Direct Retro

Where can I find the Suspense Items and how will I know if I need to change them?

There are reports that will be available to see if there are any suspense items. No system notification will be sent regarding items in suspense.

Transaction errors go to suspense chartstring as follows:

Salary account associated with the employee, fund 69995, a Division level Dept ID code, the CF1 value noted below:

CF1 = 900000: When a position is created but the position funding is not set up CF1 = 900001: When the payroll processing date is past the Funding End Date for the Earnings Distribution (generally applies to...

How are Direct Retros processed?

Commitment Accounting (CA) process will run to post fully approved Direct Retros several times per week.

Can Direct Retros move benefits as well?

Direct Retros move all associated benefits/fringe with the salary. If a location desires to move fringe only they will need to utilize Benefit Cost Transfer functionality in Path.

What if a Direct Retro has been submitted for an employee’s previous paycheck?

Only one Direct Retro transaction can be submitted for the same paycheck. No additional changes can be made until the Commitment Accounting (CA) process runs to process that Direct Retro.

Will the system prompt me to fill out the questionnaire for high risk Direct Retro items?

Yes. If the parameters for high risk are met, then you will not be able to save the transaction without completing the questionnaire. All high risk Direct Retros have another level of approval (Controller's Office Contracts & Grants).

When submitting a Direct Retro, can I change amounts by percentage?

No, dollar amounts only.

On Direct Retros, if the federal fund is greater than 120 days and we're not changing the fund, rather only the CF1 field, for example, will it be considered high risk?

Definition of high risk Direct Retro:
Violates the 120 Day Rule: Increases the expense on a Federal or Federal Flow-through fund where the transaction is on a payroll transaction for which the original Pay End is prior to [SysDate – 120]

OR

Violates the 90 Day Rule: Increases the expense on a Federal or Federal Flow-through fund where the Fund/Grant End Date is prior to [SysDate – 90].

Can I change multiple pay periods (paychecks) at the same time?

You can select multiple paychecks at the same time for a single transaction, but you still have to make the adjustment for each one.

If retroactive pay is issued after a Direct Retro or Funding Change is processed, will the system know?

Position funding for retroactive pay is based on the funding at the time the pay should have been received. If a Direct Retro has previously been completed, the current distribution will not be based on the updated Direct Retro distributions.

The best practice is that any time a Direct Retro is completed, the user should navigate back to the Position-Level funding on Funding Entry Page and make any necessary updates to the funding distribution data. Keeping the Funding Entry Page in sync with processed cost transfers is an optional, location-only business process.

If a high risk direct retro is approved by both approver levels at UC Berkeley (if CGA is the 2nd approver level, for example), does it still go to someone at UCPC?

No, when it is approved at the location it goes into ledger directly.