ucpath-what will look different in the general ledger
TRANSCRIPT
UCPATH- WHAT WILL LOOK DIFFERENT IN THE GENERAL LEDGER
Leslie Griffin, Associate Director
WELCOME to BFS Mini Tune-upsOBJECTIVE:
Online meetings to provide campus staff with a high level perspective and information on both topics of interest and new/upcoming initiatives and policy updates.
PRINCIPLES:
• Sessions are conducted via Zoom and will last no longer than 30 minutes• Participants will be muted during the session • Chat questions can be submitted but priority will be given to questions submitted
ahead of time at www.bfs.ucsb.edu/coaching• The Mini Tune-up website will be updated with session details and information
Learning ObjectivesGeneral Ledger Changes with UCPath
• Change from PPS to UCPath for payroll data• Object Code Changes-Salary• Object Code Changes-Benefits• Journal Frequency
• Salary Cost Transfers• Substitute Chartfields• Resources
UCPath is source for payroll transactions
Object Code Changes-SalaryObject Code Title Obj Code Change
Wage-Academic 1000
Wages-Non -Academic 1100
Perquisites-Staff 1115
Sabbatical Leave-in Residence 1200 Replace by Earn Code
Sabbatical Leave-not in Res 1300 Replace by Earn Code
Vacation Accrual * 1950 Used for Vacation Taken
* Vacation Accrual Example Staff Employee - 50% REG, 50% VAC
Wages-Non -Academic 1100 $1,000
Vacation Accrual 1950 $1,000
Total Pay $2,000
Object Code Changes-Benefits
Journal Frequency
Payroll journals from UCPath will be posting to the General Ledger as they are delivered to campus.
Salary Cost Transfers• Replaces UPAY paper form process in PPS• Process in UCPath is automated
• Initiator • Approver• High risk have additional review
• SCT journal is posted to the general ledger as transactions are approved in UCPath
Substitute Chartstrings• UCPath monitors the chartfield values. When the system finds certain error conditions,
chart of account substitutions are made.
Resources• ServiceNow Catalog: bfshelp.ucsb.edu• ACTGNEWS listserv: https://www.bfs.ucsb.edu/• Review training material-PHCMGENL201: Position Funding Entry & Updates
• https://www.ucpath.ucsb.edu/training/functional-users-resources-and-help• Select Commitment Accounting – UCPath Help Site for training material. Drill down on
General Ledger• Job Aid for Position Funding Entry:
• https://www.bfs.ucsb.edu/sites/www.bfs.ucsb.edu/files/docs/payroll/UCPath-Job-Aid-Funding-Entry.pdf
Questions & Answers
Questions & Answers
Question:Do we get notification if an error, suspense, default charges happens at the department level?
Answer:There is not a notification process in place at this time. We will evaluate that need as we go forward. For the chartfield substitutions that occurred with the first pay-cycles in UCPath, we will be reaching out to Departments to support them for the SCT actions.Departments can do a self-check by looking in their EZ-Access reports for transactions posted to the substituted Funds 89996, 89997 & 89998.
Questions & Answers
Question:Will there be open access labs available?
Answer:The link below will take you to information about the Support Labs and how to make an appointment:
https://www.ucpath.ucsb.edu/help/support-labs
Questions & Answers
Question:Will there be a tune up or other assistance on the new payroll ledger as it looks nothing like the old one and requires us to develop new procedures to reconcile by account.
Answer:The EZ-Access reports are a work-in-progress. You probably noticed that UCPath based reports are labeled "beta" which indicates an unfinished version released for testing. Our Data Warehouse colleagues are working with campus users to fine-tune the presentation.
Questions & Answers
Question:There was a prior announcement that the Sept GL will be reloaded sometime today. Do we know what's changing in the reload?
Answer:The processing for the September General Ledger was completed on 10/10/18. Corrections were made to the allocation of insurance (GAEL) and budget for benefits.
Questions & Answers
Question:Are the GUS individuals involved with the transition and will there be assistance from them?
Answer:The BFS General Ledger team has been working with GUS and the Data Warehouse to share information and support one another as we transition to UCPath.
Questions & Answers
Question:I noticed there were payroll charges made against fund 20000-3 and a GAEL reversal
Answer:The initial insurance allocation (GAEL) was charging expense to Funds that should have been skipped. The initial allocation was reversed and a correct allocation was posted.
Questions & Answers
Question:It will be nice if new reports can be modified. It has too many fields that is not relevant.
Answer:The EZ-Access reports are a work-in-progress. You probably noticed that UCPath based reports are labeled "beta" which indicates an unfinished version released for testing. Our Data Warehouse colleagues are working with campus users to fine-tune the presentation.
Questions & Answers
Question:I need to do a salary fund transfer ASAP for a grant deadline. Is there any way I can get help in a support lab for this?
Answer:The link below will take you to information about the Support Labs and how to make an appointment:
https://www.ucpath.ucsb.edu/help/support-labs
Questions & Answers
Question:What's the forecast for the change implementation? When do you foresee improvement and campus to be in better spirits? (Pep talk?)
Answer:The campus is going through a steep learning curve right now. With everyday we gain more knowledge about UCPath processes and data. As issues are identified, collaboration with our UCPath project experts and our colleagues at the UCPath Center helps us to analyze and resolve the problems. When applicable, we will share our hard-won knowledge with the campus so that we can all benefit.
Questions & Answers
Question:Where is the lab being held? Who do I contact?
Answer:The link below will take you to information about the Support Labs and how to make an appointment:
https://www.ucpath.ucsb.edu/help/support-labs
CLOSING - BFS Mini Tune-upsNEXT STEPS:
Visit the Mini Tune-ups website to:• View our session blog updates• Sign up for future sessions and submit questions• Submit suggestions for future topics
www.bfs.ucsb.edu/coaching
WRAP UP
Thank You!