Welcome to the General Ledger (GL) page. Here you will find UCPath finance processing calendars, tips and information on current known issues.
- UCPath Center GL Processing Calendar
- Fiscal Year End Processes
- UCPath System Updates
- Tips: Direct Retros (Salary Cost Transfers)
- Tips: Funding Information
- Archive: UCPath System Updates
- Archive: UCPath Fiscal Year End Processes
Fiscal Year End 2025 Processes
Date Originally Posted: May 16, 2025
As we approach the fiscal year end, we’ve compiled a list of considerations for UCPath processes. To see all UCPath Finance/GL Fiscal Year End reference documents and notifications, please visit this Box Folder (Note: Access is permitted only to those with UC Davis system Access).
The Aggie Enterprise Fiscal Close website is currently being worked on and is the primary source of fiscal close information.
UCPath Funding Rollover
UCPath records funding by fiscal year. This requires a process to roll funding over into the new fiscal year. Learn more about this process in this guide.
Funding Entry Moratorium
To support the UCPath year-end funding rollover process, please adhere to the following restrictions on Funding Entry transactions:
- MCOP Funding Entry Transactions:
Do not initiate, save, submit, or approve any MCOP Funding Entry transactions between 8:00 AM on June 20, 2025 and 12:00 PM on June 24, 2025. - Non-MCOP Funding Entry Transactions:
Do not initiate, save, submit, or approve any Non-MCOP Funding Entry transactions between 12:00 PM on June 24, 2025 and 12:00 PM on June 27, 2025.
Assessment Rate Changes
Composite Benefit Rate (CBR), Vacation Leave, and General Auto Employment Liability (GAEL) assessment rates will be updated for Fiscal Year 2025-2026. These rates are published to the Finance & Business website.
Work Study
2024-2025 Work-Study awards end on 6/30/2025. The following bi-weekly pay periods will be the last opportunity to report Work-Study working hours for 2024-2025. Any retroactive transactions beyond these pay periods are restricted:
- Monthly pay period ending 6/30/2025 for GSR Work-Study;
- The B1 bi-weekly pay period ending 6/21/2025 and
- The B2 bi-weekly pay period ending 7/5/2025. Note this pay period contains 9 calendar days in June. These are the only days 2024-2025 Work-Study award can be applied to.
Ultimately, it is the responsibility of the department to ensure Work-Study is charged correctly and in a timely manner.
Work Study Key Dates
Please visit the Fiscal close website for important dates and reminders for processing 2025-2026 Year-end Work-Study:
The B1 bi-weekly pay period 6/8/2025 - 6/21/2025
- 6/8/25: First day to enter hours on the timesheet for B1 payroll for reporting student Work-Study.
- 6/20/25 5:00PM: Employees must submit their final timesheets to their supervisor for approval.
- 6/23/25 12:00PM: Supervisors must approve employee’s timesheets to report Work-Study hours.
- 6/24/25 12:00PM: DTAs must approve Work-Study payroll in TRS by 12:00 noon.
The B2 bi-weekly pay period 6/22/2025 – 7/5/2025
- 6/22/25: First day to enter hours on the timesheet for B2 payroll for reporting student Work-Study.
- 7/3/25 5:00PM: Employees must submit their final timesheets to their supervisor for approval.
- 7/7/25 12:00PM: Supervisors must approve employee’s timesheets to report Work-Study hours.
- 7/8/25 12:00PM: DTAs must approve Work-Study payroll in TRS by 12:00 noon.
Salary Cost Transfer Deadline
Salary Cost Transfer transactions must be fully approved in UCPath by 8:00PM on July 3rd. The UCPath Center batch processing schedule is available on the UCD UCPath website. There will be 3 Salary Cost Transfers batch processes in June.
Now that all locations are using UCPath, Salary Cost Transfer transaction volume is expected to be high. It is recommended to process transfers as soon as the need is identified.
Clearing Payroll Expenses in Default COAs
Please read this document for guidelines and deadlines.
Key Dates 2025
- Ongoing: review and correct expenses charged to DEFAULT, SUSPENSE and ERROR COAs
- 6/18/25 5:00PM: Fully approve Funding Entry for the next Fiscal Year 2026 (7/1/25 effective date) prior to the UCPath Funding Rollover process
- 6/18/25 5:00PM: Fully approve Funding Entry for changes to the June monthly pay period end 6/30/2025
- 6/18/25 5:00PM: Fully approve Funding Entry for changes to the June bi-weekly pay period end 6/21/2025
- 6/20/25– 6/24/25: Funding Entry Moratorium for MCOP only – do not enter, submit, or approve Funding Entry transactions
- 6/24/25– 6/27/25: Funding Entry Moratorium for Non-MCOP only – do not enter, submit, or approve Funding Entry transactions
- 7/8/25: Funding roll-over exception report available this Box Folder and from the UCPath website
- 7/3/25 8:00PM: Fully approve Salary Cost Transfers in UCPath to post to the 2024-2025 Fiscal Year
- Update Funding Entry as needed before the July pay confirm
- 7/9/25 7:00PM: Fully approve Funding Entry for changes to the July bi-weekly pay period end 7/5/2025
- 7/25/25 7:00PM: Fully approve Funding Entry for changes to the July monthly pay period end 7/31/2025
At-a-glance: Payroll Processing Dates 2025
UCPath Funding Entry Schedule
Approve Funding Entry | Pay Begin | Pay End | Run ID | Labor Ledger - Detail* | |
06/18/25 7:00PM | 6/1/2025 | 6/30/2025 | MO | 250630M0X | 6/28/2025 |
06/18/25 7:00PM | 6/08/2025 | 6/21/2025 | BW | 250621B1X | 06/29/2025 |
07/09/25 7:00PM** | 6/22/2025 | 7/05/2025 | BW | 250705B2X | 7/13/2025 |
07/23/25 7:00PM | 7/06/2025 | 7/19/2025 | BW | 250719B3X | 7/27/2025 |
07/25/25 7:00PM*** | 7/1/2025 | 7/31/2025 | MO | 250731M0X | 7/31/2025 |
*Data may appear one day after the date displayed
** Last chance to correct funding entry prior to first FY 2026 biweekly payroll
*** Last chance to correct funding entry prior to first FY 2026 monthly payroll
UCPath Salary Cost Transfer Batch Schedule
Approve Salary Cost Transfer | UCPC Batch Process | Posted to the Labor Ledger* |
6/3/2025 8:00PM | 6/4/2025 - 6/5/2025 | 6/9/2025 |
6/6/2025 8:00PM | 6/9/2025 | 6/12/2025 |
6/18/2025 8:00PM | 6/20/2025 | 6/23/2025 |
7/3/2025 8:00PM FINAL batch for FY 24-25 | 7/7/2025 – 7/8/2025 | 7/11/2025 |
7/16/25 8:00PM FIRST batch for FY 25-26 | 7/17/2025 | 7/21/2025 |
*Data may appear one day after the date displayed
UCPath Center GL Processing Calendar
The GL 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.
- GL Processing Calendar for January - March 2024 has been added
Calendar | Notes |
---|---|
GL Processing Calendar April-June 2025 | PDF Posted 03-20-2025 |
GL Processing Calendar January-March 2025 | PDF Updated 01-15-2025 |
Direct Retro Processing Schedule | Excel File Posted 10-11-2023 |
Salary Cost Transfer Processing Schedule | Excel File Updated 03-20-2025 |
System Updates | Finance Functions in UCPath
UCPath Duplicate Transactions Posted on March 2025: | We identified an issue where UCPath sent duplicate files for three payruns in March 2025. The duplicate transactions were for payruns 241012B2X, 241026B1X, and 240928B1X, and posted on 3/18/25 and 3/25/25. We are currently working on getting the erroneous files reversed. Please do not attempt to make any adjustments to remediate this issue. | ||||||||||||||||||
SCT Defect Causing Additional Lines for Deduction Codes: | UCPath has identified a critical issue affecting 83 SCT transactions that were posted between Dec 2024 and Jan 2025. This defect was a result of the UCPath November release. Additional transaction lines related to the following deduction codes were generated because of this defect.:
UCPath is currently taking corrective actions to reverse these erroneous SCT transactions and ensure the proper transaction lines are posted. A list of all impacted transactions is attached for your reference. | ||||||||||||||||||
Deadline for 2023 and Earlier Cost Transfers: December 31, 2024 | Cost transfers for payroll and non-payroll expenses dated 2023 or earlier must be manually processed by the central office. If you have a cost transfer for 2023 or earlier date, you must submit by Tuesday, December 31, 2024, for processing. For detailed instructions on submitting, refer to the Cost Transfers for Expenses Dated 2023 or Earlier knowledge article. | ||||||||||||||||||
General Ledger Assessments: Phase 2 | The GL Assessments: Phase 2 project will be implemented as a part of the UCPath November Release going live on November 25, 2024. View the Quick Reference Guide The UCPath Center will update the following assessments for retroactive payments using the rates that were in effect at the time the work was originally performed, rather than the current pay period rate
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SCT Processing Schedule Change | UCPath Center has cancelled the previously scheduled SCT batch runs scheduled to run on 2/13/2024 and 2/16/2024. The GL Processing Calendar January-March 2024 and Salary Cost Transfer Processing Schedule on this site have been updated to reflect this change. The next SCT batch run will run at the previously scheduled date of 2/20/2024. Posted 2/13/2024 | ||||||||||||||||||
UCPath Aggie Enterprise | On January 8, 2024, the UCPath system will go live with the new Chart of Accounts. The following information and additional guidance can be found on the Aggie Enterprise Cutover and Freeze Date Guidance website:
Posted 12/07/2023
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New Salary Cost Transfer (SCT) Tool | Starting November 13, 2023, there will be a new custom Salary Cost Transfer (SCT) tool available at UC Davis. This tool is aimed at increasing stability and reducing the current complexity when performing SCT-related entry (Direct Retro) and processing. Please refer to the UCPath Salary Cost Transfer (SCT) Redesign website for more information. Please note the following:
Posted 11/09/2023 | ||||||||||||||||||
Redirects | UCPath is having system issues with redirects causing the redirect functionality to fail. We are working with the UCPath Center to solve these issues and hope to have the redirect functionality working soon. Departments should continue to submit redirect requests. Redirect requests received will be set up in UCPath when the system issues are resolved. Posted 7/20/2023 | ||||||||||||||||||
Earn Codes No Longer Assessing VLA | Starting in June 2022, earnings codes that are not eligible to accrue vacation hours will no longer assess vacation leave (VLA) expense. Click here for a complete list of changed earning codes. Posted 8/2/2022 | ||||||||||||||||||
GAEL Assessment | Starting 7/1/2022 GAEL will no longer be assessed in UCPath for employees in the DVCMP Business Unit. Instead, GAEL will be allocated similar to other campus-wide assessments. Refer to the Finance and Business GAEL website for additional information. Posted on 5/25/2022 | ||||||||||||||||||
PFCB Reimbursement | UC Davis campus departments will be reimbursed on a monthly basis for salary expenses recorded under earnings codes PFL and PFN. Reimbursements will be processed via Journal Voucher (JV) in KFS and available in FIS DS reporting. Note that Cognos reports will not display the reimbursement. Visit the Pay for Family Care and Bonding Reimbursement Program webpage for more information. Originally Posted 9/13/2021 |