How to Prepare for the 2023-24 Fiscal Year-End Funding Rollover Process

The fiscal year-end funding rollover program is scheduled to run at the end of June 2024. This process requires a "freeze" period during which 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 2023-24 Dates, Deadlines, and Actions

Date/Deadline Department Action UCPath Action

June 19

No department action required.

Academic renewals for HCOMP faculty July 1 extensions will be updated in UCPath through a mass academic renewal process. Includes only renewals approved through APRP.

By June 20

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 20

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 21 to 12 p.m. on June 27

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 as well as non-MCOP funding created using the main Funding Entry page.

Beginning June 28

Funding Entry Initiators can enter new funding for faculty with no compensation change who need to have their funding sources reallocated.

  

Beginning June 28

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 funding entry deadline.

  

By July 8

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 10

For faculty who receive a July 1 compensation change, have distributions set up on capped funding sources and have a compensation rate that is over the salary cap, Funding Entry Initiators must enter new funding using the Salary Cap/MCOP Funding Worksheet to align distributions with new component pay amounts.

  

Beginning July 1

The Payroll Office will publish and distribute funding rollover error reports for review by department transactors.

Reports provide error details for position level funding that DID NOT rollover.

Funding entry for these positions should be entered and approved before the next payroll deadline.

  

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, 2024 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 2024-25?

The fiscal year-end funding rollover process will not modify approved funding with an effective date of July 1, 2024 or later.

If I know that a funding change is needed for July 1, 2024, 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, 2024, by end of day June 20. 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 21 funding entry deadline in order for changes to be in effect for the July 2024 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 21 funding entry deadline in order for changes to be in effect for the July 2024 monthly pay cycle.

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