Finance User Learning Path

Welcome to the Finance User Learning Path. 

This page provides guidance on resources specifically for those who are handling Funding Entry and Salary Cost Transfers (Direct Retros).  The full library of training materials can be found on the Training Resources page.  The latest news on the UCPath system related to Finance can be found on the System News page.

eLearning & Job Aids




Content / Description

Related Job Aids


Changes UCPath Brings to Funding Entry & Salary Cost Transfers

10 min

This course provides a quick overview of the changes to how we'll handle Funding Entry and Salary Cost Transfers with the new UCPath system.


Overview of Funding in UCPath

15 min

This course explains the core concepts on how funding will be handled with UCPath and is recommended as a precursor to the Funding Entry / Updates and Salary Cost Transfer courses.



Funding Entry Inquiry

20 min

This course provides tips on navigating in UCPath and explains how to run a Funding Entry Inquiry. It includes details on how to interpret the information provided on-screen.



Funding Entry & Updates 
Required for Access

30 min

This course describes the position funding entry process overall as well as providing detailed instructions on submitting new funding entry requests, updating existing funding entries, and uploading funding files into UCPath.


Salary Cost Transfers (Direct Retro) 
Required for Access

30 min

This course describes how to enter salary cost transfers in UCPath, using the Direct Retro transaction. It also explains how to run Direct Retro inquiries and interpret the resulting screen.

UCDGEN203 MCOP/Salary Cap Worksheet in Funding Entry  20 min This course walks through the Salary Cap/MCOP Worksheet in the Funding Entry Page in UCPath. The Salary Cap/MCOP Worksheet is used for entering funding distributions for Health Sciences Compensation Plan (HSCP) employees and/or employees with funding subject to Salary Caps.

Salary Cost Transfers for Work-Study

Coming Soon!
  This course explains the basics of the Work-Study program and provides step-by-step instructions on how to process salary cost transfers ("direct retros") for paychecks with Work-Study funding.  

Calculators to Aid UCPath Entry

Below please find links to Excel calculators that have been developed by departments at UC Davis to help in preparing content before entering it into the UCPath screens.

• Calculator for Percent of Effort to UCPath Funding Entry (thanks to CA-ES team!)
• Calculator for Salary Cap / MCOP Worksheets (thanks to SOM team!)
     The Salary Cap/MCOP Worksheet was updated on 2/13/20 to include NIH salary cap, calculations for vacation pay in Direct Retros and a new Tips sheet

GL FAQs & Tips

UCPath Center G/L Processing Calendar

The G/L Processing Calendar shows the payroll processing calendar as a baseline with details on when Salary Cost Transfers (SCT), Benefit Cost Transfers (BCT), and other updates will be processed. See the last page of the document for definitions.

  • Last posted 12/16/2020 – Q4 Update: December will have an additional SCT Batch Process at the end of December.  Approve Direct Retros by 12/23/2020 5 p.m. to post in the December Ledger.
  • Last posted 12/16/2020 – Q1 Update: Calendar for Jan-Mar 2021 has been added.

G/L Processing Calendar, Oct. - Dec. 2020 (PDF)

G/L Processing Calendar, Jan. - Mar. 2021 (PDF)

Tracking COVID-19 Costs for UC Davis Medical Center

COVID-19 will have financial implications for UC Davis Medical Center and we will want to track direct and incremental costs for the organization. The situation for UC Davis Health continues to develop, therefore, these guidelines will be updated and expanded as the response to COVID-19 continues to evolve. Objective: to meet financial reporting requirements related to California Department of Finance, FEMA, 1135 Waiver, CAPH, UCOP and Executive Leadership.  

Please see the guidelines here and the instructions on processing Direct Retro cost transfers here. (Note that the guide has revision marks visible to provide visibility into what has changed since initial release.)


Tips | Direct Retros (Salary Cost Transfers)


In the New Data section, change all distribution rows to the Department FAU(s) and select "Apply WS" in the dropdown for each row.  When the Direct Retro is processed, the Work Study split will be calculated.  For more on processing transfers for Work-Study, see the eLearning & Job Aids section of this web page.

Multiple Paychecks

If multiple paychecks (pay periods) are selected when performing a Direct Retro, you must make changes for each paycheck.  To view all paychecks, click the 'View All' link at the top right of the Check Earnings section.

In addition, some Direct Retro (Salary Cost Transfer) IDs were not appearing in the ledgers, instead the document field contained a value starting with “PT.”  This issue was fixed by the UCPath Center on 9/2/2020. Cognos reports will update the document column to display the “DR” number, including history. FIS DS will not correct the document column in history.

RPNI Timing

When UCPath was implemented the RPNI (recorded in Object 8690) was posted in a separate ledger entry after the Direct Retro ledger posting.  The UCPath Center has implemented a change whereby the RPNI assessment will be moved with the Direct Retro.  It will no longer be a separate ledger entry.

Tips | Funding Information

Assessment Rates

When UCPath was implemented, the assessment rate (e.g. CBR, VLA, GAEL) was based on the HR Department of the Position.  The UCPath Center has implemented a change whereby the assessments will be based on the Chart for each distribution. 

Before: A UC Davis employee with Chart L – ANR funding was assessed at the UC Davis rates. 
After: A UC Davis employee with Chart L – ANR funding is now assessed at the ANR rate.
After: A UC Davis employee with Chart L – ANR and Chart 3 – UCD Campus funding will be assessed the corresponding rate by distribution

Note that when performing Direct Retro (Salary Cost Transfers) will be impacted by these changes

Effective Dates

Effective Dates and Sequence numbers control which entry will be in effect.  If you need to enter Funding that falls into a period of time between two existing Funding Entries, be sure to click the + sign that falls between the two entries, not at the top of the page.  If there is an incorrect entry, you can enter a second Funding Entry record with the same Effective dates and it will have a higher Sequence number.  Whichever entry for a given date that has the highest sequence number is the one that will be used for funding distributions.

Object Code Derivation

UCPath will derive the Object Code for funding distributions based on the rules described in this Job Aid.  When a user enters funding distributions in UCPath Funding Entry, the Object Code is not displayed on screen.  The Object Code will be derived when pay is processed and appear on ledgers.  For more information on the use of Object Codes, go to the Accounting & Financial Reporting website.