Using Funding Issues Report to Identify Fund Entry Errors in UCPath


Overview

The Funding Issues Report is a group of reports that identify specific issues or potential issues related to funding. If not addressed timely, payroll transactions will be recorded to your department default project. The Funding Issues Report is available in the Business Analytics Hub (https://bah.ucsd.edu) under the HR/Payroll tab. After UCPath Fund Entry errors are corrected, if mismatches still remain between UCPath LL and OFC GL/PPM – refer to KBA: Correcting OFC GL and OFC GL/PPM Subledger Postings for UCPath Salary Expenses and KBA: How to Use DOPE Information to View Posting in OFC.

 

Intended Audience

Fund Managers, UCPath transactors

 

Funding Issues Report Tabs

Review each report tab and make any necessary corrections per the tab instructions below:

Tab 1: Funding Issues Report

  1. Filter the report by your Department area(s) using the "Department" column (if your department doesn’t appear, you may ignore this report)
  2. Add funding for these positions in UCPath (for help, see "Resources" below) *Health Sciences - submit funding changes to SWAT/HHR/ARC with the new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)
  3. Process a Salary Cost Transfer (for help, see "Resources" below) or submit a DrPat request (VCAA/VCHS) for any transactions related to these positions that recorded to your FinUnit default chartstring in UCPath in prior periods 

Tab 2: Funding & Project End Date Report

  1. Filter the report by your Department area(s) using the "Department" column (if your department doesn’t appear, you may ignore this report)
  2. Filter the "End Dates Category" column by the "End Date Past" category (if your department doesn’t appear, go to step 4)
  3. Confirm if the end date relates to Position Funding or the Project
    1. For expired Position Funding requiring position termination, request that your department HR initiator terminate the position in UCPath(employee will continue to get paid until this is complete!) *Health Sciences - submit a ticket to ARC/HHR (employee will continue to get paid until this is complete!)
    2. For expired Position Funding where the end date needs extension, update the position funding in UCPath (for help, see "Resources" below) *Health Sciences - submit a ticket to ARC/HHR with an updated end date
    3. For expired Projects Tasks, update funding in UCPath (for help, see "Resources" below) *Health Sciences - submit funding changes to SWAT/HHR/ARC with new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)
    4. For expired Project Tasks pending an official modification from sponsor to extend award, submit extension to Sponsored Projects Finance (See KBA How to Request an Oracle PPM Award Temporary Extension); if not approved, update funding in UCPath (for help, see "Resources" below)
    5. For expired Project Tasks getting replaced with a new one (i.e. an NIH Federal Flow Thru), update funding in UCPath (for help, see "Resources" below) *Health Sciences - submit funding changes to SWAT/HHR/ARC with new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF) **TIP: for multi-year Federal Flow Through (FFT) awards, projects are created in advance, so suggest setting up future funding with new projects once they’re available (See New Set Up Process for Flow Through Awards)
  4. Filter the "End Dates Category" column by all other categories (focusing on near term expirations first) and ensure that funding and or project updates have been made beyond the expiration date to prevent future defaults
  5. Process a Salary Cost Transfer (for help, see "Resources" below) or submit a DrPat request (VCAA/VCHS) for any expired entries that recorded to your FinUnit default chartstring in UCPath in prior periods
  6. Process an Oracle PPM Cost Transfer (for help, see "Resources" below) for entries that are correctly recorded in UCPath, but went to your default project in Oracle PPM 

Tab 3: No Task or Funding Source

  1. Filter the report by your Department area(s) using the "Department" column (if your department doesn’t appear, you may ignore this report)
  2. Update funding where task and or funding source is missing (for help, see "Resources" below) *Health Sciences - submit funding changes to SWAT/HHR/ARC (depending on priority and complexity) with new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)
  3. Process a Salary Cost Transfer (for help, see "Resources" below) or submit a DrPat request (VCAA/VCHS) for invalid entries that were recorded to your FinUnit default chartstring in UCPath in prior periods 

Resources

If you need assistance