Systems News and Updates

Key Dates for UCPath Fiscal Year-End Processing

May 2, 2022

To help plan for fiscal year-end, finance administrators should note these upcoming UCPath activities. Look for further information to prepare for key payroll processing deadlines in the June edition of the Controller's Office Newsletter .

Fiscal Year-End Funding Rollover

The UCPath fiscal year-end funding rollover program is scheduled to run at the end of June 2022. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. The UCPath Center has announced that the freeze period for all Funding Entry Initiators and Approvers will be from 8 a.m. on June 24 until 12 noon on June 30. Departments can begin to prepare for fiscal year end by reviewing position funding with end dates set to expire in June.

Final Fiscal Year 2021-22 Salary Cost Transfer Processing

The deadline to approve all salary cost transfers for payroll that originated in UCPath for FY2021-22 to be recorded in FY2021-22 will be 5 p.m. on July 5. Salary Cost Transfer Initiators and Approvers are advised to submit and approve any required Salary Cost Transfers as early as possible.

How to Prepare for the UCPath Outage: Friday, December 10 to Monday, December 13

December 1, 2021

UCPath will not be available to any employees or transactors from noon on Friday, December 10, to 6 a.m. on Monday, December 13.

During this outage window, the UCPath Center will perform a technical upgrade to the underlying Oracle PeopleSoft HCM platform. UCSF employees, managers, and department transactors will see minimal to no changes to their experience using UCPath as a result of the upgrade.

Review and follow the deadlines and additional actions below to minimize impacts resulting from the upgrade and outage period. If you need further assistance, select from the list of UCPath support contacts on the Get Help page.

All Employees

Employees are encouraged to plan ahead and to the extent possible, access UCPath online prior to the outage start at noon on Friday, December 10. Biweekly employees who do not access earnings statements for the December 8 payday prior to the outage start will need to wait until UCPath online is available on December 13.

During the outage, the UCPath Center will continue to be available for support by phone during business hours. Note that UCPath Center staff will not have access to UCPath online during the outage.

UCSF Health Managers

UCSF Health transactions submitted in PeopleConnect should

  • Not have a start date between December 7 and 10 for new hires and rehires
  • Not have a pay period start date of December 12 for transfers (lateral, promotion, demotion)
Funding Entry Initiators and Approvers

All transactions pending approval should be approved or denied prior to the upgrade.

  1. Fiscal year 2020-21 funding transactions in pending approval status will be denied centrally, by 3 p.m. on December 9.
  • Funding Entry Initiators will receive notification of any denied transactions.
  • While we do not expect these transactions need to be re-entered, the Copy feature allows you to re-enter and submit a transaction based on a denied transaction.
  1. Current fiscal year funding transactions in pending approval status should be approved or denied by 3 p.m. on December 9.
  • Funding Entry Approvers should review pending transactions in their Worklists and take appropriate action.
  • As a reminder, the Funding Entry Initiator name is replaced with “Service Batch User” once a transaction has exceeded 3 days in pending approval status.
  • On November 17, funding entry users were emailed a link to a list of pending funding transactions by Position Department.
  1. New funding can continue to be submitted and approved up to 3 p.m. on December 9.
  2. Transaction processing can resume beginning at 6 a.m. on December 13. Take note and plan for the following funding entry deadlines for upcoming pay periods after the upgrade is complete:
  • December 15: biweekly pay period ending December 11
  • December 27: monthly pay period ending December 31
  • December 28: biweekly pay period ending December 25
Salary Cost Transfer Initiators and Approvers

All transactions pending approval should be approved or denied prior to the upgrade.

  1. Direct retros initiated prior to July 2021 and still in pending approval status will be denied centrally by 3 p.m. on December 9.
  • Salary Cost Transfer Initiators will receive notification of any denied transactions.
  1. Direct retros initiated since July 1, 2021 and still in pending approval status should be approved or denied no later than 5 p.m. on December 7.
  • Salary Cost Transfer Approvers should review pending transactions in their Worklists and take appropriate action.
  • As a reminder, the Salary Cost Transfer Initiator name is replaced with “Service Batch User” once a transaction has exceeded 3 days in pending approval status.
  • On November 17, salary cost transfer users were emailed a link to a list of pending direct retro transactions by Position Department.
  1. New direct retros can continue to be submitted and approved up to 5 p.m. on December 7.
  2. Transaction processing can resume beginning at 6 a.m. on Monday, December 13. Take note and plan for the remaining salary cost transfer batch processing deadlines in December. Direct retros must be approved by 5 p.m. to be included in the batch.
  • Monday, December 13
  • Friday, December 17
  1. The last day to submit new Late Cost Transfers prior to the outage window was November 29. Late Cost Transfers submitted by November 29 will be either approved by December 7, or CGA Compliance will discuss re-entry with the initiator for after the outage period.

Financial Systems Unavailable During Oracle Upgrade: October 15-17

October 1, 2021

In October, UCSF will upgrade to the current release of Oracle Database. The Oracle Database platform is used by several applications and information systems at UCSF.

The following financial systems will be unavailable during the maintenance periods specified. Please plan accordingly.

System Outage Begins Outage Ends
MyReports 11 p.m. on Friday, October 15 6 p.m. on Sunday, October 17
PeopleSoft Financials including General Ledger (GL), Research Administration System (RAS), and Capital Asset Management (CAM) 11 p.m. on Friday, October 15 10 a.m. on Sunday, October 17

UCPath combo/edit validations for Funding Entry, Salary Cost Transfers, and Benefit Cost Transfers

Note: UCPath will be available, but Funding Entry and Salary Cost Transfer transactors will not be able to complete chart of account validations and save, submit, or approve transactions while PeopleSoft Financials is offline.

11 p.m. on Friday, October 15 10 a.m. on Sunday, October 17

Contact the IT Service Desk with questions or for ongoing status updates.

Update on Prior Period Leave Redistribution

May 3, 2021

Last month’s decision to remove UCSF from the enhanced process to redistribute prior period leave resulted in the incorrect distribution of leave across position funding established using the Salary Cap/MCOP Funding Worksheet. The issue impacted members of the Health Sciences Compensation Plan (HSCP) who had leave reported on the March 31, 2021 paycheck. Leave transactions were charged to the default distribution established using the blank/catch-all chartstring (often using Project ID 2222222) instead of to the distributions established for HSR/HSP/HSN components of pay. In addition, salary offsets for VAC earnings were applied only against HSR earnings and were not distributed across funding for all components of pay. These issues affect the financial recording of pay and leave but not the amount of pay or leave for any employee.

Read more about this issue and the resolution plan on the Controller's Office website.

Salary Cost Transfer Defects Related to Recent Enhancement - Update

April 1, 2021

As previously reported, we are experiencing several defects as a result of the recent enhancement to redistribute prior period leave transactions using the funding source in effect on the earnings end date of the leave transaction recorded in HBS. Due to these defects, we have made the decision to remove UCSF from the enhanced process. We are working with the UCPath Center to address all defects related to this enhancement and hope to opt back into the process once they are resolved.

Read more about this issue on the Controller's Office website.

Payroll Processing Calendar Updates for Journals and Salary Cost Transfers

January 4, 2021

The 2021 Payroll Processing Calendar is now available on the Controller’s Office website. It reflects current payroll journal posting dates for on-cycle and salary cost transfer batches. Also included in the calendar are local processing deadlines to initiate and approve funding entry and salary cost transfer transactions in time for each posting date.

Anticipated dates for posting to the General Ledger and availability in MyReports are based on representative timing provided by the UCPath Center for when locations will receive labor ledger data. If you have questions, contact the Controller’s Office Solution Center.

UCPath Alert: December Salary Cost Transfer Processing Schedule

December 8, 2020

The UCPath Center changed the December 2020 salary cost transfers processing schedule. Salary cost transfers (direct retros) approved after 7:00 a.m. on Monday, December 7, will be processed as part of the final December batch.

SCT Local APPROVAL Due by Accounting Period Journal Posts to GL Journal Available in MyReports
Monday, December 7 before 7 a.m. 6 Friday, December 11 Monday, December 14
Monday, December 7 after 7 a.m. 6 Thursday, December 17 Friday, December 18
Wednesday, December 9 by 5 pm 6 Thursday, December 17 Friday, December 18

The Payroll Processing Schedule on the Controller's Office website has been updated to reflect this change. If you have questions or need assistance, contact the Controller's Office Solution Center.

UCPath Alert: November Monthly On-Cycle Labor Ledger Delay

December 4, 2020

UPDATE: the current target to post November Monthly Payroll Journals to the UCSF Financial System and ODS is Saturday, December 5. The current target for payroll results to be available in MyReports is Sunday, December 6.

The Monthly 201130M0X On-Cycle Labor Ledger Detail results originally scheduled for delivery on Thursday, December 3, is delayed. As a result, posting of the November monthly payroll journals to the UCSF Financial System and ODS, and availability in MyReports is also delayed. The UCPath Center has been notified and is investigating the issue.

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

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).

UCPath System Outage Begins UCPath System Outage Ends
Wednesday, December 9, 10:00 p.m. Monday, December 14, 6:00 a.m.

During the outage, all UC employees will not have access to UCPath. The UCPath Center will continue to be available for support by phone during business hours. For a complete list of support contacts, visit Get Help.

 

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

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

November 1, 2020

The 2020 Payroll Processing Calendar has been updated to reflect the latest payroll journal posting dates. The UCPath Center has provided representative timing for when locations will receive labor ledger data which allows us to provide more accurate anticipated dates for posting to the General Ledger and availability in MyReports.

In addition, the UCPath Center has established a schedule for when salary cost transfer (SCT) processing will occur in UCPath. While the processing frequency is less than what was originally communicated from UCPath, the set dates are an improvement over the current process and will allow departments to plan for processing deadlines. Salary cost transfers in an approved status by the date and time indicated on the calendar will be picked up in the scheduled SCT batch process and posted according to the schedule. The UCPath Center may run additional ad-hoc salary cost transfer batches when the payroll processing schedule allows.

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

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.

Outage Begins Outage Ends
Sunday, October 18, 6:00 a.m. Sunday, October 18, 6:00 p.m.*

  *Note: the original outage end time announced on September 29 was updated from 2:00 p.m. to 6:00 p.m.

Regular Maintenance Windows Impacting UCPath Users

October 1, 2020

Two regularly scheduled maintenance windows impact UCPath users:

  • Every Sunday from midnight to 6 a.m.
  • Every third Sunday from 6 to 10 a.m.

UCPath is available 24/7/365 except during regularly scheduled maintenance, every Sunday from 12 to 6 a.m. Other scheduled UCPath system outages will be listed in the Key UCPath Systems Dates section of the System Information page on the UCPath website as information becomes available.

In addition, the maintenance window for UCSF's PeopleSoft Financial System is every third Sunday from 6 to 10 a.m. During this monthly 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.

UCPath Alert: July Monthly On-Cycle Labor Ledger Delay

July 31, 2020

The Monthly 200731M0X On-Cycle Labor Ledger Detail results originally scheduled for delivery on Friday, July 31, will be delivered on Saturday, August 1. Due to this delay, the current target to post July Monthly Payroll Journals to the UCSF Financial System and ODS is Saturday, August 1. The current target for payroll results to be available in MyReports is Sunday, August 2.

UCPath Alert: UCPath Center WFA Transactions Averaging 5-7 Days

July 8, 2020

Due to an increase in volume as well as downtime for the cutover of Lawrence Berkeley National Laboratory to UCPath, WFA transactions processed by the UCPath Center are currently averaging a turnaround time of five to seven days.  

The UCPath Center WFA team is working extended hours to minimize impacts and return to a normal one to five day Service Target by Monday July 13, 2020.

Enhancement: Changes to MCOP Funding Distribution Worksheet Procedures

July 8, 2020

Due to a recent enhancement in UCPath, the Begin and End Dates in the Funding Distribution Worksheet must now cover the full period from the Funding Effective Date (Begin Date) through the end of the fiscal year (End Date).  Previously, users were instructed to enter a one-month period as a representative sample when creating funding distribution rows within the MCOP worksheet

The enhancement created an end date row on the MCOP Preview page to ensure that funding is effective only for the specified funding period.  When the funding does not span the entire fiscal year, any remaining gap in the Funding Distribution Worksheet will use the "catch-all" fund(s) from the Default Funding Profile row where the OTC Indicator is set to "No" for the unspecified period.

Job aids on the Information for Funding Entry Initiators and Approvers page of the UCPath website have been updated to reflect this change. We are in the process of updating web-based training materials in the UC Learning Center.

UCPath Alert: June Monthly On-Cycle Labor Ledger Delay

July 1, 2020

The Monthly 200630M0X On-Cycle Summary and Labor Ledger Detail results will be delivered on Wednesday, July 1, 2020. Due to this delay, the current target to post June Monthly Payroll Journals to the UCSF Financial System and ODS is July 2, 2020.
 
The UCPath Center is working to minimize any further delay and will provide additional information as necessary.

Important Update: Fiscal Year-End Activities for Funding Entry

June 22, 2020

The UCPath Center is requiring additional processing time to perform the year-end funding rollover process for positions funded using MCOP worksheets. In previous years, MCOP worksheet data was not rolled over, requiring additional work to manually set up MCOP transactions for the new fiscal year.

In addition, the UCPath system will be unavailable to all users from Friday, June 26, 10:00 p.m. to Monday, June 29, 6:00 a.m., during conversion of data for Lawrence Berkeley National Laboratory (LBNL).

In order to accommodate the MCOP rollover and the LBNL conversion, the outage period for performing funding entry activities in UCPath has been expanded as follows:

Outage Begins Outage Ends Department Action UCPath Action

Thursday, June 25, 8:00 a.m.

Tuesday, June 30, 12:00 p.m.

Funding entry freeze: updates prohibited during Fiscal Year End Funding Rollover processing.

June 25, 8:00 a.m. – June 26, 12:00 p.m.

UCPath Center will execute the Fiscal Year End Funding Rollover process for MCOP rollover.

June 26, 10:00 p.m. – June 29, 6:00 a.m.

The UCPath system will be unavailable to all users during conversion of data for Lawrence Berkeley National Laboratory

June 29, 8:00 a.m. – June 30, 12:00 p.m.

UCPath Center will execute the Fiscal Year End Funding Rollover process for Non-MCOP rollover.

Please submit and approve all current fiscal year funding entries intended to be rolled over prior to Thursday, June 25.

For additional information, including key dates and deadlines for year-end processing, review the updated job aid available from the UCPath website.

Planned Maintenance: June 26, 8 p.m. - June 29, 6 a.m. & July 17, 10 p.m. - July 20, 6 a.m.

June 22, 2020

The UCPath system (including UCPath online) will be unavailable during the following periods, in preparation for the transition of Lawrence Berkeley National Laboratory (LBNL) to UCPath.

UCPath System Outage Begins UCPath System Outage Ends
Friday, June 26, 8:00 p.m.* Monday, June 29, 6:00 a.m.
Friday, July 17, 10:00 p.m. Monday, July 20, 6:00 a.m.

*Note: the outage start time on June 26 was changed from 10:00 p.m. to 8:00 p.m. by the UCPath Center.

Planned Maintenance: July 17, 10 p.m. - July 20, 6 a.m.

June 22, 2020

The UCPath system (including UCPath online) will be unavailable during the following periods, in preparation for the transition of Lawrence Berkeley National Laboratory (LBNL) to UCPath.

UCPath System Outage Begins UCPath System Outage Ends
Friday, June 26, 8:00 p.m.* Monday, June 29, 6:00 a.m.
Friday, July 17, 10:00 p.m. Monday, July 20, 6:00 a.m.

*Note: the outage start time on June 26 was changed from 10:00 p.m. to 8:00 p.m. by the UCPath Center.

Planned Maintenance - Saturday, June 20 from 12:01 a.m. - 6:00 a.m.

June 20, 2020

The UCPath system (including UCPath online) will be unavailable from 12:01 a.m. to 6:00 a.m. on Saturday, June 20, 2020.

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

Enhancement: Social Security Number Update Request Available in UCPath online

June 15, 2020

As of Monday, June 15, 2020, employees can submit an update request for their Social Security Number (SSN) using UCPath online.

Previous Process: Employees would work with their location to submit a request to update their SSN.

New Process:

  • Employees can now go to UCPath online under Personal Information Summary and submit their SSN update request
  • A confirmation email will be sent to the employee upon submission of their SSN update request

Training Resource:
Please refer to the Update My Social Security Number (SSN) training simulation on the UCPath Help site.