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).

Steps to Take

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

1.  Initiate a SCT in UCPath to move the portion of payroll that should not have been charged to the project-task after the project-task expired to a valid project-task (keep in mind that in UCPath it may reflect the project-task that ended mid-month [and not the default project-task] if the transaction occurred before November 2023). 
2. Wait for the SCT to post in Oracle.

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

1.  Submit a ticket to PFM under Budget & Finance Support to move the remaining portion of payroll off of the default project task and onto 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 reflects the original transaction and the SCT that re-directed the portion of payroll that was not valid to be charged on 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
  • UCRP that was assessed on the department default project and if the project-task that expired "mid" month is on a federal fund (20000 or 20001), the central office will credit the UCRP assessment on default to zero it out.
  • GAEL that was assessed on the department default project and if the project-task that expired "mid" month is on a federal fund (20000 or 20001), the central office will move it to the central GAEL redirect chartstring of 16196.13991.9699914.531001.720.2007403.3.

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.