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Salary Expense Transfers

Payroll Salary Expense Transfers prior to UCPath are initiated on the KFS Salary Expense Transfer (SET) document.

Overview

  • After the SET is fully approved in KFS, the transaction appears on the General Ledger the next business day.
  • Benefit expenses are calculated using a composite benefit rate (excluding Chart H accounts) and distribute employee benefit costs to department accounts. As is current practice, Chart H accounts will continue to do salary transfers at calendar month end and will use actual (not composite benefit) rates.
  • Effort Reporting data posts to the Effort Reporting System (ERS) from KFS.
  • The Salary Expense Transfer (SET) document in Kuali is automatically routed for the necessary approvals (fiscal officer, organization review).

Details

Salary Expense Transfer (SET) document in KFS will continue to be used to transfer expenses for any current year salary expense on the ledger prior to payments made using UCPath 

  • Transfer multiple expense transactions per employee
  • Transfer partial amounts
  • Effort recalculated; Expense Transfers sent to ERS
  • Standard Accounting Line rules apply on document
  • Used for graduate student (Teaching Assistants, Graduate Student Researchers, etc) salary expense transfers
  • Rules on SET document include:
    • 13 months restriction for transferring expense
    • Salary cap limitations
    • Work-study restrictions
    • 120-day rule (A-47) for Federal and Federal Flow-Through Funds
    • Chart H cannot process expense transfers until monthly benefit expenses post to ledger. This includes transferring from and to other charts.
    • Only one pending SET document allowed per Fiscal Period/Account/Object Code per Employee.
    • Can cross charts; the composite benefit rates will automatically apply to the chart to which the expense is being transferred.

Access is available to those users who have secured the necessary pre-approval and completed the required training. Training is required before access is granted to the SET document

FIS Decision Support (DS) Changes

  • New FIS DS report, Payroll Expense Distribution Report (339), has been created for payroll expense transactions.
  • Historical reports (June 2011 and earlier) will remain in PPS-DS.