VAC for HSCP Faculty incorrectly distributed to default funding (RESOLVED)

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  .