Resources for Monitoring and Correcting Payroll Posting Errors

Audit & Advisory Services recently added six metrics to the Financial Management Dashboard (opens in new window), including two new metrics to help departments identify payroll transactions requiring corrections:

  • Payroll Default Chartstrings: Identifies campus payroll transactions requiring correction after posting to department default chartstrings due to invalid funding setup
  • Payroll Transactions in Suspense: Identifies campus payroll transactions requiring correction after posting to payroll suspense due to invalid funding setup

As a best practice, departments should regularly monitor expenses that are recorded to the department default chartstring and take corrective action using a salary cost transfer by the following month-end close. The Understanding Department Default and Catch-All Funding Sources (opens in new window) (MyAccess login required) reference guide provides more information about default funding sources applied during payroll processing, including how to use Flexfields to identify the reason for a default posting.

Payroll suspense items are cleared with the assistance of the Payroll Office and require two to three months to fully clear. Review Clearing Salary and Benefit Expenses in Payroll Suspense for the process and department responsibilities for clearing suspense items.

Avoiding Issues When Posting Salary Cost Transfers

To avoid payroll expenses posting to suspense or a department default chartstring during a salary cost transfer, Salary Cost Transfer Initiators should take the following actions to validate chartstrings before submitting transactions:

  1. Validate both “new data” and “old data” chartstrings. In cases where a Direct Retro is reversing all expenses on an “old data” chartstring, UCPath will not validate the chartstring at the time of submission (UCPath only validates chartstrings entered into the “new data” section of the transaction.). However, the chartstring for the reversing salary and benefits must be valid at the time of posting to the General Ledger or it will post to the payroll suspense account. Use the Chartfield Validator (opens in new window) in PeopleSoft Financials (MyAccess login required) to confirm that old data chartstrings are valid prior to submitting your transaction.
  2. Confirm that sponsored projects are active. A sponsored project must remain open during the entire salary cost transfer transaction processing period, from submission through posting to the General Ledger.
  • Use the Salary Cost Transfer/Direct Retro schedule in the Payroll Processing Calendar to confirm processing dates.
  • Research Services Analysts (RSAs) can confirm Project Activity Periods, Activity Period End Dates, and Processing End Dates on the Award Periods tab in the Research Administration System (RAS). Consult the RAS User Reference for more information.
  • If the intended transaction will allocate or remove expenses on an inactive activity period in the current month, contact your CGA Service Team to open the period prior to submitting the salary cost transfer.

If you have questions about addressing payroll that posted to suspense or the department default chartstring, contact the Controller’s Office Solution Center.