Finance/General Ledger

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

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 October - December 2022 has been added
  • Direct Retro Processing Schedule for Fiscal Year 22-23 has been added

GL Processing Calendar October-December 2022 (PDF Posted 9-29-2022)

Direct Retro Processing Schedule  (Excel File Posted 10-11-2022)


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.)


System Updates | Finance Functions in UCPath

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

Comp Data on MCOP Worksheet

Starting around June 2021, there were discrepancies in the Funding Entry page and Funding Entry Inquiry page when viewing the Salary Cap/MCOP Funding Worksheet Compensation Data Snapshot. A fix was implemented by the UCPath Center in April 2022. This fix ensures the compensation data is consistent across pages. Posted on 5/5/2022

CBR for Leave No Pay

As of 2/1/2022, UCPath will assess CBR on net earnings when a “leave with no pay” earn code, such as LNP, offsets regular pay. This change means that the CBR assessment on CBR-eligible earnings, such as REG will be reduced. This will ensure that funding sources will not be overassessed for CBR costs when “leave with no pay” earn codes are used.  Leave with no pay earn codes include L8F, L8P, LNF, LNP, L9F, L9P, LPJ, LVC, LVN, LFN, LPN, L7F, L7P. Posted 2/14/2022

HComp Takes

Update: Since January 2021, some HCOMP Faculty’s vacation, holiday and sick leave taken were charged to the default FAU causing the need for numerous cost transfers. The UCPC has been making incremental improvements with the latest fix implemented at the end of March 2022. These improvements have greatly reduced the number of charges to default, but not eliminated them completely. If you have an HCOMP vacation, holiday or sick taken charged to the default FAU but are unable to distribute the corresponding credit across HSR, HSP, HSN via Direct Retro, please submit the DR number, Employee ID and Employee Record, and pay end date to the Help Desk at ucpath@ucdavis.eduOriginally Posted 9/13/2021. Updated 4/5/2022

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. Posted 9/13/2021 

Archive | System Updates | Finance Functions in UCPath

Assessment Rate

Assessment Rate corrections posted to the General Ledger in August 2021 for the last batch of Direct Retros processed for Fiscal Year 2020-21. These Direct Retros were incorrectly assessed at the Fiscal Year 2021-22 rates. 

Corrections were processed in KFS in August 2021 and will appear in FIS DS only, they will not appear in Cognos. Reference JV Doc #62428882 & 62457857 (ANR), 62429311 (MC), GLJV Reference DRRtAdj2 (Campus). Posted 9/13/2021

Direct Retros - Double Posting Correction

A single group of Direct Retros (Salary Cost Transfers) posted twice to the General Ledger, once in September 2021 and again in October 2021.

In FIS DS:

  • The September 2021 transactions reference “PT00004867” as the Document Number
  • The October 2021 transactions reference the correct individual Direct Retro # as the Document Number

Corrections to reverse the transactions posted in September 2021 have been processed and will appear in the October 2021 accounting period.  The reversal transactions were processed in KFS as a GLJV, using the following references:

  • Document Number: “RevPT4867”
  • Tracking #: “PT4867rv”
  • Transaction Description: “Reverse Dup DR Posting PT00004867 Sep21”

Cognos UCP-339 Expense Distribution report does not reflect the duplicate posting, however, the impacted Direct Retros will appear in the “03 (Sep)” Fiscal Month. Posted 10/29/2021

Direct Retro Zero Rows

Starting around December 2021, some Direct Retros were appearing with additional rows that had a zero dollar amount. These rows were not editable and preventing users from saving or submitting the Direct Retro. The UCPath Center has implemented a fix at the end of March 2022. With the fix in place, the additional rows do not appear at all, or they appear but are editable with a minus  symbol allowing users to delete the row and proceed with completing the transaction. Posted 4/5/2022

PUM Upgrade Cutover

UCPath will undergo an upgrade in December and the system will be unavailable from December 10 - 13.

During this time period, GL users will not have access to UCPath and will not be able to:

  • View, create, approve, or deny Funding Entry transactions
  • View, create, approve, or deny Direct Retro (Salary Cost Transfers) 

The UCPath Center (UCPC) has recommended approving/denying or cancelling, all transactions prior to December 10.

Additionally, once the system is back up, UCPC suggests that users keep a record of their transactions from December 14 - 28 as an extra precaution during the upgrade cutover. This list should be kept internally and can be archived in January. A list of current pending transactions is posted here

UCPath PUM Upgrade information can be found on the UCPath website. Posted 12/3/2021

Salary Cap Rate Changes

Effective February 1, 2022, the United States Agency for Internal Development (USA) salary cap rate will be updated to $187,300 and the Health and Human Services (HHS) salary cap rate, which includes National Institutes of Health (NIH), to $203,700. Posted 1/31/2022

Takes in Arrears

In January 2021, UCPath was updated so that when an employee reports takes in arrears will be charged to the FAU from the performance period. For example, a monthly paid employee’s vacation taken is reported in February for January vacation. The January funding distribution will be used to charge the vacation, not the February funding distribution. Posted 9/13/2021

UCPath RPNI (8690) - Duplicate Posting Correction

In September/October 2020 duplication of RPNI (Object Code 8690) transaction amounts for Direct Retros were received from UCPath and posted to the General Ledger.  Corrections to reverse these transactions have been processed and will appear in the November 2021 accounting period.

The transactions were processed in KFS as a GLJV referencing the following information:

Document Number

Tracking #

*Transaction Description

RVDUPRPNI

200905B2

BI-WEEKLY PPE 05-SEP-20 DR00000xxxxxx

RVDUPRPNI

200919B3

BI-WEEKLY PPE 19-SEP-20 DR00000xxxxxx

RVDUPRPNI

200930M0

MONTHLY PPE 30-SEP-20 DR00000xxxxxx

RVDUPRPNI

201003B1

BI-WEEKLY PPE 03-OCT-20 DR00000xxxxxx

RVDUPRPNI

201017B2

BI-WEEKLY PPE 17-OCT-20 DR00000xxxxxx

RVDUPRPNI

201031M0

MONTHLY PPE 31-OCT-20 DR00000xxxxxx

* Note that the Direct Retro # is referenced in the Transaction Description

Cognos UCP-339 Payroll Expense Distribution report will not show the duplicate posting of RPNI as of November 2021.  In FIS DS the original transactions appear in FY2021 “03 (Sep)” and “04 (Oct)” Fiscal Month, with the reversal transactions appearing in FY2022 “(05) Nov” Fiscal Month. 

A list of transaction lines can be found herePosted 12/8/2021

Tips | 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, 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.

Tips | Funding Information

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.

Archive | Fiscal Year End 2022 Processes

Historical Reference: Fiscal Year End 2022 Processes

Date Originally Posted: June, 2022

As we approach 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 Finance & Business Fiscal Close website remains 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 facilitate the UCPath year-end funding rollover process, users should not initiate, save, submit, or approve Funding Entry transactions between June 24th and June 30th, 2022. 

Assessment Rate Changes

Composite Benefit Rate (CBR), Vacation Leave, and General Auto Employment Liability (GAEL) assessment rates will be updated for Fiscal Year 2022-2023.  These rates are published to the Finance & Business website.

Work Study

The Biweekly Pay Period ending 06/25/22 will be your last opportunity to report Work-Study working hours for 2021-2022.  Visit the Fiscal Close calendar for important dates and reminders for processing 2021-22 Year-end Work-Study.

Direct Retro (Salary Cost Transfer) Deadline

Direct Retro transactions must be fully approved in UCPath by 5:00PM on July 5th.  The UCPath Center batch processing schedule is available on the UCD UCPath website.  There will be 4 Direct Retro batch processes in May and 5 batch processes in June.

Now that all locations are using UCPath, Direct Retro 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 FAUs

Please read this document for guidelines and deadlines.

 

Key Dates 2022
  • Ongoing: review and correct expenses charged to DEFLT, SUSPN and ERROR Sub Accounts
  • 6/23 5PM: Fully approve Funding Entry for the next Fiscal Year 2023 (7/1/2022 effective date) prior to the UCPath Funding Rollover process
  • 6/23 5PM: Fully approve Funding Entry for changes to the June monthly pay period end 6/30/2022
  • 6/23 5PM: Fully approve Funding Entry for changes to the June bi-weekly pay period end 6/25/2022
  • 6/24 – 6/30: Funding Entry Moratorium – do not enter, submit, or approve Funding Entry transactions
  • 7/4: Funding roll-over exception report available in Box and from the UCPath website
  • 7/5 5:00PM: Fully approve Direct Retros (Salary Cost Transfers) in UCPath to post to the 2021-2022 fiscal Year
  • Update Funding Entry as needed before the July pay confirm
    • 7/13 7PM: Fully approve Funding Entry for changes to the July bi-weekly pay period end 7/9/2022
    • 7/25 7PM: Fully approve Funding Entry for changes to the July monthly pay period end 7/31/2022

At-a-glance: Payroll Processing Dates 2022

 

UCPath Funding Entry Schedule

Approve Funding Entry

Pay Begin

Pay End

 

Run ID

Labor Ledger - Detail*

06/23/22 7:00PM

6/1/2022

6/30/2022

MO

220630M0X

6/29/2022

06/23/22 7:00PM

6/12/2022

6/25/2022

BW

220625B1X

7/5/2022

07/13/22 7:00PM

6/26/2022

7/9/2022

BW

220709B2X

7/18/2022

07/25/22 7:00PM

7/1/2022

7/31/2022

MO

220731M0X

7/30/2022

07/27/22 7:00PM

7/10/2022

7/23/2022

BW

220723B1X

8/1/2022

*Data may appear one day after the date displayed          

 

UCPath Cost Transfer Batch Schedule

Approve Direct Retro

UCPC Batch Process

Posted to the Labor Ledger*

06/06/22 5:00PM

6/7-9/22

6/9/2022

06/08/22 5:00PM

6/9-13/22

6/13/2022

06/10/22 5:00PM

6/13-15/22

6/15/2022

06/17/22 5:00PM

6/21-23/22

6/23/2022

06/22/22 5:00PM

6/23-25/22

6/25/2022

07/05/22 5:00PM
- final for FY 21-22

7/6-9/22

7/9/2022

*Data may appear one day after the date displayed    
07/10/22 5:00PM
 - first for FY 22-23
7/11-13/22 7/13/2022
     

Archive | Fiscal Year End 2021 Processes

Historical Reference: Fiscal Year End 2021 Processes

Date Originally Posted: June, 2021

As we approach 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 Finance and Business Fiscal Close website remains 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 facilitate the UCPath year-end funding rollover process, users should not initiate, save, submit or approve Funding Entry transactions between June 24 and June 30, 2021. 

Assessment Rate Changes

Composite Benefit Rate (CBR), Vacation Leave, and General Auto Employment Liability (GAEL) assessment rates will be updated for Fiscal Year 2021–2022. These rates will be published to the Finance and Business website.

Work Study

The Biweekly Pay Period ending June 26, 2021 will be your last opportunity to report Work-Study working hours for 2020–2021. Visit the Fiscal Close calendar for important dates and reminders for processing 2020–21 Year-end Work-Study.

Direct Retro (Salary Cost Transfer) Deadline

Direct Retro transactions must be fully approved in UCPath by 5 p.m. on July 6. 

The systemwide volume for Direct Retros will be increased this year with the addition of two more campuses to UCPath. It is highly recommended to process transfers as soon as the need is identified.

Clearing Payroll Expenses in Default FAUs

Please read this document for guidelines and deadlines.

Key Dates 2021

  • Ongoing: review and correct expenses charged to DEFLT, SUSPN and ERROR Sub Accounts
  • June 23 at 7 p.m.: Fully approve Funding Entry for the next Fiscal Year 2022 (July 1, 2021 effective date) prior to the UCPath Funding Rollover process
  • June 23 at 7 p.m.: Fully approve Funding Entry for changes to the June monthly pay period end 6/30/2021
  • June 24–30: Funding Entry Moratorium – do not enter, submit, or approve Funding Entry transactions
  • June 30 at 7 p.m.: Fully approve Funding Entry for changes to the June bi-weekly pay period end June 26, 2021
  • July 6 at 5 p.m.: Fully approve Direct Retros (Salary Cost Transfers) in UCPath to post to the 2020–2021 fiscal Year 
  • Update Funding Entry as needed before the July pay confirm
    • July 14 at 7 p.m.: Fully approve Funding Entry for changes to the July bi-weekly pay period end 7/10/2021
    • July 26 at 7 p.m.: Fully approve Funding Entry for changes to the July monthly pay period end July 31, 2021

Archive | Fiscal Year End 2020 Processes

Historical Reference: Fiscal Year End 2020 Processes

Date Originally Posted: June, 2020

As we approach fiscal year end, we’ve compiled a list of considerations for UCPath processes.  To see all 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 Finance & Business Fiscal Close website remains 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.  

  • Exception Reports will be available soon in this Box Folder and in the guide linked above.

Funding Entry Moratorium

To facilitate the UCPath year-end funding rollover process, users should not initiate, save, submit or approve Funding Entry transactions between 6/25 – 6/26 and between 6/29 – 6/30. 

Assessment Rate Changes

Composite Benefit Rate (CBR), Vacation Leave, and General Auto Employment Liability (GAEL) assessment rates will be updated for Fiscal Year 2020-2021.  These rates will be published to the Finance & Business website.

Work Study

As communicated in the 6/5 email from the Finance FIS Help Desk, the B1 Biweekly Pay Period ending 06/27/20 will be your last opportunity to report Work-Study working hours for 2019-2020.  Visit the Fiscal Close website for important dates and reminders for processing 2019-20 Year-end Work-Study.

Direct Retro (Salary Cost Transfer) Deadline

Direct Retro transactions must be fully approved in UCPath by 5:00PM on 7/6.

Clearing Payroll Expenses in Default FAUs

Please read this document for guidelines and deadlines.

Key Actions & Dates 

  • Ongoing: review and correct salary and benefit expenses charged to DEFLT, SUSPN and ERROR Sub Accounts
  • 6/17: Fully approve Funding Entry changes for 6/13 Bi-weekly B2 pay
  • 6/24: Fully approve Funding Entry that requires the Salary Cap/MCOP Worksheet prior to the MCOP Funding Rollover process
  • 6/25 - 6/26: Funding Entry Moratorium – do not enter, submit, or approve Funding Entry transactions
  • 6/26: Fully approve Funding Entry prior to the UCPath Funding Rollover process
  • 6/28: Fully approve Funding Entry changes for 6/30 Monthly pay
  • 6/29 - 6/30: Funding Entry Moratorium – do not enter, submit, or approve Funding Entry transactions
  • 7/6 5PM: Fully approve Direct Retros (Salary Cost Transfers) in UCPath in order to post to the 2019-2020 fiscal year
  • Update Funding Entry as needed before the July pay confirm
      • 7/15 Fully approve Funding Entry for July Bi-weekly (B2) (pay period end 7/11/20)
      • 7/26 Fully approve Funding Entry for July Monthly (pay period end 7/31/20)

Other General Deadlines and Timing

  • Ledger Updates: Direct Retros are posted to the ledger one to three times per week.  Once the Direct Retro is fully approved, the UCPath Center will run the batch process to post it to the ledger on weeknights when there is not a payroll confirm process (e.g. on weeknights when there is no monthly, bi-weekly or off-cycle pay confirm).  
  • Direct Retro Timing: Cost transfers onto Federal or Federal Flow Through funds must be completed within 120 days from the pay date.
  • Funding Entry Timing: To have a funding entry be in effect before payroll is processed, the Funding Entry needs to be Approved before the Pay Confirm Date on the UCPath Processing schedule available on this web page. 
  • KFS SET Retirement: The last day for processing Salary Expense Transfers in Kuali Financial Systems is May 29, 2020.  Any SETs that are "enroute/not fully executed" after this date will be cancelled.