC runs between November 2022 and January 2023. We will provide additional updates once we know where UCSF has been placed in the schedule.

In July of 2021, the UCPath Center ran a Mass Leave Correction (MLC) to correct the way that leave was distributed across funding for pay end dates between March and June 2021. March corrections posted to the July 2021 UCSF General Ledger, and April through June corrections posted to the August 2021 UCSF General Ledger. These transactions are identified on the Distribution of Payroll Expense (DPE) Report with a Direct Retro ID value beginning with “MLC”. In some cases, the MLC corrections resulted in incorrect adjustments moving salary across earning dates and incorrect effort percentage calculations. We anticipate this month that we will receive corrections to this MLC run. The transaction with the incorrect Earnings End Date will be reversed an will be replaced with a transaction containing the correct Earnings End Date. This correction may still result in incorrect hours or effort percentages when summarizing by Earnings End Date.

Update August 11, 2022
Development is underway to fix the last identified defect which impacts the effort percentage on the Mass Leave Correction (MLC) transaction lines. We expect the UCPath Center to complete development by mid-August, after which location user acceptance testing can continue.

Update July 12, 2022
The Mass Leave Correction (MLC) continues to be delayed in order to resolve the identified defects.  The UCPath Center has developed corrections for 4 of 5 identified defects. As a next step, UCSF and other participating UC locations will revalidate the results. Once campus locations agree to the new results, the MLC processing will be scheduled and a timeline communicated.  It is our best estimate that the MLC will run no sooner than mid-August.

Update June 6, 2022
The UCPath Center delayed the timeline for running the Mass Leave Correction (MLC) process originally scheduled to be completed before fiscal year-end.  Testing of the improved MLC process with campus locations in May 2022 identified unresolved defects that require correction, including:

• The processing of checks that do not require any correction to the leave distribution and offset lines
• The assignment of incorrect earnings period end dates to distribution lines resulting in total earnings for an earnings period to become inflated (over 100% effort) or deflated (less than 100% effort) on the Distribution of Payroll Expense (DPE) reports

Campus locations agreed to delay the MLC process until these defects are resolved by the UCPath Center. A timeline will be communicated once available.

Update May 10, 2022
At the end of March 2022, the UCPath Center implemented the last in a series of improvements to the Prior Period Leave Redistribution program aimed at eliminating the programmatic defects we have experienced with leave redistribution since January 2021. As a result of these improvements, there has been a dramatic decrease in the number of skipped positions. March 2022 monthly payroll processing resulted in only 16 faculty positions skipped. While some circumstances will always result in skipped positions, we consider this defect to be resolved for future payroll processing.

In order to determine how to correct leave transactions already recorded in the General Ledger, department finance managers and UCPath transactors need to review positions skipped by the leave redistribution process and identify transactions to be corrected. Paychecks with incorrect leave distribution and salary offsets can be corrected in two ways:

• Manual correction using a salary cost transfer (Direct Retro)
• Automated correction by the UCPath Center using the Mass Leave Correction (MLC) process

A subcommittee of the UCSF UCPath Customer Advisory Board has developed guidance and reports to help UCPath transactors and department finance managers identify leave transactions that require correction and determine whether to make a manual correction or wait for the Mass Leave Correction process. This guidance was emailed to current UCPath salary cost transactors on May 10, 2022 and reviewed during the May 11 office hours session.

• Review the guidance document (MyAccess login required)
• Watch a recording of the May 11, 2022 office hours session (MyAccess login required)

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

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
During the month of August 2022, we observed a higher than normal volume of chartstring validation errors during payroll processing, including examples where payroll transactions with valid UCSF chartstrings went to suspense.  

Root Cause
The Controller’s Office is working with IT to investigate a potential issue with the chartstring validation process.

Issue Status
The identified increase was found to be attributable to valid chartstring combo edit errors. Payroll recorded to a department default chartstring must be corrected using a salary cost transfer.  For additional assistance please see our reference guide: Understanding Department Default and Catch-All Funding Sources  .

Issue
We are investigating reports of inconsistent chartstring validation results during salary cost transfer submission and General Ledger processing. Transactors are reporting the following conditions:

• Earnings distributions containing Projects with expired Activity Periods are passing validation during General Ledger processing and posting without going to the department default distribution or to suspense.   However, when a salary cost transfer is initiated on a paycheck containing the same Award, the distribution line is encountering a combo edit error as a result of the expired Project Activity Period.  
• Earnings distributions containing Projects that have ended are automatically charged to the department default chartstring, even when the processing end date in RAS has not been reached.  This is being observed as a change in how payroll was being diverted to the department default chartstring prior to March.

Root Cause
The cause of this issue has been identified to be related to the change we made locally to the chartstring validation rules in February  . Prior to the most recent change, if UCPath sent UCSF an earnings end date or period end date that did not correspond to an activity period, the ‘last’ activity period was used.  The chartstring validation rule was updated in February to only assign an activity period if the date fell within an established activity period  begin and date for the project. 

Issue Status
Update May 11, 2022
New chartstring validation rules will be moved into production the evening of May 11. IT will update the logic to maintain the new flexibility, while accounting for the fact that the validation edit should allow for post award spending and corrections.

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
Benefits are incorrectly assigned in some cases where an employee holds multiple jobs.

Root Cause
This issue is occurring during the primary job setup and benefits eligibility process in UCPath.

Mitigation Plan
Employees whose benefits are incorrectly assigned should use the Ask a Question feature in PeopleConnect to submit a case to HR/Benefits.

Resolution
UCPath updated the primary job setup and benefits eligibility program.

Issue
HCOMP retro pay adjustments with effective dates prior to the conversion to UCPath (prior to May 1, 2020) cannot be processed in UCPath.

Root Cause
UCPath is not configured to process retro pay prior to conversion for HCOMP Faculty.

Mitigation Plan
UCSF was able to process some transactions in PPS; however, PPS is no longer available to process approximately 30 remaining cases.

Resolution
The final remaining batch of backlogged transactions was processed by the UCPath Center. A business process has been established with the UCPath Center to process the HCOMP retro requests.

Issue
During funding entry, Funding Entry Initiators receive a message indicating that "the position entered is not eligible for budget definition within the specified begin date." Initiators are unable to save and submit funding.

Root Cause
Errors during budget data loads may result in missing budget data for specific positions. Funding cannot be entered when corresponding budget year data are missing.

Resolution
If Funding Entry Initiators experience this issue in the future, log a ticket with the Controller's Office Solution Center for further assistance with this issue.

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 a salary cost transfer is performed on a biweekly paycheck, the effort percent and percent of pay for the transaction are miscalculated or not calculated. As a result, the total effort percent and percent of pay are also incorrect on the Distribution of Payroll Expense (DPE) report. Note that in these cases, the dollar amount and hours are correct.

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

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.

Resolution:
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.

Update August 3, 2021
A UCSF fix was implemented to allow posting of the salary cost transfers.

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

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
• Y-OTC lines are missing from the New Data section resulting in orphaned N-OTC lines and causing the transaction to be out of balance

Resolution
The UCPath Center has created an online error check during data entry for common out-of-balance scenarios. When an out-of-balance issue is detected, Salary Cost Transfer Initiators will receive an error message and must correct the transaction. Contact the Controller's Office Solution Center if you receive an error and need further assistance.

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

Issue
The UCPath Center is experiencing a high volume of technical issues when processing salary cost transfer batches. As a result, Salary Cost Transfer Initiators may also be experiencing a higher instance of denied salary cost transfers by the UCPath Center.

Root Cause
Problems stem from a new mass cost transfer tool that was migrated to production in January. Since that time, salary cost transfer batches have required several hours of manual intervention by the UCPath technical team in order to complete processing. This has delayed their scheduled burst to locations and on two occasions has lead to the cancelling of the batch and combining with another scheduled batch. The UCPath Center is denying individual salary cost transfers that are out of balance in higher numbers in order to complete processing.

Mitigation Plan
If you receive a denied transaction please continue to reach out to the Controller's Office Solution Center for assistance to see if resubmission is possible.

Resolution
A fix for the issues creating the out of balance has been implemented by the UCPath Center.

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.

Resolution:
Users will experience this error when positions are moved to a new department and funding has not been established for the new department-position combination.  To resolve the error, identify the new department-position combination and enter the new funding accordingly.

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
Defect with UCPath.

Resolution
The UCPath Center has implemented a fix for all prospective transactions.

Update: April 1, 2021
In April 2021, the Payroll Office will complete the historical cleanup of the General Ledger to clear residual benefit amounts and correct leave assessments. The historical cleanup will be completed by financial journal and will not be reflected in the Distribution of Payroll Expense (DPE), which will remain out of alignment with the General Ledger for these benefit amounts. If you have a ServiceNow ticket open with the Payroll Office and an accrual entry was done to temporarily correct one of these defects, we will be reaching out to close your ticket when the correction is posted and your accrual is reversed.

Update: May 1, 2021
The full correction is now estimated to take 35 days, as we receive the correcting entries, we will be posting throughout May and June.

Update: July 26, 2021
The Payroll Office completed the historical cleanup of the General Ledger to clear residual benefit amounts and correct leave assessments. Corrections were completed by financial journal and posted in the July 2021 accounting period.

• Correcting entries have a Journal ID beginning with “01UCRPSIC”.
• The historical cleanup will not be reflected in the Distribution of Payroll Expense (DPE), which will remain out of alignment with the General Ledger for these benefit amounts.

If you have a ServiceNow ticket open with the Payroll Office and an accrual entry was done to temporarily correct one of these defects, we will be reaching out to close your ticket when the correction is posted and your accrual is reversed.

If you have questions, contact the Controller’s Office Solution Center.

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
Defect with UCPath.

Resolution
The UCPath Center has implemented a fix for all prospective transactions.

Update: April 1, 2021
In April 2021, the Payroll Office will complete the historical cleanup of the General Ledger to clear residual benefit amounts and correct leave assessments. The historical cleanup will be completed by financial journal and will not be reflected in the Distribution of Payroll Expense (DPE), which will remain out of alignment with the General Ledger for these benefit amounts. If you have a ServiceNow ticket open with the Payroll Office and an accrual entry was done to temporarily correct one of these defects, we will be reaching out to close your ticket when the correction is posted and your accrual is reversed.

Update: May 1, 2021
The full correction is now estimated to take 35 days, as we receive the correcting entries, we will be posting throughout May and June.

Update: July 26, 2021

The Payroll Office completed the historical cleanup of the General Ledger to clear residual benefit amounts and correct leave assessments. Corrections were completed by financial journal and posted in the June 2021 accounting period.

• Correcting entries have a Journal ID beginning with “PR12VLA”.
• The historical cleanup will not be reflected in the Distribution of Payroll Expense (DPE), which will remain out of alignment with the General Ledger for these benefit amounts.
• To help departments navigate the corrections, the reference field contains information that can be used to tie the GL transaction back to the DPE.
  • First 9 characters: Empl ID & Empl Record Number
  • Next 8 characters: Paycheck Number
  • Last 9 characters: Pay End Date

• There were multiple VLA defect corrections bundled with this historical cleanup, including corrections in which the employee was originally not assessed when an assessment was due.
• The fund source that was incorrectly assessed at the time the earnings posted is referenced in the correction, regardless of subsequent salary cost transfers.
• If a sponsored project activity period was closed the open available period was used, if there was no open period or the project was closed the transactions are not included and will be evaluated by Contracts and Grants Accounting.
• Backup provided by the UCPath Center for the correction can be accessed at this Box folder: https://ucsf.box.com/s/52yq414bsvusonog992yfvcvffgo9pi2 (MyAccess login required).

If you have a ServiceNow ticket open with the Payroll Office and an accrual entry was done to temporarily correct one of these defects, we will be reaching out to close your ticket when the correction is posted and your accrual is reversed.

If you have questions, contact the Controller’s Office Solution Center.

Issue
In some cases, employees who have received a paycheck outside of their regular pay cycle (known as off-cycle pay) do not see a corresponding earnings statement in UCPath online.

Root Cause
According to the UCPath Center when there are multiple payrolls running back-to-back, off-cycle earnings statements do not always get posted.

Mitigation Plan
Employees who do not see their earning statement posted within one day of their off-cycle pay issuance can open a ticket with the Controller’s Office Solution Center who will escalate the case with the UCPath Center to have earnings statements posted.

Resolution
The UCPath Center has automated the process of posting earnings statements following off-cycle check processing. 

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 %.

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
This issue has been resolved. If you need further assistance, contact the Controller's Office Solution Center  .

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
Enhancements to the report released in January 2021 include additional funding entry data. Review details on the Controller’s Office website.

Issue
The Time field in the MyReports Transaction Detail Report (TDR) differs from the Time field in the Distribution of Payroll Expense Report (DPE) in both number of decimal places displayed and formatting of percentages. Preference is for both reports to display the Time field in the same manner. 

Root Cause
Underlying report structures are different. 

Resolution
An enhancement was released on October 12 to reformat the Time column to match the number fomats of columns on the DPE.  Read more   on the Controller's Office website.

Issue
Users are unable to initiate funding entry/updates or Direct Retro transactions for employees who have separated or who have transferred to another UC location.

Root Cause
The system is working as designed.

Resolution

1. Salary cost transfer (direct retro) transactions can be performed for employees who have separated or transferred to another UC location following the standard procedure outlined in the Salary Cost Transfer (Direct Retro) job aid.

2. Funding updates can be performed for separated or transferred employees whose funding was not entered using the Salary Cap/MCOP Funding Worksheet following the Perform Basic Funding Change instructions in the Position Funding Updates/Changes job aid.

3. Once a termination record is entered into UCPath, funding updates cannot be performed for employees using the Salary Cap/MCOP Funding Worksheet. Should further funding updated be required once a termination record is recorded, departments can perform a salary cost transfer to move payroll expenses after payroll processing.

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

Issue
Balances for Comp Time Holiday in UCPath do not reflect the full balance recorded in HBS.

Root Cause
During conversion, UCSF was unable to transmit pre-conversion balances in HBS for Comp Time Holiday.

Mitigation Plan
Employees should continue to view leave balances, including Comp Time Holiday balances, in HBS.

Long-term Resolution
HBS balances have been loaded to UCPath. Contact the Controller's Office Solution Center   if you need further assistance.

Issue:
Total monthly hours and percent of effort are incorrect for approximately 300 Medical Residents for the July and August 2020 monthly pay cycles.  Departments are seeing incorrect hours and effort percent in downstream systems, including the Distribution of Payroll Expense (DPE) Report.

Root Cause:
Due to a processing error, the weekly standard hours established in UCPath for these job records was incorrect.  This resulted in incorrect calculations of total monthly payroll hours and effort percent.  This issue is not pay impacting.

Resolution:
The issue has been corrected in UCPath, and hours and effort will be displayed correctly with the September 2020 pay cycle. Historical July and August data cannot be updated in UCPath and as a result will not be updated in downstream systems including the DPE Report.

Issue
Less than 60 overpayments resulted from an HBS defect that occurred when Paid Time Off (PTO) was recorded in arrears by an exempt employee. 

Root Cause
PTO recorded in arrears is a reclassification of hours with no corresponding net pay. In these cases, only the paid time off-salaried (PON) hours were sent by HBS. The corresponding REG hours previously recorded for the period were not reversed, resulting in an overpayment. 

Resolution
Employees who were overpaid are being contacted with repayment options.

The HBS defect was resolved prior to sending hours for the pay period ending August 22, 2020 and should not reoccur. 

Issue
When running the Distribution of Payroll Expense (DPE) report by Account or Alt Account, the Rate column may not reflect the compensation rate at the time of the transaction.

Root Cause
The DPE report displays the current rate information for the job at the time the data was loaded into the report.

Resolution
An enhancement has been made to display the rate effective during the time of the transaction.

Issue
Future distribution expenses in the MyReports Payroll Funding Report may be incorrect. 

Root Cause
The Payroll Funding Report was designed to categorize over-the-cap records based on details supplied in the UCPath technical specification. It was later discovered that the specification changed but had not been shared with downstream systems.

Resolution
A new methodology for categorizing over-the-cap records was developed, and an update to the report has been released.

Issue
For some MCOP funding entry transactions, Funding Entry Approvers and Salary Cost Transfer Approvers are receiving an error message when approving or denying transactions. This is occurring when transactions were submitted for approval with pay distributions per Earnings Code that do not total 100% or with chartstring validation errors.

Root Cause
Initiators were able to submit transactions where distributions per Earnings Code did not total 100%.

Mitigation Plan
If you encounter this issue in the future, log a ticket with The Bridge Center by emailing [email protected]. Please include the Funding Entry Request ID or Direct Retro Transaction ID/Run Cntrl ID for the transaction where you are encountering the error.

Issue
Several salary cost transfers were not processed as part of our local payroll journal creation process. As a result, transactions also do not appear in MyReports.

Root Cause
Transactions assigned the same Run ID and Accounting Date across multiple batches were being identified as duplicates and were not processed.

Resolution
A programming change was implemented and missing journals have been posted.

Issue
Payroll journal results for 4,170 employees are showing zero values for Hours, Percent of Pay, and Percent of Effort. This issue mainly impacts transactions for academic employees posted for the June monthly payroll cycle.

Users may see zero values in the Hours, Percent of Pay, and Percent of Effort in the Distribution of Payroll Expense Report and in the Time and %/H fields in the Transaction Detail Report in MyReports. Other downstream systems may be impacted.

Root Cause
Data was missing from the Labor Ledger received from UCPath.

Resolution
Data has been reloaded into the Labor Ledger. MyReports is now reflecting the missing data.

Issue
At go-live, 73 employees have a cap rate in UCPath that is higher than the cap rate established in PPS. In some cases, the cap rate in PPS was out of date and the cap rate in UCPath is correct. In other cases, the lower cap rate in PPS is correct and should be applied in UCPath.  

Root Cause
Most differences in cap rate were resolved during conversion. The remaining 73 were not corrected prior to conversion.

Resolution
Due to the complexities of applying the salary cap, Central Payroll cannot determine whether the cap rate in UCPath or the cap rate in PPS is correct. A report of these employees was provided to Funding Initiators to determine how to proceed. Funding Initiators should review the report and can make corrections in UCPath online as required. Contact The Bridge Center if you need assistance with corrections.

Issue
Salary cap amount is not displayed in the MyReports Distribution of Payroll Expense (DPE) report. 

Root Cause
The UCPath rate field is different than the PPS rate field, and the cap is not embedded in the rate field.

Resolution
The report has been enhanced with a new Cap Amount field.

Issue
Postdoctoral fellowships are not visible in the MyReports Distribution of Payroll Expense (DPE) Report.

Root Cause
Only expenses in 5000B, 5040B, and 5080B in the Account Tree are included in the DPE. Postdoctoral fellowships are not located in these levels of the Account Tree.

Resolution
The report has been enhanced to source expenses in the 5579D Scholarship/fellowship node of the Account Tree.

Issue
Records are missing from the MyReports Employee & Position Distribution report.

Root Cause
Health Sciences Compensation Plan (HSCP) records are not loading when Earn Code is blank.

Resolution
Change report to source blank Earn Code records for HSCP employees.

Issue
For the June 1 monthly pay cycle, AFLAC deductions were not taken.

Root Cause
The AFLAC deduction file did not get picked up by UCPath Center for processing.

Resolution
Impacted employees have been notified and the UCPath Center is working with these employees to bring their deductions up to date. Future AFLAC deduction files will be processed so that deductions are taken from employee paychecks. 

Issue
Records were missing for 11 employees on the MyReports Distribution of Payroll Expense (DPE) Report. 

Root Cause
Report logic required a Check Date when loading records, but employees with multiple appointments where UCSF is not the primary job do not have Check Date information. 

Resolution
Report logic was changed on June 9, 2020 to not require Check Date when loading records.  

Issue
Employees report that incorrect work location information is displayed in UCPath and on pay statements. 

Root Cause
At go-live, some employee work locations stored in Hitachi, UCSF's identity management system, were not converted to UCPath.

Resolution

• Work location data between UCPath and Hitachi has been corrected and is in sync as of June 15, 2020.
• Note that work location is not entered in UCPath. Employees can update work location details using the UCSF Directory  .