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UCPath-PPM-GL Salary Reconciliation

The UCPath-PPM-GL Salary Reconciliation report enables users to identify discrepancies between transactions in the UCPath Labor Ledger and Oracle PPM/GL.

The UCPath-PPM-GL Salary Reconciliation report is available from the Business Analytics Hub (bah.ucsd.edu) under the Payroll Accounting and Reconciliation tab.

Access

Access has been provisioned to anyone with DOPE Report access.  Staff who do not have access should request UCPath Cognos reports access to Payroll Accounting and Reconciliation. Access failure appears as error "Unable to load requested view. Displaying home view instead."

  1. Navigate to bah.ucsd.edu. 

  2. Select Budget & Finance

  3. If using the List View, look for UCPath-PPM-GL Salary Reconciliation in the list or use the search bar at the top right and click the dashboard name  

    • If using the Card View, click the Payroll Accounting and Reconciliation tab and click Launch on the UCPath-PPM-GL Salary Reconciliation tile 

  4. Use your Active Directory credentials to sign in, if prompted.

Navigation

  • Use these parameters to filter for the data you want to view
  • These filters can be used in combination or individually to produce desired results
  • Accounting Period: We recommend excluding the current accounting period so the report does not include amounts that simply have not yet posted in Oracle. 
  • Report Format
    • Sort by Variance: Recommended when looking at a very small number of accounting periods, particularly in FY21. This view will sort the largest variances (positive or negative) to the top for quick identification of project mismatches.
    • Sort by Project: Most commonly used when searching a broad range of accounting periods and best for seeing when corrections were made.

 

The report has three levels: a main report and two levels of drill-throughs. The third report level is where you will identify the reason for any differences between UCPath and Oracle. The different levels are detailed in respective drawers below.

 

(Click on the image below to see a larger version)

prompts

Level 1: UCPath-PPM-GL Salary Reconciliation

Summary

The UCPath-PPM-GL Salary Reconciliation report compares salary amounts in the UCPath Labor Ledger to amounts in Oracle by project, task, account, and accounting period. It does not display rows where the amounts are the same. It also does not display project-tasks where the total variance is zero. The Variance column is calculated as the difference between the UCPath Amount and the Oracle Amount. 

UCPath Pay for Family Care and Bonding (PFCB) amounts are shown in a separate column and are not included in the Variance calculation. These amounts post originally in both Labor Ledger and in Oracle, and then will be refunded in Oracle only in the month subsequent to the original posting.  

You may see a variance in one accounting period and then the opposite (positive or negative) variance in another accounting period for the same project-task. This indicates either a correction or a timing difference and no further investigation is required. To investigate variances, click on the variance amount to get to Level 2.

  • This report uses Oracle PPM data for payroll on projects, and Oracle GL data for payroll not on a project. It does not compare Oracle PPM to Oracle GL data. 
  • The report reconciles only salary amounts, not other non-salary payroll amounts.
  • Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules.

 

Report Views

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report level 1 ok

Level 2: Salary check drillthrough report GL/PPM/LL

Summary

Clicking on the Variance amount at Level 1 allows you to see detailed Labor Ledger and Oracle ledger transactions for the selected Financial Unit, Project, Account, and Accounting Period. You may see multiple Original Transaction Reference numbers in each list. Identify Original Transaction Reference numbers that appear in one list but not the other as the source of the variance. Click on the Original Transaction Reference number to get to Level 3.

 

Report Views

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report level 2 ok

Level 3: Transaction reference number drillthrough

Summary

Clicking on the Original Transaction Reference number at Level 2 allows you to see detailed Labor Ledger and Oracle ledger transactions for that Original Transaction Reference. Note that information will appear only in the Oracle PPM section for payroll on projects and only in the Oracle GL section for payroll not on a project.  Both Oracle sections will not be populated, and lack of information in one section or the other does NOT indicate a GL-PPM variance. Compare the details for the UCPath transaction to the details for the Oracle PPM or Oracle General Ledger transaction.  

 

Possible differences

  • Project number: Payroll may have posted to one project in the Labor Ledger and a different project in the Oracle ledger. There are a variety of reasons for this, which may or may not require correction.
  • Task number: In FY21, payroll may have posted to one project-task in the Labor Ledger but a different task of the same project in the Oracle Ledger. If the Labor Ledger task is correct, the Oracle transactions can be corrected via PPM cost transfer. If the Oracle task is correct, no action is required.
  • Accounting Period: A mismatch between the UCPath Salary Accounting Date and the Oracle Accounting Period indicates a timing difference. No action is required.
  • The same transaction appears twice with the same amount on the same project in Oracle: The payroll transaction posted twice and has not been corrected. 
  • No transaction appears in either Oracle section: The transaction has not posted in Oracle.

 

Report Views

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report level 3 ok

What do I do when I identify the reason for the variance?

Observation Action
The UCPath project starts with DNU and the Oracle project is the equivalent replacement project without the DNU. None.
The Oracle project is a default project and the UCPath project is a different project. The Default Project Payroll report is the best choice for reviewing corrections that need to be made to payroll posted to default project.  Review the Default Project Payroll page on Blink to identify the best corrective action.
The UCPath project-task is different from the Oracle project-task, and neither is DNU or default. If the UCPath project-task is correct, process PPM cost transfers to move the Oracle transactions.  If the Oracle project-task is correct, no action is needed.  Document your analysis in your internal records for future reference.
The same transaction appears twice with the same amount on the same project in Oracle Submit a ticket to Financial Accounting > Payroll Financial Management > Payroll Reconciliation.  Include a download of the report in your ticket.
No transaction appears in either Oracle section Payroll posts to Oracle ledgers once a month in the first week after the end of the month.  If the accounting period with the variance is the current or recently ended period, wait for payroll to post in Oracle.  If the accounting period is well in the past, submit a ticket to Financial Accounting > Payroll Financial Management > Payroll Reconciliation.  Include a download of the report in your ticket.

 

Release Notes & Communications

Date Release Notes & Communications
3/7/2023 Budget & Finance Weekly Digest

The UCPath-PPM-GL Salary Reconciliation report has been modified to account for Pay for Family Care and Bonding (PFCB). PFCB salary is charged as normal salary in both the Labor Ledger (UCPath) and in Oracle, but is subsequently
refunded to the Project in Oracle only. This was creating artificial discrepancies on the Salary Reconciliation report.

The PFCB salary amount from UCPath is now broken out into a separate column and is not included in the Variance calculation. In cases where the refund occurred in a different month from the original salary, you will see a variance in the month of the salary and the opposite variance in the month of the refund.