Over the last several months, we have experienced a number of issues with the Prior Period Leave Redistribution process in UCPath. At UCSF, these issues primarily impact our Health Sciences Compensation Plan (HSCP) members.
Understanding the Issues
During payroll processing, the leave redistribution program looks back to retrieve prior period funding in effect at the time the leave was taken. If prior period funding cannot be identified, the program skips the paycheck. As a result, the leave transactions are charged to the default distribution established using the blank/catch-all chartstring (often using Project ID 2222222) rather than the distributions established for HSR/HSP/HSN components of pay. In addition, salary offsets for VAC earnings are applied only against HSR earnings and are not distributed across funding for all components of pay. These issues affect the financial recording of pay and leave but not the amount of pay or leave for any employee.
What is Being Done to Resolve the Issues
Improving the success of the Prior Period Leave Redistribution program and correcting the financial reporting has been identified as critical by UCSF. We have been working with the UCPath Center on this effort.
UCPath Center Business Analysts have been working over the last month to identify the scenarios that cause these issues. They have identified the following business scenarios and when they will be resolved in production based on the complexity of the issue. Counts of skipped positions are based on 6/30/2021 test payroll.
| Business Scenarios (UC Systemwide) |
Total Count of Skipped Positions | Non-MCOP Count | MCOP Count | Workaround | % No Workaround | Planned Release |
|---|---|---|---|---|---|---|
| Account Overrides | 28 | 13 | 15 | N/A | N/A | February |
| Employee with 2 positions, leave taken on one and no leave on other | 75 | 64 | 11 | N/A | N/A | November |
| No funding sources for prior period earnings | 249 | 229 | 20 | SCT if non-MCOP | 0.95% | February |
| Net Zero checks | 31 | 29 | 2 | SCT if non-MCOP | 0.10% | February |
| Holiday/ Vacation on last day of Pay Period when reported in current period | TBD | TBD | TBD | SCT if non-MCOP | TBD | November – needed for 12/31/21 pay cycle |
| Position change in middle of pay period | 21 | 12 | 9 | SCT if non-MCOP | 0.43% | February |
| Out of balance/ rounding issues throughout program | 1660 | 904 | 756 | SCT if non-MCOP | 35.93% | February |
Below are our best estimated counts of the UCSF HSCP population experiencing this issue in September 2021.
| Pay Period End Date VAC Earnings End Date |
Total positions reporting VAC | Estimate of positions skipped by the Leave Redistribution Process | Percent of skipped positions |
|---|---|---|---|
| 8/31/2021 VAC Earnings Date reported on the 9/30/2021 Pay Period End Date | 1390 | 277 | 19.93% |
Correction of Posted Transactions
In May, we advised departments to wait for the UCPath Center to run the Mass Leave Correction (MLC) process to correct the leave redistribution for skipped paychecks. The MLC is our best option to fully correct historical transactions; however, the results of the March-June MLC run were not inclusive of all skipped paychecks and included errors which are still pending correction. The correction of the MLC transactions has run in a test environment, and we are reviewing the transactions prior to requesting a production run. As the correction is not addressing all of the cleanup, we are continuing to review options with the UCPath Center.
While we await further assistance from the UCPath Center, our next best option is to make a correction locally to distribute VLA relief credits and effort percentages across funding sources. Making this correction through UCPath is complicated, requiring a recalculation of the vacation distribution and regular earning off-sets that must be entered as two separate salary cost transfers. A Leave Redistribution Correction Worksheet is now available with detailed instructions and calculator to aid Salary Cost Transfer Initiators in the creation of the Direct Retro transactions necessary to make a local correction. Use of the worksheet is intended only for transactions where an MLC correction or Direct Retro transaction has not already been processed for the payroll period.
Salary Cost Transfer Initiators and Approvers were invited to join the October 28 Funding Entry and Salary Cost Transfer Office Hours for a demonstration of the worksheet and how to make the Direct Retro entries. A recording of the demonstration is now available (MyAccess login required).
If you have questions or if you need further assistance, please contact the Controller’s Office Solution Center.