Overview

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Our chartstring validation compares a project-task end date to an employee’s earnings period end date to see if it’s valid to post payroll to that project-task. If the earnings period end date is before or after the project-task start or end date then the payroll and related expenses are re-routed to the Department’s default project. As a result, a correction is required.  

Prior to November, 2023 our chartstring validation was not able to perform this validation in UCPath. As a result, payroll posted to the project-task in the Labor Ledger (DOPE) regardless of if the project-task was valid. However, Oracle would not allow the transaction to post and was manually re-routed to the Financial Unit default project-task in Oracle. As a result, a correction is required. 

This article explains how to correct the distribution using a Salary Cost Transfer (SCT) in UCPath followed by a Payroll Financial Management (PFM) request for an MCI file adjustment. 

Prerequisites

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• Confirm the actual project-task end date in Oracle.
• Ensure access to UCPath and the ability to submit Salary Cost Transfers (SCTs).
• Ensure access to submit a ticket to Payroll Financial Management (PFM).
• Calculate the appropriate salary and fringe expenses to charge against project-task that expired mid-month.

Steps to Take

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Step 1: Perform a Salary Cost Transfer (SCT) in UCPath 

1. Initiate a SCT in UCPath to remove the full payroll amount from the default project-task (keep in mind that UCPath may reflect the project-task that ended mid-month if the transaction occurred before November 2023).
2. Move the full payroll amount to a valid project-task or a discretionary project-task.
3. Wait for the SCT to post in Oracle.

Step 2: Submit a Ticket to Payroll Financial Management (PFM)

1. Calculate the payroll and fringe amounts that should be charged to the project-task that ended mid-month - Central Offices are not authorized to do this for you.
2. UCPath will automatically calculate fringe benefits based on the salary amounts you enter.
3. Fringe estimates can be calculated using the appropriate rates published on Blink or in the chart below:
   • CBR
   • GAEL
   • Vacation Leave Assessment
   • RPNI or UCRP SI
     
      
4.  Submit a ticket to PFM under Budget & Finance Support to move a portion of payroll and fringe back to the project-task that expired mid-month 

• • Use the following prompts when submitting your ticket:
    • I want to: Ask a Question or Make a Request
    • About: Financial Accounting
    • Related to: Payroll Financial Management
    • More Specifically: Payroll default Balances
    • Subject: Mid-Month Project Task Default Correction
    • Description: Please perform an MCI file correction in Oracle PPM for the default payroll due to mid-month project-task end date. I have attached the appropriate documentation that identifies the mid-month Project-Task expiration date and a copy of the DOPE that reflect the original transaction and the SCT that re-directed the portion of payroll I want moved off of default and on to the mid-month project task.
  • Attach a screenshot of the SCT performed in Step 1 to the ticket and a copy of the DOPE report showing the results of the original payroll transaction and the SCT

Step 3: Confirm the Correction 

Once the MCI file has been processed, review the DOPE and Oracle Financials to verify that payroll costs are correctly distributed between the default and active project-tasks.