News & Announcements

ACTION REQUIRED: UCPath GL FAU Errors

01/15/2019

TO: Campus Community
FR: Leslie Griffin, Associate Director, Business & Financial Services
RE: ACTION REQUIRED: UCPath GL FAU Errors

 
When UCPath encounters problem chartfields, it will substitute a valid chartstring so that payroll processing can continue.  This memo will provide an overview of UCPath chartfield substitutions and instructions on how to correct the substituted chartfields.
 
Overview
  • Payroll Expense - UCPath delivers payroll expense information to the campus financial system (detail in the Payroll Ledger  in the DataWarehouse and summary in the General Ledger).  The chartfield values (FAUs) in the UCPath Funding Entry Page are used to code the payroll activity.
  • Errors - When UCPath encounters an invalid or missing FAU, it will substitute a valid account & fund. 
  • Corrections - Departments will use the Direct Retro (also known as Salary Cost Transfer) function in UCPath to move payroll activity from the edit error, suspense or default chartfields to the appropriate chartfield values.
 
Substitute Chartstrings
UCPath monitors the chartfield values.  When the system finds certain error conditions, chart of account substitutions are made.
ERROR TYPE Account Fund
EDIT ERROR Invalid chartfield combo Default * 89996
SUSPENSE Expired Funding End Date 660000 89997
DEFAULT Missing chartfield values Default * 89998
* Account Default - For each Department, the account default is set to the account most commonly used for payroll during fiscal years 2016 & 2017.
Salary Cost Transfer
(Direct Retro)
Departments will use the Direct Retro function in UCPath to move payroll activity from the edit error, suspense or default chartfields to the appropriate chartfield values.
 
How to Correct Errors
FIND TRANSACTIONS in Data Warehouse
Use the Data Warehouse EZ Access reports to find salary transactions needing correction
  • UCPath Payroll Beta Report – Payroll Expense Inquiry
  • Search your Dept for transactions on Funds  89996 & 89998, Subs 0, 1

SALARY COST TRANSFERS (Direct Retro) in UCPath
Use the Salary Cost Transfer function in UCPath to move the transactions to the appropriate FAU. Click here to view the job aid for Position Funding Entry: https://www.bfs.ucsb.edu/files/docs/payroll/UCPath-Job-Aid-Funding-Entry.pdf

 
How to avoid SCT – Be proactive
  • Errors
    • Monitor and correct chartfields
    • Review Positions to make sure the Funding Entry page has an Account & Fund
    • Recommendation:  Leave the Funding End Date field blank
  • Deadlines – be mindful of cutoffs for Funding Entry changes before a paycycle completes
  • New Positions – make the Funding Entry page a routine part of your new position process
 
References