Key Payroll Processing Activities and Deadlines for Fiscal Year-End

UPDATE: The UCPath Center is requiring additional processing time to perform the year-end funding rollover process for positions funded using MCOP worksheets. In order to accommodate the MCOP rollover, the outage period and key deadlines for performing funding entry activities in UCPath has been updated below. Please submit and approve all current fiscal year funding entries intended to be rolled over prior to June 25.

UCPath brings changes to year-end processes for updating payroll funding distributions and for transferring payroll expenses. As the 2019-20 fiscal year-end approaches, we would like to share key payroll activities and action items required for department finance administrators.

About the Fiscal Year End Funding Rollover Process

Funding for the distribution of payroll expenses is entered and recorded in UCPath on a fiscal year basis. At fiscal year-end, central processing units at the UCPath Center run the fiscal year-end funding rollover process to create funding distributions for unexpired fund sources for the next fiscal year. This eliminates the need to re-enter funding for payroll distributions that continue beyond the current fiscal year. Position funding chartstrings containing expired funds will be replaced with the department default chartstring.

The Funding End Date defines when a distribution line expires for a position. Campus departments and UCSF Health Human Resources (on behalf of UCSF Health departments) enter this optional field on the UCPath funding entry page when entering position level funding distributions. The rollover process evaluates the position’s Funding End Date to determine how to proceed:

  • If the position’s Funding End Date has not expired or is blank, the rollover process will create a new funding distribution row for the new fiscal year.
  • If the position’s Funding End Date has expired, the rollover process will replace the expired funding chartstring with the department default chartstring.

Fiscal Year 2019-20 Dates, Deadlines, and Actions

Date/Deadline

Department Action

UCPath Action

June 22 to 23

No department action required.

Academic renewals for July 1 compensation increase will be updated in UCPath through a mass academic renewal process.

By June 24

Review funding end dates for all positions.

Funding Entry Initiators update UCPath funding entry with any required changes by established deadline.

 

By June 24

Funding Entry Approvers review and approve/deny all funding entry updates required for funding changes to roll forward into the next fiscal year.

 

By June 26

Submit a PETU1 for payroll expenses on sponsored funds that originated in PPS. PETUs submitted by this deadline will be processed prior to the FY2019-20 interim close.

 
From 8 a.m. on June 25 to 12 p.m on June 30 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.

Beginning on
June 30 after
12 p.m.

Funding Entry Initiators can begin updating MCOP worksheets for faculty who receive a July 1 compensation increase and for faculty who may need to have their funding sources reallocated.

 

Beginning July 1

Departments review position funding in MyReports for distributions appearing on the department default chartstring (i.e. project = 2222222).

Funding entry updates should be initiated and approved before the next payroll deadline.

 

By 5 p.m. on July 6

Deadline to approve all salary cost transfers2 for payroll that originated in UCPath for FY2019-20 to be recorded in FY2019-20.

Final salary cost transfer batch executed after 5 p.m.

By July 17

Submit PETU for payroll expenses on non-sponsored funds that originated in PPS. PETUs submitted by this deadline will be processed prior to the FY2019-20 interim close.

 

1 Payroll expenses that originate in PPS must be moved using the PETU process; these expenses cannot be moved in UCPath using a salary cost transfer. PPS will remain operational to process PETUs submitted through September 30, 2020.

2 Payroll expenses that originate in UCPath must be moved using the UCPath salary cost transfer process.

Common Questions

How can I identify and review funding end dates?

To view your funding end dates for positions in your department, run the Employee & Position Distribution report in MyReports or the HR Monthly Reports from HRIS.

What are the common funding entry errors that prevent rollover to the next fiscal year?

If the rollover process does not carry forward funding to the next fiscal year, the employee will be paid out of the department default chartstring. Common errors include:

  • Distributions with a funding end date of June 30, 2020 or prior were recorded in UCPath when funding should have continued to the next fiscal year.
  • Expired funding distributions that do not pass the combo edit. For example, funding using a project where the RAS Processing End Date has expired.

The department will need to correct the funding and perform a Salary Cost Transfer to transfer any payroll expenses that may have been paid out of the department default chartstring.

What will happen to funding I have already setup for FY 2020-21?

The Fiscal Year End funding rollover process will skip funding with an effective date of July 1, 2020 or later.

Contact for Assistance

If you have additional questions, please contact The Bridge Center.