Deriving Activity Periods for Salary Cost Transfers

Activity Periods for payroll expenses are not specified during the UCPath funding entry process. Like PPS, Activity Periods are derived during posting to the General Ledger. The current logic to derive the Activity Period for any payroll transaction references the pay period end date. The Activity Period in which the pay period end date falls is selected during the journal generation process and applied to the transaction.

When a salary cost transfer is processed, the pay period end date changes from the pay period end date of the original transaction to the end date of the period in which the transfer is posted. As a result, salary cost transfers are posting to an Activity Period different than the Activity Period of the original transaction.

Example:

  1. Project 123456A has been established with the following Activity Periods:
  • Activity Period 01: 9/15/2019 - 6/30/2020
  • Activity Period 02: 7/1/2020 - 6/30/2021
  1. Earnings for the 5/1/2020 - 5/31/2020 pay period posted with a pay period end date of 5/31/2020. During posting to the General Ledger, the derived Activity Period was 01.
  2. Earnings were then transferred in July to a different chartstring via a salary cost transfer and posted with a pay period end date of 7/31/2020. Since the pay period end date changed to 7/31/2020, the derived Activity Period changed to 02. However, the Activity Period should remain as 01.

To resolve this issue, a change has been made in the logic to derive Activity Periods based on the earnings end date, a date reference that remains static to the period in which the salary was earned. The Activity Period in which the earnings end date falls will be selected during the journal generation process. This change will be applied to the posting of all on-cycle, off-cycle, and salary cost transfer journals.

For all completed journals where an incorrect Activity Period was derived, a financial journal will be recorded centrally to reverse the salary and benefits posted to the incorrect Activity Period and post expenses to the correct Activity Period.

  • Corrections will be posted in the July 2020 Accounting Period.
  • Departments do not need to take additional action to move these expenses. However, if a 547 journal has already been submitted in PeopleSoft, the journal should be reversed prior to July month-end close.

If you have questions or need additional assistance, contact the Controller's Office Solution Center.