Overview
This article provides a comprehensive guide for users encountering errors while entering Chartstring data within the Funding entry page. The guide aims to assist users in resolving issues that may arise during the creation or updating of funding for a specific position. It offers step-by-step instructions and tips to effectively troubleshoot common problems encountered during the Chartstring entry process.
Next Steps
If the salary cap worksheet is not available on the Funding Entry page:
- Problem:
- The salary cap worksheet is not available on the Funding Entry page.
- Cause:
- The worksheet is not available on the Funding Entry page if the position is vacant or
- You have not entered a capped fund as a segment in the chartstring or
- The employee is paid bi-weekly.
- Solution:
- Make sure the position is filled. Refer to the How to Create New Position Funding with the Salary Cap/MCOP worksheet job aid for more information or the How to Update Position Funding with the Salary Cap/MCOP Worksheet job aid or
- Enter a capped fund (i.e. fund 20001, 20401, 20701, 20703) in the chartstring in order to invoke the salary cap worksheet or
- Only if the bi-weekly employee’s salary exceeds the cap, you will need to calculate the under/over distribution and enter it into the main funding entry page. This is an extremely rare situation.
If you put in a capped fund and went to Funding Distribution Preview and got an error message that the Earn Code does not = 100%
- Problem:
- You put in a capped fund and went to Funding Distribution Preview and got an error message that the Earn Code does not = 100%.
- Cause:
- Total Allocated Amount, Percent of Pay, or Percent of Effort is more or less than 100% per earn code.
- Solution:
- The Distribution Percentage for the Default Funding Profile must sum to 100% for each Earn Code and OTC Indicator combination.
- Make sure each earn code sums to 100% in the Funding Distribution Worksheet section.
If you can’t enter a Sponsored Fund in the Default Funding Profile
- Problem:
- You can’t enter a Sponsored Fund in the Default Funding Profile. Error “If the fund/project is a sponsored fund/project, it cannot be used within Default Funding Profile. (32001,1639)” will appear.
- Cause:
- Beginning 10/1/21, the use of sponsored Funds is NOT allowed in the Default Funding Profile in Funding Entry and is NOT allowed for the Over-the-Cap in Salary Cost Transfer. No sponsored Funds can be used for Over-the-Cap (cap-gap) in UCPath, even if allowed by the private agency/award.
- If a sponsored Fund was previously entered in the Default Funding Profile, it will remain until there is a change made to the MCOP/salary cap worksheet. At that point, an error message will appear and the Default Funding Profile must be corrected before the funding update can be submitted.
- Solution:
- Enter Non-Sponsored Funds in the Default Funding Profile.
If combo codes/chartstrings are on the “MCOP/Salary Cap Worksheet,” but NOT on the “Funding Distribution Preview” and vice versa
- Problem:
- Combo codes/chartstrings are on the “MCOP/Salary Cap Worksheet,” but NOT on the “Funding Distribution Preview” or are different and vice versa.
- Cause:
- The Funding Distribution Preview has rows with chartstrings that include the OTC indicator for capped funds and those combo codes differ from the chart segment combinations (chartstrings) that don’t have the OTC indicator.
- The system adds the OTC indicator segment value to the original chart string which makes it a different combination and thus is assigned a different combo code.
- A combo code that has an OTC indicator cannot be used anywhere else because it is specific to one chart string and its place in a particular MCOP worksheet (notice that the N-OTC001 row goes with the Y-OTC001 row/s).
- Solution:
- This is how the system is designed to work
If you can’t enter a funding entry row that precedes the first effective-dated row
- Problem:
- You can’t enter a funding entry row that precedes the first effective-dated row.
- Cause:
-
- Funding Entry does not allow effective-dated entries that precede the first effective-dated entry. For example, if the first funding entry on a position is effective 7/15/2020, you cannot enter an update effective 7/1/2020.
- This only applies to the first effective-dated entry.
- Solution:
If the salary cap worksheet does not appear for BW & hourly positions on capped funds
- Problem:
- The link to the salary cap worksheet doesn’t exist for BW & hourly positions on capped funds.
- Cause:
- The salary cap worksheet is not working correctly for BW/hourly positions that are less than 1.0 FTE, where a capped Fund is used, and the employee's hourly rate exceeds the cap rate.
- Solution:
- Because of this issue, starting 2/7/2022, the link to the salary cap worksheet has been disabled for hourly/BW positions where a capped Fund is used. This means that you will have to calculate the under-the-cap & OTC percentages and enter them into the main Funding Entry page. When the person’s hourly rate changes or the cap rate changes, you will have to change the percentages in the Funding Entry accordingly.
- NOTE: this is only necessary when the person’s hourly rate exceeds the annual cap rate/2088 hours.
- The removal of the link and the need to calculate the under-the-cap and over-the-cap also applies to salary cost transfers.
- This is only necessary for employees whose hourly rate exceeds the annual cap rate/2088 hours.
If payroll is being recorded to a default project in the DOPE and OFC
- Problem:
- Payroll is being recorded to a default project in the DOPE and in OFC with a Program code of FND, END, or CMB.
- Cause:
- No funding entry exists for the position in UCPath (FND).
- There is at least one line in Funding Entry with an end date that has passed (END)
- The chartstring entered in UCPath is not a valid chartstring (CMB)
-
- Enter funding using the Funding Entry page in UCPath
- Remove or adjust the end date from the funding entry line(s) on the Funding Entry page
- Change the chartstring to a valid chartstring on the Funding Entry page. Run the UCSD-DSH Project Information Lookup/Project Information Lookup Panorama report in BAH to look up the Project COA and verify you are using the correct values, such as financial unit and UCPath-specific fund, for the Project.
- If you’re still receiving an error, run the Combo Code Report or the Combo Code and Chartstring Validation Report in BAH to see if the combination has been sent to UCPath correctly.
- If it’s not there, please submit a submit a ticket to Service & Support (Budget & Finance Support > Financial Accounting > Payroll Financial Management) with the entire chartstring from the Project COA Lookup report and a screenshot of the UCPath error.
- Move the error message box away from the entered chartstring before taking the screenshot so that the agent can verify what was typed in.
If payroll is being recorded to a default project in OFC only and not the DOPE
- Problem:
- Payroll is being recorded to a default project in OFC and not the DOPE
- Cause:
- The payroll posting integration has an override when there is a Federal Fund ( funds starting with 2XXXX) without a project that sends it to the Financial unit default project in Oracle.
- Solution:
- Perform a Salary Cost Transfer in UCPath to add a project to the transaction or
- Perform a Salary Cost Transfer in UCPath to change the fund from a Federal Fund to a non-Federal fund.
If you receive “ earncode …. Is not available in Compensation Snapshot. Enter valid earncode (32001,854)
- Problem:
- Job doesn’t have that earn code in the compensation data.
- Cause:
- The earn codes that exist in Compensation Data Snapshot are defined as percentages of total pay which has to add up to 100%.
- Solution:
- You need to either go into job data and add the missing earn code as a component of pay or add a new earn code to the main Funding Entry page instead of the worksheet.