UCPath posts payroll expenses with invalid funding distributions to a department default chartstring. This practice reduces the occurrence of payroll suspense items and gives greater visibility to funding distribution issues, making it easier for departments to identify and correct missing or invalid funding. While payroll suspense items are cleared with the assistance of the Payroll Office (See Guidance on Clearing Salary and Benefit Expenses in Payroll Suspense), payroll expenses that post to department default funding must be transferred by the department from the default chartstring to the correct funding source(s) using the UCPath salary cost transfer process.
As a best practice, departments should regularly monitor and take action to correct expenses that are recorded to the department default chartstring by the following month-end close.
- Campus department Salary Cost Transfer Initiators and Approvers enter and approve salary cost transfers directly in UCPath online.
- UCSF Health departments use the Salary Cost Transfer PeopleConnect Management Action form (MyAccess login required) to notify UCSF Health Human Resources of salary and benefits costs requiring correction.
Department default funding is established in UCPath for all departments in which positions reside. In addition to default funding at the department level, default funding is also required at the position level during funding entry. A new quick reference guide, Understanding Department Default and Catch-All Funding Sources, provides additional details about default funding sources, including why and when each is used during payroll processing.