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UCPath Readiness for C&G Users

View this table as a PDF

  • For HR and payroll issues, contact your Service Channel
  • After Sept 20, for Funding Entry and Salary Cost Transfers questions, email ucpath@ucdavis.edu and include “GL issue”  or “GL question” in the subject line to direct the email to the correct team members.
Readiness task Action Additional Notes

Ensure users have the access they need to view or enter data in UCPath and to view reports in Cognos.

Coordinate with department or school-college leadership to make sure users will be assigned the permissions needed to perform each task.

Test login IDs as soon as the system is available, currently scheduled for Sept 20.

Requests for permissions for specific users have already been submitted to the UCPath team. Verify your access after Sept 6 with your area's UCPath Security Liaison.

Refer to the Cutover Dates calendar for updates.
Ensure staff have the knowledge required to view data and/or make entries in UCPath.

See the UCPath Training web page for training resources, including job aids.  New resources are still being added, so keep checking back.

 

There is a Learning Path for Funding Entry and Salary Cost Transfer users, to guide you through the training series.

Required training must be completed by Oct 1.  Check the UC Learning Center to see what training has been assigned to you.

Know which Service Channel to contact for UCPath questions and issues.

For Funding Entry and Salary Cost Transfers questions, email ucpath@ucdavis.edu and include “GL issue” or “GL question” in the subject line to direct the email to the correct team members.

Ensure employee pay was converted correctly.

Verify that employee has correct information for each Job, work with your Service Channel to modify as needed.

Verify that Funding Entry has correct FAU(s) and percentages for each distribution, or modify as needed.

Verify that each HR Department has a Default FAU (identified for posting any undistributed pay), or modify as needed.

Data verification should be completed after the conversion is complete but before the first pay run, which is only a few days  - Sept 20 – Sept 26 for MO, and Sept 20 – Sept 29 for BW. Refer to the Cutover Dates calendar for updates.

Consider how many employees must be reviewed and how many staff are available to assist with reviewing and/or entering corrections.

A Cognos Funding Entry report will be released on Sept 18 to assist with data verification. View the list of reports that will be available at go-live.

Earn Codes replace DOS Codes and may be different. Refer to the DOS Code to Earn Code translation document.  It will be posted on the UCPath Training web page under Funding Entry and Managing Pay.

Default FAUs should follow the “UCPT###-DEFLT” convention (see Funding Entry Quick Reference Guide).

Check Funding Entries for employees with concurrent jobs (split appointments).

Employees with concurrent jobs (split appointments) will have one Job per Title Code.

Verify that employee has correct information for each Job, or modify as needed. 

For HSCP faculty and employees with salary caps, verify that funding for each job is 100% distributed to avoid posting to the Default Sub Account.

Use the MCOP worksheet to enter funding data for any employees with multiple components of pay (X, X’, Y) and employees who have funding subject to salary caps.

A Cognos Funding Entry report will be released on Sept 18 to assist with data verification.  View the list of reports that will be available at go-live.

Check Funding Entries for high-earning employees with funding subject to salary caps.

Verify up-to-the-cap and over-the-cap funding is appropriately distributed and that the correct Cap rate has been applied.  Make modifications in the MCOP worksheet (available from the Funding Entry page).  Also make sure there is a default account assigned in the Default Funding Profile section for above-the-cap earnings.

Use the MCOP worksheet to enter data for any employees with multiple components of pay (X, X’, Y) and/or employees have funding subject to salary caps.

Employees with salary caps must have a default FAU for above-the-cap in addition to a default FAU for up-to-the-cap in the Default Funding Profile section.

A Cognos Funding Entry report will be released on Sept 18 to assist with data verification. View the list of reports that will be available at go-live.

Review pay and funding distributions prior to the first pay run (Sept 26 for MO, Sept 29 for BW), and then periodically. 

Verify the percentage of pay distributed to each FAU in the Funding Entry page or via Cognos Payroll Ledger report.

After-the-fact: Review the Cognos Payroll Expense Distribution report (339) carefully after each pay run or at each month close.

Payroll Ledger reports should be reviewed regularly to ensure pay was posted as expected, and transferred timely if not.

Funding Entries should be reviewed periodically to ensure they are still current.

Perform salary cost transfers accurately and timely. Keep Default (DEFLT), Suspense (SUSPN), and Edit Error (ERROR) Sub Accounts clean.

Initiate and approve Salary Cost Transfers (Direct Retro) when errors are detected reviewing the labor ledger report.  This includes moving out all expenses that post to the Default (DEFLT), Suspense (SUSPN), and Edit Error (ERROR) Sub Accounts.

Dean’s Offices may want to monitor the Default (DEFLT), Suspense (SUSPN), and Edit Error (ERROR) Sub Account.

Lack to attention to the Default (DEFLT), Suspense (SUSPN), and Edit Error (ERROR) Sub Accounts is not a valid justification for transfers to federally-funded accounts after 120 days.

Salary Cost Transfers for the first pay confirm can be made starting approx. Oct 2 for MO employees and Oct 3 for BW employees.

Review funding charged for retroactive pay transactions to ensure the appropriate FAU was charged.

When Salary Cost Transfers (SCTs) are made, the Funding Entry history must be updated in order to facilitate clean merit increases (raises).

After-the-fact: Initiate and approve Salary Cost Transfers (Direct Retro) if funding for the retro was not accurate.
Dean’s Offices may want to monitor the SCTs to make sure the corresponding Funding Entries were updated.