Salary Cost Transfer

I need to redistribute work study eligible earnings to update the departmental chartstring. What should I do?

If the earnings have not been split (Work Study Indicator is 'X' or blank), you can use the 'Leave as Is' option to redistribute to the correct FAU. Important Note: If there is a split in the earnings, you cannot use 'Leave as Is', and must instead use 'Re-Apply WS'.

If the earnings have been split, use 'Re-Apply WS'. Redistribute both the D and the W amounts to the new/correct chartstring. When processed by UCPath, the system will use that new/corrected chartstring when generating the new D and W rows.

When will the Process Direct Retro page be retired?

UCPath has confirmed that the Direct Retro tool will be retired in June 2025. Once retired, transactors will still be able to view processed transactions via the Review Retro Distribution page, but will no longer be able to redistribute earnings that require a Direct Retro.

As a reminder, paychecks require use of the Direct Retro tool if:

The earnings are from October 2021 or earlier, or The earnings have previously been redistributed via a Direct Retro

The final date to approve direct...

For a work study Salary Cost Transfers, where do we see the result of the work study option selected? For example, if Apply Work Study was selected, where would I see the split?

The result of a work study transaction is not displayed on the page in UCPath. The resulting split, unsplit or re-split only happens when the transaction is processed to the labor ledger.

The Work Study Award Balance shows the balance as of today and does not account for transactions that are still in progress. Once that in progress transaction is processed, how long until the balance is updated on the Salary Cost Transfer page?

The balance would be updated on the page the next time you went to that page, provided the transaction has not already been submitted.

What is a "high risk" salary cost transfer?

Transactions involving federal funds that are either:

Greater than 120 days after original earnings end date, or

Greater than 90 days after the award end date,

are considered high risk.

If a transaction is high risk, you will be required to complete a Questionnaire on the Salary Cost Transfer page. High risk transactions require a second level of approval through the Contracts & Grants office.

For more information explore the...

What is the frequency by which Salary Cost Transfers will be processed?

Salary Cost Transfers are processed by UCPath in batches, approximately three times a month. The schedule for batch processing can be found by searching ‘GL Processing Calendar’ on SharePoint.

Search results will be PDF calendars grouped by quarter year.

Note: These dates are updated frequently, so we do not recommend downloading the calendars. You should search for the document each time to make sure you are getting the most up to...

Is there a maximum number of records you can transact on before the system times out on you?

There shouldn't be. We have seen transactors select 500 rows at a time, without issue.

What's the difference between Earns End Date and Pay End Date?

Earnings End Date is the end of the period in which the earnings were earned.

Pay End Date is the end of the period in which the earnings were paid.

When starting an Salary Cost Transfer, can you select earnings for more than one empl record at a time?

No. You can only select one Empl Record per transaction.

I’m searching by Earns End Date, but the earnings I’m looking for do not show up in the search results. What should I do?

For some earnings, primarily earnings from prior to October 4th, 2021, the Earns End Date is not populated. If you don’t find the results you’re looking for when searching by Earns End Date, try searching instead by Pay End Date.