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System Status: 

Known Transitional Issues

View all known transitional issues impacting financial processes and reports. This list was curated specifically to support financial review and corrective actions by department fund managers.

Issues currently in progress

# Issue What You Should Know How You Can Help

1

Some IFIS Indexes from multiple funds or orgs were mapped to a single project/task

This is a 1-time issue that once corrected, will not reoccur.

We have identified examples where multiple IFIS funds or orgs were mapped to a single project and/or task. This only impacted some General Projects.

While the GL conversion was not affected, the beginning balances in PPM were combined.

Since each task is associated with only a single fund, the ongoing impact is that expenditures are going to the wrong fund or financial unit. 

Please review your index mapping to identify if any tasks that may have been mapped to indexes with multiple funds or orgs.  

To correct this, please request new projects or tasks and then submit a cost transfer request to move the beginning balance and any expenditures that have occurred since July.

2

Tuition remission charges from May/June 2020 isare incorrect or missing.

Graduate Division is in the process of a detailed review of all charges during the period between UCPath of OFC go-live, and will be posting any corrections in the April-21 accounting period.

If you have an outstanding correction pertaining to these Please submit a ticket via support.ucsd.edu/finance.

If you have already submitted a ticket to the support portal, you do not need to submit a new one.

If you have submitted your inquiry via email to the FSU staff, please do submit a ticket (in the *More Specifically field, type “Graduate Tuition & Fee Remission Accounting”. The *About and *Related to… fields will auto-populate.)

3

Some non-sponsored projects show an artificially high balance due to a contra-expense (negative cost).

This is how carry forward balances were handled at go-live. 

No corrective actions are required.

Central offices will be moving converted carryforwards from tasks to projects globally (out of PPM and just into the GL), after the multiple tasks to single project conversion (item above).

4

Graduate student stipends have not been charged to the correct project and task, impacting billing and sponsor reporting.

This is a 1-time issue associated with the change in chart of accounts, missing reports, and staffing challenges.  Once caught up and automated, will no longer be an issue.

Graduate financial support unit has brought in resources to help support accounting processes needed to get payments posted, with priority on grants. 




For awards which have ended or will end soon, anticipated costs should be reported on the Final Expense Report (FER). Financial staff and research administrators should work directly with graduate coordinators to identify students for whom corrections will be requested and should therefore be included on a FER.

5

Revenue Accounting entries posting to the wrong chart string due to incorrect subledger accounting (SLA) rules.

The Financial Operations PPM Strategic Design team is reviewing and analyzing existing project SLAs and will work with the configuration team to make any necessary updates.

The Financial Operations Accounts Receivable team is actively working on correcting the chart strings directly at the source including updating missing contract information that is required for the SLAs to post to the correct chart string. The team will reach out to departments if additional information is needed. This effort is expected to be ongoing through November.

Update Contract’s Fund, Revenue, and Invoice Grouping fields if they are blank for General Contracts and KR Service Agreement contracts.

6

Some invoices are not systematically issued to Customers The Financial Operations Accounts Receivable team has a ticket open with Oracle to address issues of invoices not being sent out to the customers through the system. The source of this issue stems from a system error that automatically assigns more than one primary contact to the bill-to address. Currently, we are awaiting assistance from Oracle to identify all affected Contact us via Services & Support if you believe that your customer(s) did not receive an invoice.

Please Note: Departments can enter any transactions in the Pending column on the FER for sponsored projects financial reporting if those transactions have not yet been corrected but need to be reported.

Issues submitted to Oracle/SAP for resolution

# Issue What You Should Know How You Can Help

1

Payments are being delayed on invoices that have Federal and/or State withholding applied to an invoice. This is predominately impacting royalty and fellowship payments.

Payments are being issued for the incorrect amount because withholding is not being applied correctly at the time of payment.



IT Services and Oracle are working on correcting the issue.  At this time there is no ETA on when it will be resolved.

Federal withholding only – If payee is setup for direct deposit then payment can be made. If payee is setup for check payments then invoice/payment will be held until issue is resolved.

State withholding only – All invoices/payments will be held until issue has been resolved.

 Federal and State withholding – All invoices/payments will be held until issue has been resolved.

If you are contacted about payment please let the payee/supplier know payment will be issued as soon as the issue has been resolved.

2

Small number of Accounts Payable invoices with sales tax posted in GL but not PPM.

The issue only occurs on PO-matched invoices where the sales tax is not attached to the correct invoice expense line due to action of cancellation and rekey. 

We’re working with Oracle on a software change as we believe this is a defect, not how the software should function.

Until this is resolved, IPPS Accounts Payable team has a manual workaround to ensure correct posting of future invoices to PPM. 

No corrective actions are required.

3

Transactions, such as requisitions pending approval, are appearing more than once in some worklists or they are not disappearing from some worklists after the transaction has been completed, such as an approved requisition

The issue may impact all transaction types

We’re working with Oracle as we believe this is a defect.



No corrective actions are required. 

4

Delegate view in Concur appears collapsed with no options for Request or Expense access unless the user logs out and logs back in.

We’re working with SAP Concur on a solution as we believe this is a defect.

No corrective actions are required. 

5

Selecting multiple expenses on your expense report and then clicking ‘Edit’ provides an option to edit many expenses at one time but results in alerts and error messages after saving.

We’re working with SAP Concur on a solution as we believe this is a defect.

No corrective actions are required. 

Issues now closed

# Issue What You Should Know How You Can Help

1

Payment term discounts on federally funded orders not properly crediting the project

This is a 1-time issue that has been corrected and will not reoccur.

AP configuration that identifies federally funded orders is posting discounts correctly to the GL but not posting to PPM.

As of 2/5, IPPS has centrally corrected all affected transactions and notified affected Financial Unit approvers.



No corrective actions are required.

 

2

Updates to NGN recharges following the mass payroll expense correction on previously expired Awards and Projects in the November accounting period has been completed and has posted in the accounting period of January.

This is a 1-time issue that has been corrected and will not reoccur.

This effort was intended to minimize work effort by department fund managers by centrally moving NGN recharges associated with payroll expenses that were corrected for previously expired Awards and Projects in the November accounting period.

Be aware that NGN recharges follow payroll activity. If a direct retro (salary cost transfer) is made in UC Path, the recharge will correspondingly follow the FTE associated with the payroll cost being transferred in the following labor ledger accounting period.

Users should review their ledgers to ensure their NGN charges are being charged to the correct place. 

For any further adjustments, users will be advised to utilize the new cost transfer process in Oracle.

*Tip: In each NGN MCI posted to Oracle, the Expenditure Item Comment contains the Employee Name and ID belonging to the record of NGN.

 3

A subset of legacy sub-contract expenses mapped to an expenditure type that requires manual correction by OPAFS.

This is a 1-time issue resulting from differences between IFIS and OFC that has been corrected and will not reoccur.

OFC distinguishes sub-contract expenses within and after the first $25k using two account codes (533000 and 533100 respectively). Since IFIS did not distinguish between those expenses, all expenses were mapped to 533100 - Subcontract/Consultants greater than 25K, 

As of 1/26, OPAFS has completed working to identify and manually adjust those subcontracts that were under $25K in IFIS to reflect expenditure type 533000 - First $25K of Subcontract/Consultants. There is no impact on indirect costs (IDC) or burden. This will make long term IDC reconciliation easier.

No corrective actions are required.

4

Checks issued in early January were being rejected by banks as they were presented for deposit between January 1st and January 11th.  

This is a 1-time issue that has been corrected and will not reoccur.

Checks were printed with the correct 2021 dates, however the formatting of dates in a payment file sent to our bank made it appear as 2020, which caused these checks to appear stale.

The file formatting has been corrected and a new file was resent.

Any check issued since January 1st, 2021 can now be deposited or cashed. However some banks are continuing to reject these checks based on the first file submission. 

Wells Fargo is our partner bank so if you are depositing a check at Wells Fargo it should be clear to the teller that the check is valid. Mobile and ATM check deposit should also be able to confirm check validity.

If you do encounter a bank that will not accept the check, if your bank is charging you a fee to reprocess the check, or if you no longer have the check to resubmit, please submit a Services & Support case with the check details.

5

Project commitments from Travel and Event requests in Concur were not lifting and/or creating duplicate commitments.


This is a 1-time issue that has been corrected and will not reoccur.

A configuration setting in Concur prevented commitments from closing automatically, and an integration issue caused cancelled commitments to post as a new commitment.


As of 1/11, this issue has been addressed.

Clicking ‘Cancel’ on your request will no longer create a duplicate Project commitment. ‘Cancel’ will simply remove this request from your Active Requests view.

To “lift” a commitment, click ‘Close/Inactivate’. This will create a negative commitment line on your project the following day. Note that you can still Close/Inactivate a Canceled request.

If you have Closed/Inactivated your request, but the commitment has not lifted, please create a Services & Support case with the Project Number, Request ID, and Amount.

 6

Sponsored projects equity needs to be fully allocated to the project in the GL. 

This is a 1-time action that has been corrected and will not reoccur.

Currently, equity is half posted to the Financial Unit with project segment 0000000 in the GL.  This needs to be moved to the identified project segment to inform GL Balances.

Further analysis uncovered that Sponsor/Industry Initiated Clinical trials were converted like other sponsored projects, however the legacy processing was different (cash basis at index instead of accrual at the fund) and so further corrections are needed and are in process. 

As of 2/5, this issue has been addressed.

No corrective actions are required.

If you identify any discrepancies that need to be corrected, please contact your OPAFS award accountant.

7

Sponsored Projects revenue for awards with multiple organizations may have been posted to the incorrect department during conversion. 

This is a 1-time action that has been corrected and will not reoccur.

A few departments have reported missing converted revenue for awards under their Financial Unit. These need to be reviewed and corrected to post to the proper Financial Unit  

As of 1/8, this issue has been addressed.

No corrective actions are required.

8

Invoices containing mismatched freight or other misc. charges/discounts may have those expenses posted to the GL instead of properly to the PPM

This is a 1-time issue that has been corrected and will not reoccur.

This is due to a staff training issue that has since been addressed.

As of 1/15, affected transactions were corrected centrally by IPPS.

IPPS corrected affected transactions centrally, and reached out directly to those involved. 

No corrective actions are required.




9

Concur expenses posting incorrectly to the GL/PPM for human subject and gift card payments.

This is a 1-time issue that has been corrected and will not reoccur.

This is due to a defect in the Concur to OFC integration that impacted 170 transactions.

As of 11/25, the integration logic was corrected, and as of 12/23 the affected transactions were reversed and corrected centrally by IPPS. . 

Be aware that IPPS will be reaching out to you to correct impacted transactions. 

No corrective actions are required.

10

July and August payroll expenses were posted with an incorrect Expenditure Item Date from UC Path (Pay Period End Date & Effective Date)

This is a 1-time issue that has been corrected and will not reoccur.

Starting with the September accounting period, payroll expenses now posts with the correct Expenditure Item Date from UC Path (Pay Earning End Date)

This impacted IDC assessments in August, but were corrected centrally in September.

Furthermore, to accommodate projects ending mid-cycle, additional logic was added to update the Expenditure Item date to reflect the end date of the Task Completion Date if the Task Completion Date is between the Pay Earnings Begin and End Dates.  This will be noted in each affected transaction. 

Be aware when reconciling payroll expenses that the Expenditure Item Date for July and August may be inconsistent with subsequent accounting periods, and that IDC assessments were impacted in August but were corrected in September.

No corrective actions are required.

11

Summer 2020 salary earnings were assessed full CBR instead of the lower summer CBR.

This is a 1-time issue that has been corrected and will not reoccur.

As of the November accounting period, previously incorrect charges were corrected centrally.

Be aware when reconciling payroll expenses from Summer 2020.

No corrective actions are required.

12

Payroll expenses not yet posted or posts in a subsequent accounting period in OFC than what appears in the labor ledger (DOPE report)

This is a 1-time issue that has been corrected and will not reoccur.

This is caused by delays in the delivery of payroll data to UCSD causing some expenses to post in the subsequent month in OFC.

Starting with November accounting period, payroll will post to OFC only after all expenses have been received

Be aware when reconciling payroll expenses between July and October that some expenses may be posted in the subsequent month.

No corrective actions are required.



13

Some expenses posted to the September PPM ledger in the month of November

This is a 1-time issue that has been corrected and will not reoccur.

This is caused by an errant process reopening the September PPM ledger in the month of November. 

The impacted population are transactions with an Expenditure Item Date prior to Nov. 2020, but transacted between December 1-4.

As of 12/13, incorrect transactions were reversed and reposted to reflect the November accounting period.

As of 1/23, a subset of IDC transactions were discovered that had not been previously corrected. These were reversed and reposted into the January accounting period.

Be aware when reviewing and reporting your financials.  

No corrective actions are required.

14

Some revenue posted to the September PPM ledger in the month of November

This is a 1-time issue that has been corrected and will not reoccur.

This is caused by an errant process reopening the September PPM ledger in the month of November. 

PPM Billing Events that were created between 12/2-12/4 with dates prior to November booked revenue to the month of September

Be aware when reviewing and reporting your financials.  

No corrective actions are required.




15

Some major recharge facilities may be delayed in charging expenses due to COA/system transition.

This is a 1-time issue that has been corrected and will not reoccur.

All recharge facilities are now caught up within 1-2 months from when expenses are incurred.

Be aware that some recharge expenses may have been late posting to OFC.  Please contact the recharge facility directly if you have any questions.

No corrective actions are required.

16

Revenue from ISIS is overstated in the General Ledger.

This is a 1-time issue that has been corrected and will not reoccur.

This is caused by incorrect logic in handling negative debits and credit postings to the GL.  

As of 11/20, the integration logic was modified so no new errors are created.

As of 12/11, historical journal entries posted in error have been corrected centrally.

Be aware when reconciling ISIS revenue and adjustments.

No corrective actions are required.

17

Some awardee addresses may not have been converted accurately (multi-site) during the transition of sub-awards from Marketplace to Kuali Research.

This is the result of a process change that will, over time, be mitigated thru training and process improvements.

If invoices are approved with inaccurate sub-awardee addresses (sites), check payments may not be received, requiring cancellation and reissuance of payment.

Please be sure to confirm the Supplier Site ID in Kuali subaward record is correct before approving outgoing subaward invoices.

Review Knowledge Base Article (KB0032254) for how To Manage Subcontracts/Subawards in OFC PPM.

18

Some expenditure types were coded to the wrong expenditure category during conversion, resulting in confusion on sponsor invoices.

This is a 1-time issue that has been corrected and will not reoccur.

This includes General Liability, legacy SIO payroll and some equipment expenses, and has been centrally corrected.

Subsequent to the initial correction, December Payroll misposted and it has been fixed in Jan ledger

 

No corrective actions are required.

19

Royalty payments to employees made between July 1 and December 31, 2020, were not reported to the IRS for the 2020 tax year.  

This is a 1-time issue that has been corrected and will not reoccur.

IPPS has identified the root cause and is now filing necessary corrections.  Impacted employees will be notified by 2/19 to let them know that they will soon receive an updated 1099-MISC form.

Please be advised that instructions for accessing the updated 1099-MISC form will be sent electronically from noreply@tax1099.com  to each recipients’ @ucsd.edu email address.

 

No corrective actions are required.

20

Select December 2020 NGN recharges (Account 770002) incorrectly posted to a Default Project. This error took place due to validation in a test environment that was not recently refreshed against Production data.

This is a 1-time issue that has been corrected and will not reoccur.

ITS has posted a correction in the accounting period of February 2021 to transfer these charges to their original valid Project-Task-Funding Source (PTF).

Users should review their ledgers to ensure their NGN charges are being charged to the correct place.




For any further adjustments, users will be advised to utilize the new cost transfer process in Oracle.

*Tip: In each NGN MCI posted to Oracle, the Expenditure Item Comment contains the Employee Name and ID belonging to the record of NGN.




21

Tax posting to the GL/PPM when invoice COA segment differs from POETAF values

This is a 1-time issue that has been corrected and will not reoccur.

AP configuration that overrides invoice COA segment based on the POETAF values is not working properly for the use-tax lines. This only occurs when a user enters a COA segment that does not match with the POETAF values. 

As of 3/8, IPPS has centrally corrected all affected transactions and notified affected Financial Unit approvers.

No corrective actions are required.

22

Oracle controls will now prevent expenses from posting to unallowable fund sources / projects (outside period of performance, closed status, over budget, etc.)

This is the result of a process change that will require all expenses to be transacted against allowable fund sources. Financial Officers will need to review, on a regular basis, any expenses that have been redirected to their Financial Unit Default Project, and work with their Fund Managers to make sure expenses are being charged appropriately.

Oracle uses the Expenditure Item Date to determine if the expense can be posted to a project in PPM.  If the Expenditure Item Date falls outside the period of performance for your project, the expense will be redirected to your Financial Unit Default Project.

Review Knowledge Base Article (KB0032565) for instructions on processing temporary award date extensions.

Review Knowledge Base Article (KB0032079) for instructions on finding the Default Project for your Financial Unit.

Review Knowledge Base Article (KB0032893) for instructions on processing a non-Salary cost transfer in Oracle. 

As of 12/14, non-salary expense transfer functionality is now available to departments in OFC.  

Service & Support Request should only be used for volume transfers (greater than 10)

 

If one or more of your projects have ended or have closed, please make sure to update any systems (e.g. UC Path, other recharge facilities) with an allowable fund source. 

For UC Path: Review UC Path Reconciliation Toolkit

For non-salary expenses that have been redirected to your Financial Unit Default Project, you will need to take action to update the fund source and transfer those expenses as appropriate: 

Submit a Services & Support request to process a salary cost transfer for transactions prior to July 1, 2020.

23

Expenses posting to the GL instead of to the PPM as intended

This is the result of a process change that will, over time, be mitigated through training and improved data entry controls from upstream transactional systems.

This is likely due to transactors omitting the project and task detail when entering a transaction.

For UCPath transactions: From Jan-May 2021, UCPath Direct Retros transferring from no Project (project 0000000) to a Project in PPM had the credit go to the department default Project in Oracle.
 



Please be sure to include project and task information when entering any transactions.

24

Revenue and resources are not showing up on tasks needed for P&L reporting.

This is due to a design decision that was later changed.

We’ve learned since going live that our design to use “negative” costs to represent revenue/resources at the task level is far too complex and error prone, and most importantly, contradicts with the design of the PPM module, which is intended to track expenses against budget performance.

The team has published guidance on the use of projects/tasks, which will include when something should be a project as opposed to when something should be a task, as well as providing standard reports to meet departmental needs.

Watch the first webinar in the series to learn about General Project management options and how best to align resources & expenses for granular reporting. 

Topics to include the revised PPM User Guide and the pros and cons associated with PPM budget-based vs. GL chart string-based structures.




25

Discrepancies reported between FinAH and Oracle reports.

This is a 1-time issue that has been corrected and will not reoccur.




Unposted transactions have been reported as showing up in reports developed with Financial Activity Hub (FinAH).  While this is not a defect in code, it is causing discrepancies between OFC reports and FinAH reports developed by the community.  

As of 3/18, Exclusion logic has been implemented to remove those unposted transactions, without impacting downstream users of FinAH.

 

No corrective actions are required.

 26

Some Cellular and Telecom Recharges (Account 770327) were charged to the wrong Default Project due to an error in the batch recharge logic. These erroneous recharges are from 7/1/2020 - 12/31/2020.

This is a 1-time issue that has been corrected and will not reoccur.

ITS will be posting a batch correction in March 2021 to route erroneous charges to the correct Default Project.

As of 3/18, corrections has been posted.

 

For any further adjustments outside of this correction, users will be advised to utilize the new cost transfer process in Oracle.

27

Some cost transfers are approved by your departmental approver, but not processing, with a status of the transfer as “Pending Approval.”

We have confirmed this to be a software defect that Oracle has addressed in version 21A (applied to our system on 3/20) for all new transfers moving forward.

If your transaction has been approved but has not been processed, please Cancel and Resubmit.




28

Costs from ISIS are overstated in the PPM module.

This is a 1-time issue that has been corrected and will not reoccur.

This is caused by incorrect logic in handling adjustments (negative transactions) causing expenses to be charged twice to projects. 

It also appears that some of the import files were double posted

As of 11/6, the integration logic was modified so no new errors are created.

The team is actively working to identify all impacted transactions so they can be corrected centrally. 

As of 3/30, these corrections have been completed in production.

No corrective actions are required.

29

Tuition remission, a process managed by Graduate Division, may be delayed due to COA/system transition

This is a 1-time issue resulting from the change in multiple systems in sequence.  Now that we’re caught up, we will continue to explore ways to streamline.

Tuition remission charges since the conversion to UCPath is delayed for WI20, SP20 and FA21. Rate calculation, contingent on completion of position/financial reconciliation is currently delayed but actively being worked on.

As of 4/5, tuition and fee remission charges since go-live has been posted to the March accounting period.  A very small number of errors will be addressed in the April accounting period.

No corrective actions are required.

If you identify any missing or incorrect charges, please submit a Services and Support request to Graduate Division.



30

Procurement Card transactions from June 09, 2020 were not received by Concur from US Bank. Charges were discovered and submitted to Concur in April 2021. 

This is a 1-time issue that has been corrected. The Procurement Card team is working with US Bank to avoid this in the future.

IPPS confirmed these transactions were never expensed in ECManager. Outstanding expenses from June 9, 2020 should be expensed in Concur. Auto notifications were sent to cardholders who had affected transactions; please disregard the statement in these notifications indicating that the transactions will be treated as taxable income to the cardholder. This does not apply to these transactions.

These outstanding expenses from June 9, 2020 should be expensed in Concur. If you find that any of these transactions should be posted to a sponsored project that has since been closed, these transactions must now be posted to a current, applicable open project. 

31

General liability (GAEL) expenses from UC Path appears to have posted incorrectly to Federal Awards and Federal Flow Thru awards in the April accounting period.

This is a 1-time UC-wide issue that has been corrected prospectively, with correction to be posted in the May-21 accounting period.

This issue was investigated and the root cause was found to be a UCPath system-error, not a location error.  UCPC is verifying the applicable transactions, with each location, and will take all required corrective action – no action will be required by departments.  These corrections will appear on the UCPath labor ledger in the May accounting period (2021-11).

No corrective actions are required.

Be mindful of the issue in April and correction in May.



32

Long wait time for certain screens and reports developed by UCSD.

After a monthly long engagement, a complete health check of our cloud infrastructure has been completed.  Several changes were made to scheduled batch processes to improve database response time and tools to monitor and optimize reports have been put in place.  We will continue to make incremental improvements to reports as they are being slated for enhancements.

When submitting Services and Support cases about screens taking a long time to load, please include a zoom recording wherever possible.  Thank you!!

33

Non-sponsored Projects are receiving prompt payment discounts posted to the PPM ledger (does not affect the GL). This creates a discrepancy between GL and PPM. 

This is a 1-time configuration change that has been made and will not reoccur.



The issue is due to how we configured Oracle. 

As of 5/7, the configuration has been updated and this is no longer an issue moving forward.  As of 5/31, IPPS has completed cleanup of historical transactions.




No corrective actions are required.

34

Tax estimation on requisitions and purchase orders are always showing 7.75%.

This is a software defect that has been corrected by Oracle in our latest update.

 

Procurement REQ & PO tax estimates are not calculating correctly (all amounts are calculated at 7.75% tax regardless of purchasing category or account code).

This is a software defect that has been reported. 

The actual financial expense and project costs are calculated correctly on the invoice.

As of 3/23, fix received and in testing with expected production week of 4/5.

As of 4/6, Procurement REQ & PO are calculating tax correctly.

 

If a supplier reaches out, please inform them to continue charging the appropriate sales tax. 

No corrective actions are required.




35

Committed costs associated with POs to recharge suppliers do not automatically lift 

This is a 1-time issue that once corrected via a configuration change, it will not reoccur.

IPPS has resolved outstanding recharge commitments by marking all recharge POs older than 2 weeks as Final Closed.

IPPS is working with recharge facilities that receive POs via Oracle to create an automated process to mark POs as Final Closed when they recharge project costs. Until a permanent fix is in place, you can initiate a change order to cancel recharge POs and lift the commitment if needed (e.g. if it’s holding up the closure of a project or award)

36

Concur invoices loaded to Oracle with missing project data.

This is a one-time issue that has been corrected and will not reoccur.

This was due to a defect in the Concur to OFC integration that impacted invoices to employee suppliers that were created from 4/29 through 5/17.

IPPS identified and corrected the postings with $0 cost transfers on 6/3. 

Some $0 payment notifications were sent out, and IPPS has notified those employees that no action is required. 

37

Some requisitions are stuck in ‘Pending Approval’ without routing for approval, and have the following message associated to it: “Process is being prepared”

This is a software defect that has been addressed by Oracle.

Issue is intermittent and was resolved by Oracle with a bug fix released on 6/17/2021. You can search all your pending requisitions using the Procure to Pay Panorama (bah.ucsd.edu) Requisition Inquiry.

Once you have identified the requisitions that are stuck, first clear all of your browser cookies, then Withdraw and Resubmit the requisitions.

38

Tax is not reflected in POs when printed to PDF.

This required a 1-time change in configuration and has been addressed.

 

No correction actions are required.

39

Some projects and tasks are not showing up on the Faculty and Researcher Panorama.

Project personnel assignments (Award Principal Investigator, Project Manager, or Task Manager) are required for the correct project and task to show up on the Faculty and Researcher Panorama.

Fiscal and Fund Managers

Please see KBA#KB0033293 for information about project personnel assignments and how to update one or more project and task roles.

Additional Resources:

For instructions read KB0033376: Restructure PPM General Projects (Update B) and Project Personnel Assignments (Update B)

40

Some non-sponsored projects and tasks are not showing a budget.

Departments are in the process of entering budgets for non-sponsored projects and/or converting multiple project tasks into separate projects.

Fiscal and Fund Managers

Want to add a budget?

Please note that Project Managers will receive an automated email whenever budgets are entered or adjusted on their Projects and Tasks. This notification might surprise and confuse Faculty and Staff that aren’t familiar with the purpose of adjusting PPM budgets.

Click here for a sample notice to share with your Faculty & Project Managers before making any budget adjustments! 

We have found that communication to faculty is more effective when any central notifications are reinforced from their local business offices. We strongly encourage departments to send something out to their faculty directly. 

Want to convert multiple project tasks into separate projects?

The target date for collecting updates is 4/28 - begin completing the files today! Note: VC Health Sciences Task to Project requests will be coordinated through the VCHS Accounting & Reporting team. For inquiries email vchsfinman@ucsd.edu.

41

Outgoing subaward invoice payments are delayed and 6 instances of double payment due to system defect was identified.

This is a process change that is under continuous improvement.  Once all invoice aging is within 30 days, we will close this transitional issue and move operational monitoring to OCGA.

The system defect was resolved by a programming fix and all 6 instances of invoices impacted by the defect have been addressed (2 recovered, 4 cancelled).

OCGA is reaching out to fund managers to address invoice payments blocked by system controls and failure notifications are being enhanced to push detailed instructions to fund managers.

Communication being pushed to all academic VC areas to review aging invoices and update fund managers who may no longer be here.

New contractual language is being incorporated to instruct subaward recipients to send payments through PaymentCompass.

Please be responsive to any inquiries and regularly review your list of active subawards for any invoices requiring your attention.  

Visit frequently asked questions about outgoing subaward to learn more.

42

Check payments were delayed between 7/30/21 and 8/2/21 as a result of an effort to mitigate against a critical security vulnerability discovered with Microsoft’s printing service.

IT Services and Integrated Procure-to-Pay Solutions worked to correct the issue and checks that were supposed to be issued 7/30 or 8/2 will be mailed 8/3 

If you are contacted about check payments that were supposed to be issued 7/30 or 8/2, please let the recipient know payment is being mailed out.

43

Multiple line PO with Gov’t Tax Exemption, Resale, or Research Equipment indicator may not reflect correct sales tax.

This is a 1-time issue with our vendor that has been addressed.

The first line on the PO with one of the indicators will assess sales tax correctly on the PO. All other lines may assess tax incorrectly for subsequent lines. PO PDF to supplier may be incorrect. 

Requisitions and invoices are assessing tax correctly.

 

Issue Resolved: 8/9/2021

Suppliers may inquire about the incorrect tax. A clause is being added regarding taxability when these indicators are present.

44

Cost transfer notification to fund managers is not working as designed.  Some fund managers reported receiving duplicate copies of the notification.

This was addressed on 8/22 and communicated in the 8/24 digest.

No corrective actions are required.

45

When creating a new Concur Expense Report, users are unable to change to the appropriate Report Header form for Procurement Card Expenses and Event and Other Reimbursements. It remains defaulted to the Travel Expenses form.

9/15: The issue impacts the Concur Expense module only. All other Concur modules are functioning accordingly. 

9/16: SAP Concur confirmed that the error has been resolved.




For Procurement Card Expense Reports and Employee Reimbursements, you should be able to proceed as needed; however, you will have to complete the travel form fields as well. 

46

Commitment Amount in the Award Space’s Financial Performance screen is not accurate.

This is a software defect that has been submitted to and addressed by the vendor.

Oracle has identified the offending project that appears to be causing a period update of the Commitment Amount in the Financial Performance screen to not update.  The project, 1021739, has been excluded from the process, and will now reflect accurately all approved commitments (which are updated every 6 hours).

This is now resolved. 

Be aware when using the Financial Performance screen in the Award module that it is updated every 4-6 hours.

For more “real-time” data, you can drill in to see “all commitments” or run reports with commitments included.

No corrective actions are required.




47

Oracle Cost Transfer has a character limit of 1000 for the justification, and does not display an error if exceeded.

We believe an error message should be displayed warning the user that the character limit has been exceeded, and that the transfer has not been processed.

With the 21C release, these transactions are now being submitted but the justification is truncated to 1000 characters.  We’re pushing back on Oracle to either extend the character limit or provide a notice to users that their justification was truncated.

Please ensure that your cost transfer justifications are within the 1000 character limit.

48

Transcepta invoices are not importing into Oracle with sales tax, which has resulted in invoice holds.

IPPS is currently working with Oracle to resolve the import errors and Accounts Payable is manually processing these invoices to include sales tax amounts. 

This has been resolved.

No corrective actions are required.

49

Missing or incorrect Indirect Cost (overhead) calculations in OFC

This is a 1-time transition issue that will need to be monitored until all expenses predating the transition is accounted for.

 

Costs with Expenditure item dates prior to 7/1/20 do not get IDC calculated automatically. OPAFS runs a report weekly to identify and update as needed.

There have also been certain expenditure types that were incorrectly coded to not be assessed IDC at initial OFC launch, such as General Liability (GAEL) and certain cloud computing/storage costs. 

OPAFS is working quickly to identify cleanup required to accommodate changes made since go-live. All corrections are expected to be completed by 6/30/2021.

Please click here to learn more about IDC reconciliation and common issues.

No corrective actions are required.

If you identify any IDC discrepancies that need to be corrected, please contact your OPAFS award accountant.

10/15/21: Some additional GAEL corrections were made in Sept and October. No action is required. If you identify any GAEL discrepancies, please reach out to your SPF Award Accountant


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