Department Salary Cost Transfer Initiators and Approvers should start preparing now for fiscal year-end close. In order to be recorded in Fiscal Year 2023-24, all salary cost transfers must be approved in UCPath by 8 p.m. on Sunday, July 7, 2024, and all direct retros must be approved in UCPath by 5 p.m. on Thursday, July 4, 2024.
The Payroll Processing Calendar on the Controller’s Office website includes additional updates to salary cost transfer and direct retro batch processing during fiscal year end.
Review the following reminders to help minimize processing delays in UCPath in preparation for year-end close.
Confirming Valid Chartstrings
When submitting transactions, UCPath will perform a chartstring validation on the “new data” chartstrings. Although “old data” chartstrings are not validated during the submission process, it is equally important that these chartstring are valid at the time of processing. If a transfer is reversing expenses on an “old data” chartstring, that chartstring must also be valid at the time of posting to the General Ledger. If it is not valid, the reversing salary and benefits will post to the payroll suspense account.
- Before performing a transfer, check that sponsored projects are active by using the chartfield validator (opens in new window) in PeopleSoft (MyAccess login required).
- Contact your CGA Service Team to verify that sponsored projects will remain open during the entire transaction processing period (submission, approval, batch processing, and posting to the General Ledger).
Using the Distribution of Payroll Expense (DPE) Report to Prepare Direct Retros
The Distribution of Payroll Expense (DPE) report is an important tool for reviewing payroll expenses in preparation for submitting a salary cost transfer or direct retro. As a best practice, use DPE data to identify specific payroll expense transactions requiring adjustments.
MyReports provides the option to run the DPE report by Accounting Period or Earning Period.
- Reports run by Accounting Period will show all payroll transactions that were posted in the selected data range. This is the default setting.
- Reports run by Earning Period will show all payroll transactions that were earned in the selected date range.
When reconciling effort percent by month, run the DPE report by Earning Period to view all transactions associated with an earnings end date, including leave transactions for the earnings period that may have posted in arrears in the next accounting period. Any adjustments required for a specific month should be based on the complete information by earnings end date provided in the DPE report.
Please contact the Controller’s Office Solution Center if you need further assistance.