Training Tips & Lessons Learned May 18, 2021

Quick announcements regarding Payroll Office Hours, Work Study Workshop, Year-End Tasks, UCPath Preparation, Funding Rollover, and Funding Roll-Over Pre-Review. Stay informed about important fiscal year-end processes and deadlines.

• Training
• Tips
• Payroll
• Work Study
• Year-End

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1. Training Tips & Lessons Learned May 18, 2021

2. Quick Announcements I Payroll Office Hours: Mon. & Wed 1pm 2pm - Pilot Ending 5/26* Off-cycle Overpayments Final pay Payroll Office Hours CLOSED 5/19 (tomorrow) Chancellor s Town Hall 2

3. Quick Announcements II Work Study Workshop on 5/27 This workshop is intended for departments who have student employees with Work Study programs. Sign up here to participate: UCPath Training Team: Work Study Training (signupgenius.com) Funding Reminders: Continue to monitor Position Funding (End dates, inaccurate KFS accounts, etc.) Identify Direct Retro transactions that need processing, avoid waiting until last minute. 3

4. Agenda Fiscal Year End Tasks & Deadlines Retirement Processing Tips (time permitting)

5. UCI UCPath Year-End Preparation May 18, 2021

6. Year End Highlights Funding Rollover Direct Retro Discussion Contracts & Grants Considerations Assessment Rate Update Year End Accrual for Campus Weekly reminders on Approvals for Funding and Direct Retro Data Analysis Findings Budget Distribution Page updates 6

7. Funding Rollover No Funding Transactions entered or approved June 24 through June 30 (noon). System not frozen, but funding entry may not update correctly. June 24-25 MCOP worksheets rollover, June 26-30 All funding rolls over. Funding without an end date will be rolled over to new fiscal year If Funding has end date beyond 6/30/21 it will roll over as part of the process and carry it s funding end date Any funding with end date before 6/30/21 will not roll over to 2022 If funding is in place for next fiscal year, current funding will not roll over June 23 last day to update funding to effect 2021 fiscal year earnings 7

8. Pre-Review of Funding roll over Testing funding roll over week of June 7 Reports of funding that rolled over in test and what didn t Send to MAABOs week of June 14 for review and corrections Error reports of what didn t rollover distribution to MAABOs early July 8

9. Key Dates & Reminders!! Rollover Testing & Review 6/7 6/14 7/7~ Testing Funding Rollover Week Test Results to MAABOs for corrections Results of Actual Rollover to MAABOs Rollover Rules No End Date End Date>6/30/21 AVOID 6/24/21 6/30/21-noon Funding Entry End Date <6/30/21 New Funding As Of 7/1/21 6/23- Last day for Funding Update for any 2021 Earnings! 9

10. Direct Retro/Funding Tips When inputting new funding for next year, change the fiscal year from current year default; needs to be done on the search screen Direct Retro transactions that are initiated but not submitted or approved need to be submitted or cancelled Last date for Direct Retros to be included for 2020/2021, must be fully approved by July 6 at noon- if the deadline is missed it will post to next fiscal year 10

11. Direct Retro Schedule Transaction Approval by 5:00 PM Available in DOPE Report June 10 June 17 June 24 June 28 July 3 July 10 June 4 June 11 June 18 June 22 June 29 July 6 (noon) 11

12. Direct Retros in Initiated Status Direct retro transactions sitting in an Initiated status need to be reviewed When a direct retro is in an Initiated status, it locks the pay record so it cannot be selected for processing from the Process Direct Retro page. There are two options for these transactions: Finalize and submit for processing Cancel transaction Details in Appendix

13. Direct Retros Affecting C&G Accounts Direct retros placing charges or credits to C&G accounts require that all questions in the Questionnaire are clearly answered. Explain how the error occurred and why the transfer is being requested. If partial transfer, explain the basis for proration and/or split. Who approved the transfer of funds? (e.g. Name of PI, Department CAO; and Department needs to keep this backup on file) How does the transfer benefit or impact the new funding source being charged? Explain the untimeliness if transfer is: > 120 days after original transaction date, and/or > 90 days after the fund end date. 13

14. High Risk Direct Retros Affecting C&G Accounts Direct retros not made within the 120 days are considered high risk and will be reviewed by C&G Compliance. C&G Compliance will not approve direct retros missing clear answers to all questions in the Questionnaire, or if expense corrections cannot be deemed allowable and allocable to the award. Process direct retros with enough time for C&G review and approval of high risk transactions. 14

15. Clear Suspense Account BF10002 via Direct Retro Please make sure department payroll expenses posted to BF10002 are cleared by 7/6 noon Departments need to review the new KFS Suspense Account Audit Report (RUCI158) Departments need to transfer salary expenses hitting the KFS Suspense account via the DIRECT Retro Process (Salary Cost Transfer) by the UCPath deadline of July 6, 2021 noon. Please check and fix the root causes i.e. funding 15

16. Assessment Rates for FY 22 New Rates published by Budget office Due to UCPC June 15th Effective July 1, 2021 CBR GAEL VLA RPNI New Rates available in Code look-up report after July 1. 16

17. Year End Accrual for Campus Will account for last three days of June Bi-weekly that will be paid in July Reversal in first July Bi-weekly GL run 17

18. Data Analysis Update Will begin sending weekly reminders for funding and direct retro transactions that need to be submitted and approved Report will be sent later this week with information to review on the VLA issues These are the fields contained in the report EMPLID EMPL_RCD RUN_ID Key2 HRDept PAY_BEGIN_DT PAY_END_DT UC_EARN_BGN_DT UC_DEPT ID_ROLL UP UC_EARN_EN D_DT POSITION _NBR PAYCHEC K_NBR FUND_C ODE DEPTID_C F PROJECT _ID ACCOUN TING_PE RIOD LEVEL4_D EPTDESC R CHARTFIE LD2 UC_SCT_I D LEVEL3_D EPTID LEVEL4_D EPTID ADJ Required LEVEL3_DEPTDESCR SRC 18

19. Adjustment Process MAABOs to collect the adjustments for their schools/departments and submit one EEC ticket per MAABO with this spreadsheet attached EEC tickets should go to Payroll and Time Reporting/ Payroll Accounting These adjustments will be made by UCI Accounting not UCPath Delete the first three rows of text before saving your document to import in csv format. * Indicates Required field Sub-Obj Chart* Account* Sub-Acct Object* Project rows of text before saving your document to import in csv format. (enter an amount in EITHER the debit or credit field) Org Ref ID Line Description Debit* Credit* 19

20. When to Update Budget Distribution The Budget Distribution page must be updated for permanently budgeted positions when: New positions are created for permanently budgeted positions either by the department or the Budget office. Any type of pay change occurs for permanently budgeted positions. This includes the following PayPath transactions: Promotions and/or Reclassifications Step increases Merit increases Equity increases Permanently budgeted positions are vacated. This includes the following Smart HR Template transactions: Terminations (Including transfers out) Retirements Note: Transactions must be fully processed before updating the Budget Distribution page.

21. Where to Get Help The UCPath Help site is your first level of support. Search for conceptual content, job aids or step-by-step instructions for UCPath tasks. From the Transactional Users website, expand the UPK Simulation section in the middle of page and then click the Location Users link to open the site. *An Adobe PDF version is available for users with screen readers. If you re experiencing issues, or have questions about transactions, please contact the Virtual Drop In CenterM-F 10-12 Zoom: https://zoom.us/j/8519035805 One tap mobile: +16699006833,,8519035805# Open an EEC ticket: EEC.hr.uci.edu UCPath Support/ UCPath Finance & Accounting Inquiry

22. Appendix Detailed slides on Funding Entry and Direct Retro 22

23. Funding Details Funding Entries in UCPath are created for each Fiscal Year. The Rollover process takes the existing entries, and creates a new funding entry for the Next Fiscal year. There are 3 exceptions: If a Fiscal Year 2022 Funding entry has already been created. A new Funding Entry for 2022 will not be created, or override the new entry. If Positions are Inactive (Status of I ), the funding entries will not rollover. If there is a Funding End Date, on the Funding entry page, these entries will not rollover. Clarifying the Funding End Date: This Funding End date is a field on the funding Entry page. This is not related to Fund/Grant Expiration Dates. If the funding End Date is a future date in the next fiscal year. The funding will rollover. Distribution lines with funding end dates (FUNDING_END_DT) that expire in the current/ending fiscal year will roll over with the department level-funding FAU specified in the Department Budget Table. This will apply to all distribution lines, whether they have a blank earnings code or are earnings code-specific. 3,4 23

24. Direct Retro Information (Appendix) Direct Retro transactions that are initiated but not submitted or approved need to be submitted or cancelled After SCT runs in UCPath, can see part of it in DOPE report, only loaded to KFS after labor ledger runs Ensure all high risk transactions are done early enough for second approval by C&G before deadlines 24

25. Locating Initiated Direct Retros Navigation: PeopleSoft Menu > Payroll for North America > Payroll Distribution > UC Customizations > Review Retro Distributions

26. Reviewing Search Results Total number in the Initiated status will appear in the far right corner of the Search Results section.

27. How to Cancel a Direct Retro When you cancel a direct retro transaction it unlocks the record. 1. Select the transaction from the Search Results list. 2. Click the Cancel button.

28. Continue Processing Direct Retro 1. Select transaction from Search Results list. 2. Complete New Data section, Reason Code, Save and Submit.

29. June 2021 UCPath FYE GL Processing Calendar Sunday Monday Tuesday Wednesday Thursday Friday Saturday 30 31 1 2 3 4 5 BW On-Cycle GL Confirm (210529B1X) Processed SCT in DDODS* BW On-Cycle GL Confirm (210529B1XL) BW On-Cycle PAY Confirm (210529B1XL) SCT Local Approval Due: 5:00 PM BW On-Cycle PAY Confirm (210529B1X) SCT Batch Run 6 7 8 12 9 10 11 BW On-Cycle GL Confirm Summary and Detail (210529B1X) BW Off-Cycle PAY Confirm MO Off-Cycle GL Confirm (210601M0YL) MO Off-Cycle PAY Confirm (210601M0Y) MO Off-Cycle GL Confirm (210601M0Y) MO Off-Cycle PAY Confirm Processed SCT in DDODS* Off-Cycle GL Confirm MO Off-Cycle PAY Confirm (210601M0YL) SCT Batch Run SCT Local Approval Due: 5:00 PM 13 19 14 16 17 18 15 Off-Cycle GL Confirm BW On-Cycle PAY Confirm (210612B2XL) BW On-Cycle GL Confirm (210612B2X) Processed SCT in DDODS* BW On-Cycle PAY Confirm (210612B2X) 6/15 Locations submit CBR/VLA/GAEL rates for new FY if applicable SCT Local Approval Due: 5:00 PM Off-Cycle GL Confirm BW On-Cycle GL Confirm (210612B2XL) SCT Batch Run 20 26 21 22 23 24 25 BW On-Cycle GL Confirm Summary and Detail (210612B2X) Off-Cycle GL Confirm MO On-Cycle PAY Confirm (210630M0XL) Processed SCT in DDODS* Processed SCT in DDODS* Off-Cycle GL Confirm MO On-Cycle GL Confirm (210630M0XL) SCT Batch Run Funding Entry Freeze starts at 8:00 AM (MCOP) 6/21 -6/25 Configure new rates for new FY MO On-Cycle PAY Confirm (210630M0X) Final M0 SCT Local Approval Due: 5:00 PM SCT Batch Run Funding Entry Freeze ends at 12:00 PM (MCOP) 27 3 1 2 28 29 30 MO On-Cycle GL Confirm (210630M0X) BW On-Cycle GL Confirm (210626B1XL) Funding Entry Freeze ends at 12:00 PM (non-MCOP) Funding Entry Freeze cont. MO On-Cycle GL Confirm Summary and Detail (210630M0X) Final M0 Funding Entry Freeze starts at 8:00 AM (non- MCOP) QUESTIONS? 855.982.7284 BW On-Cycle PAY Confirm (210626B1XL) SCT Local Approval Due: 5:00 PM UCPATH.UNIVERSITYOFCALIFORNIA.EDU SCT Batch Run UCPATH 29

30. July 2021 UCPath FYE GL Processing Calendar Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 BW On-Cycle PAY Confirm (210626B1X) Final BW BW On-Cycle GL Confirm (210626B1X) Final BW UCPath: Communicate the completion of assessment rates configuration SCT Batch Run 4 5 7 8 9 10 6 BW On-Cycle GL Confirm Summary and Detail (210626B1X) Final BW Final SCT Batch Run Processed SCT in DDODS Holiday Off-Cycle PAY Confirm (210701M0YL) First SCT Local Approval for FY 21-22 Due: 5 PM UCPath Finance: Cost Recovery Forms for EAP and IAP reimbursement for Locations Processed On-Cycle GL Summary and Detail for 210626B1X in DDODS Final SCT Local Approval Due: 5 PM 11 12 13 14 15 16 17 Off-Cycle GL Confirm (210701M0YL) BW On-Cycle PAY Confirm (210710B2XL) Off-Cycle GL Confirm (210701M0Y) BW On-Cycle PAY Confirm (210710B2X) Off-Cycle GL Confirm BW On-Cycle GL Confirm (210710B2X) Processed SCT in DDODS Off-Cycle PAY Confirm (210701M0Y) BW On-Cycle GL Confirm (210710B2XL) SCT Batch Run 18 19 20 21 22 23 24 BW On-Cycle GL Confirm Summary and Detail (210710B2X) SCT Local Approval Due: 5 PM Processed SCT in DDODS Processed SCT in DDODS SCT Batch Run SCT Local Approval Due: 5 PM SCT Batch Run 25 26 27 28 29 30 31 BW On-Cycle GL Confirm (210724B1X) MO On-Cycle PAY Confirm (210731M0XL) BW On-Cycle PAY Confirm (210724B1XL) MO On-Cycle GL Confirm (210731M0XL) BW On-Cycle GL Confirm (210724B1XL) MO On-Cycle GL Confirm (210731M0X) MO On-Cycle GL Summary and Detail (210731M0X) BW On-Cycle PAY Confirm (210724B1X) MO On-Cycle PAY Confirm (210731M0X) UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER | FOUNDED ON SERVICE, BUILT ON TRUST 30 * See Key section for how Accounting Date is assigned for each SCT batch run

31. 31 Retirement Processing Tips UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER | FOUNDED ON SERVICE, BUILT ON TRUST 31

32. Retirement Processing Tips Process for July 1 retirement Eligible for COLA Final day of work June 29 Effective date of retirement June 30 Employees on LOA or SWB who do not return to work, the last day worked should be prior to the LOA or SWB. Refer to job aid for additional info Emeriti Processing Effective with the 1st day of retirement (July 1), the faculty member is rehired as WOS Emeriti in UCPath. Retirement transaction must be fully processed first. Refer to job aid for additional info UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER | FOUNDED ON SERVICE, BUILT ON TRUST 32

33. Quick Announcements III PayPath Blackout Period (BW2): Starting: Today 5/18 @ 5pm Back Online: Friday 5/21 @ 6am Date for Mass PayPath Actions for Grad Student SWB to be announced soon. Mass PayPath Action opportunity to put Grad Students on SWB. Process will be similar to other Mass PayPath Actions Recommended to identify Grad Students that will be placed on SWB and those that will not have a job/position. 33

34. Transaction and Retro Deadline Upcoming Deadlines: One-Time Payments, Retro Payments, Extended Absences, Templates Trx, etc.: Bi-Weekly: 5/26 Monthly: 5/19 34

35. Quick Announcements IV Vacation Accrual Payout: Workaround When entering Final Pay requests in UCPath, please note the workaround for paying out vacation accrual balances and when to use it. A. If the department ISNOTreporting takes for the employee on the Final Pay request: On the Leave tab: 1. Enter TRM earn code 2. Hours field = 1 3. Check the Payout Accruals box B. If the department ISreporting takes for the employee on the payroll request, the workaround above is not necessary. 35

36. Quick Announcements V Instructor Led Training in May Limited training will be available in May for select courses via Zoom. Registration is available in UCLC for the following dates: Instructor Led Training (Zoom) Courses: Training Dates Monday: 5/3/2021 9am 11am Thursday: 5/6/2021 1:30pm 3:30pm Summer Salary Thursday: 5/13/2021 10am 11:30am Thursday: 5/20/2021 1:30pm 3:00pm Multiple Components of Pay Monday: 5/10/2021 9am 12pm Monday: 5/17/2021 9am 12pm Funding Entry + Budget Dist. Wednesday: 5/12/2021 9am 11:30am Wednesday: 5/19/2021 1pm 3:30pm Direct Retro 36