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

Code

Title

Duration

Content / Description

Related Job Aids

UCDGEN100

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.

UCDGEN101

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.

 

UCDGEN110

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.

 

UCDGEN201

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.

UCDGEN202

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.
UCDGEN300

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

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.)

 

Direct Retros (Salary Cost Transfers)

Work-Study

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, when multiple paychecks are processed in the same Direct Retro, the transaction ID (e.g. DR #) is not populating for all paychecks.  This issue has been reported to the UCPath Center.  Until this issue is fixed, you can identify cost transfer rows by the Journal IDs beginning with “PT”.

RPNI Timing

The RPNI Assessment (recorded in Object 8690) associated with a UCPath Direct Retro will be moved accordingly by UCPath.  However it will post to the ledger in a separate ledger entry at a later date.  In some cases the RPNI adjustment may post to a different ledger month.

Funding Information

Assessment Rates

Assessment rates are determined by the Position's Business Unit.  For employees who have funding from multiple Business Units, the assessment rate for all distributions will be determined by the Business Unit.  For example, a Campus employee has ANR Chart L funding will be assessed Campus rates, even for the L funded distributions

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.