Guidance on Clearing Salary and Benefit Expenses in Payroll Suspense

Following the UCPath conversion, some salary and benefits were charged to a department default chartstring containing a Dept ID that was not at a posting level. Planning is underway to ensure that all default chartstrings contain posting-level Dept IDs. In the meantime, departments will continue to see payroll go to suspense when a non-posting level chartstring is used as a default. 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 below are the steps to move payroll that posts to the suspense account.

Step 1: Provide the Payroll Office with a posting level Dept ID.

  • 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.
  • The expense will be moved by the Payroll Office via financial journal. As a reminder, these journal lines do not contain an employee name or employee ID and are grouped by Account on the Transaction Detail Report.

Step 2: Run the Distribution of Payroll Expense (DPE) by Account in MyReports to identify payroll on Project “2222222” that was recorded to a non-posting level Dept ID.

Step 3: Perform a salary cost transfer (direct retro) in UCPath to move the expense to a new valid chartstring.

  • The “transfer from” credit using the non-posting Dept ID will suspend.
  • The “transfer to debit” will post to the new chartstring.

Step 4: The Payroll Office will clear the credit to the same chartstring where the original suspended expense was posted.

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