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CUTOVER: Cost Transfers

UCPath Transition - Cost Transfer’s cutover guidance

Direct Retro is replacing EPET

RACTA (Resource and Capital Transfer Application) is replacing ENPET

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Salary Cost Transfers (EPET)

  • As UCPath is rolling out, The EPET system will be shut and replaced by Direct Retro in UCPath. Payroll Cost Transfers with PPS data (prior to May 2020) have to be processed via EPET by May 13, 2020 (due to OPAFS by May 13, 2020). Payroll Cost Transfers with UCPath data (After June 1, 2020) will only be processed via Direct Retro (new EPET tool).

Direct Retro’s can only be done on payroll transactions that are processed in UCPath. If a direct retro is done in June for a transaction that was processed in May, then that direct retro will appear in the labor ledger that is distributed to UCSD. There will be a program that will translate the new COA from the labor ledger to IFOPAL and will be posted to IFIS via a MyJournal file.

Salary Cost Transfer Timeline

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Deadlines and Important Dates

Deadlines and Important Dates

Date Action
 May 13, 2020  Last EPET due to OPAFS for review
 May 13, 2020  EPET System shut off
 June 01, 2020  UC Path is Live
 June 19, 2020  Last date for FE50/FE53 JV due to OPAFS for review   data with  original transaction processed in PPS
 June 19, 2020  Last day to initiate an ENPET in FinancialLink
 June 25, 2020  Last  day for ENPET final review by OPAFS
 June 25, 2020  ENPET System shut off

 

May 14 – June 19, 2020

FE50, FE53 Journal Vouchers will be allowed for any salary cost transfer where the original transaction was processed in PPS. Please note that this JV will require all the supporting documentation and manually adjustment of the related effort reports.

To submit a FE50 and FE53 JV for salary/benefits cost transfer for OPAFS’s review:

Submit a Service Ticket via https://support.ucsd.edu/ and select “Business & Finance” link with the JV document number for review.

FE50 Journal Voucher PET (Payroll Expense Transfer)

Use financial journal rule class FE50 – FE50–EMF P/R Transfer Journal

Assign an appropriate document number using the following format:

  • FE + 3 letter Department Prefix (or 3 alphas in the FROM index) + a 3 digit numeric (example: FENEU123)
  • Use the appropriate account codes as those on the DOPE or Operating ledger
  • If you are transferring multiple months of payroll, each month of payroll should be its own line

    • Description: Salary, Employee Name, Percent (%) Effort and Pay Period (i.e. Vac Usage. Smith, 10%, 5-31-2014)
    • Document Reference: Employee number (EIN)/UCENO
    • Journal Explanation: The explanation must be simple and include answers to the following:
  1. How did the error occur?
  2. What is the benefit of moving this expense to the transfer TO fund? Because the audit environment targets expense transfers, the explanation must address the benefit of the expense to the transfer TO fund. Be specific. (To state, "Moving Vacation Usage" is no longer acceptable)
  3. Address the Un-timeliness. Why was EPET document # (include document #) payroll expense being moved so late?
  4. What is being done to prevent this type of expense transfer in the future? It is our University’s Best Practice to work with your Department’s Financial Manager (DBO or MSO) and other department fund managers to implement practices that will actually reduce the need for future expense transfers
  • Once the journal(s) are approved electronically at the department level, obtain required signatures and attach the following:
    • Signed and Completed Financial Journals
    • Annotated DOPEs
    • Adjusted & recertified Effort Report(s)
    • VAC LACs with a summary of leave accrual and usage
    • Next Generation Network (NGN)
    • General Liability (if applicable)
  • Submit a Service Ticket via https://support.ucsd.edu/ and select “Business & Finance” link with the PDF packet of the above documents with all required signatures.      

FE53 Journal: Vacation Leave Accrual, Used Benefits and NGN Expenses

Vacation (leave) Accrual and Used Benefits (both account code 668930) and Next Generation Network (NGN) (account code 634015) do not move automatically with salary.

  • Use financial journal rule class FE53 – ONLINE FINANCIAL JOURNALS w/EMF FDS

Assign an appropriate document number using the following format:

  • FE + 3 letter Department Prefix (or 3 alphas in the FROM index) + a 3 digit numeric (i.e. FENEU123)
  • Use the appropriate Sub account codes as those on the DOPE or Operating Ledger
  • Vacation (leave) Accrual and Used Benefits: 668930. Use the Vacation Leave Accrual totals to reconcile the amounts being transferred
  • NGN: 634015
    • To expedite the approval process, include the following information on Financial Journal
      • Description: Employee Name, EPET Doc #, Percent (%) Effort and Pay Period (i.e. Smith, EPET #1010, 10%, 5-31-2014);
      • Document Reference: Employee number (EIN)/UCENO
      • Journal Explanation:  The explanation must be simple and include answers to the following:
  1. How did the error occur?
  2. What is the benefit of moving this expense to the transfer TO fund? Note: Because the audit environment targets expense transfers, the explanation must address the benefit of the expense to the transfer TO fund. Be specific (To state, "Moving NGN" is no longer acceptable)
  3. Address the Un-timeliness. Why was EPET document # (include document #) payroll expense being moved so late?
  4. What is being done to prevent this type of expense transfer in the future? Note: It is our University’s Best Practice to work with your Department’s Financial Manager (DBO or MSO) and other department fund managers to implement practices that will actually reduce the need for future expense transfers

Submit a Service Ticket via https://support.ucsd.edu/ and select “Business & Finance” link with the FE53 JV document number for review.

Non-Payroll Cost Transfers

Electronic Non-Payroll Expense  Transfer (ENPET) will be replaced by RACTA (Resource and Cost Transfer Application) as a function in ORACLE.
June 19, 2020
Low and High Risk ENPETs will be due to OPAFS
June 25. 2020
ENPET system will be shut off.

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