The fiscal year-end funding rollover program is scheduled to run at the end of June 2021. This process requires a freeze period during which all Funding Entry Initiators and Approvers cannot enter, update, submit, or approve funding transactions in UCPath. Review important dates, deadlines, and actions below, as well as how to get help during this year’s rollover activities.
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.
The rollover process determines how position funding is established for the next fiscal year.
- If the position’s Funding End Date 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.
- Position funding chartstrings containing inactive projects will be replaced with the department default chartstring.
Fiscal Year 2020-21 Dates, Deadlines, and Actions
| Date/Deadline | Department Action | UCPath Action |
|---|---|---|
| June 23 | No department action required. | Academic renewals for HCOMP faculty July 1 extensions will be updated in UCPath through a mass academic renewal process. Only includes renewals approved through APRP. |
| By June 23 | Review current fiscal year funding distribution lines and make any updates required for funding changes to roll forward into the next fiscal year. As a best practice, the Funding End Date should be left blank for all distribution rows. | |
| By June 23 | Funding Entry Approvers review and approve/deny all funding entry updates required for funding changes to roll forward into the next fiscal year. | |
| From 8 a.m. on June 24 to 12 p.m. on June 25 | Funding entry freeze: updates prohibited during fiscal year-end funding rollover processing. | UCPath Center will execute the fiscal year-end funding rollover process for position funding created using the Salary Cap / Multiple Component of Pay (MCOP) Funding Worksheet. |
| From 8 a.m. on June 28 to 12 p.m. on June 30 | Funding entry freeze: updates prohibited during fiscal year-end funding rollover processing. | UCPath Center will execute the fiscal year-end funding rollover process for Non-MCOP rollover. |
| Beginning on June 30 after 12 p.m. | For faculty who receive a July 1 compensation change, Funding Entry Initiators must enter new funding using the Salary Cap/MCOP Funding Worksheet to align distributions with new component pay amounts. Funding Entry Initiators can also enter new funding for faculty with no compensation change who need to have their funding sources reallocated. | |
| June 30 | No department action required. | Academic renewals for July 1 compensation will be updated in UCPath through a mass academic renewal process. This date is tentative and depends on UCPath Center deadlines. |
| 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 transfers for payroll that originated in UCPath for FY2020-21 to be recorded in FY2020-21. | Final salary cost transfer batch executed after 5 p.m. |
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 and Position Distribution Report in MyReports.
What are 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 that have a funding end date of June 30, 2021 or earlier. In order for funding to continue to the next fiscal year, the funding end date should be left blank.
- Expired funding distributions that do not pass the combo edit. For example, funding using a project where the RAS Processing End Date has expired.
- Positions or Departments that are inactive at the time of rollover.
- Funding for which funding entry was initiated, but not submitted or approved.
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 set up for FY 2021-22?
The fiscal year-end funding rollover process will not modify approved funding with an effective date of July 1, 2021 or later.
If I know that a funding change is needed for July 1, 2021, when can I start setting up funding?
If the employee’s funding does not require use of a Salary Cap / MCOP Funding Worksheet:
- You can enter funding changes at any time, but be sure to approve all funding effective July 1, 2021, by end of day June 23. The rollover process will skip any funding set up in the new fiscal year.
- You can also allow the funding rollover program to run and then enter and approve the new funding after the funding rollover program has completed. Funding changes must be entered and approved by the July 26 funding entry deadline in order for changes to be in effect for the July 2021 monthly pay cycle.
If the employee’s funding requires use of a Salary Cap / MCOP Funding Worksheet:
- Wait for the academic renewals process to complete. You should not enter funding using the MCOP worksheet until the academic renewals process has extended the job to the new fiscal year and all compensation updates are complete.
- Be sure that funding updates are entered and approved by the July 26 funding entry deadline in order for changes to be in effect for the July 2021 monthly pay cycle.
Help Resources
- The Funding Rollover at Fiscal Year End quick reference guide has been updated to reflect the dates and deadlines above.
- Join a webinar on Thursday, June 10, from 2:30 - 3:30, to review the rollover process and get answers to your questions.
- Complete this form to register and to receive the Zoom webinar link (MyAccess login required).
- A recording of this session will be posted on the UCPath at UCSF website for those unable to attend.
- Bring your questions to an upcoming office hours session for Funding Entry and Salary Cost Transfer Initiators and Approvers. In June, office hours will be conducted every Tuesday through Thursday, from 2:30 - 3:30 p.m.
- If you have additional questions, contact the Controller’s Office Solution Center.