Salary Cost Transfer - Activity Guide

Salary Cost Transfer Update Training Activity Guide

UCLA Payroll Partner / Published: October 2023

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Welcome!

Watch the video to meet your instructor and get some helpful training tips.

UCLA Payroll Partner / Published: October 2023

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How to Access the UCPath Training Environment

Watch the 2-minute video and follow along with the instructions for this task.

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How to Access the UCPath Training Environment 1. Log in to the UCLA Campus VPN (ss.vpn.ucla.edu) using your UCLA Single Sign On (SSO) account.

Refer to the following IT Services Knowledge Base article for instructions on how to connect to the Campus VPN: Authenticating Using Multi-Factor Authentication on the Campus VPN.

2. Enter the UCPath Training Environment URL into your web browser.

3. Click “Please click here to PeopleSoft logon page.”

UCLA Payroll Partner / Published: October 2023

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How to Access the UCPath Training Environment 4. Log in using the User ID and password provided in your confirmation email.

Due to the limited number of training profiles, only access the training environment on your assigned day.

5. Complete the training activities that are applicable to your role.

Need assistance? Create a case and choose the Training E-learning topic.

Enter “Salary Cost Transfer” in the LMS Course and Subject fields.

UCLA Payroll Partner / Published: October 2023

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Activity Guide Instructions In this activity guide, we will review how to submit and review a Salary Cost Transfer (SCT) starting with unrestricted funds. There are optional activities for restricted funds and work study funds, if those are applicable to your role.

Review these definitions before starting the training:

Term

Description The SCT process is used to move payroll expenses assigned to a Full Accounting Unit (FAU) to one or more new FAUs.

Salary Cost Transfer

Examples of reasons to submit an SCT include, but are not limited to: Moving salary costs from one FAU to another.

Correcting retroactive funding due to a delay in approval.

Moving costs to the appropriate fund to clear the suspense account.

Unrestricted Fund

A fund type that has no restrictions on spending and can be redistributed without special edits. Take me to the activity.

Restricted Fund

A fund type that has restrictions on spending and must pass special cap rules when editing redistributions. This fund type is most closely associated with multiple components of pay (MCOP). Take me to the activity.

Work Study Fund

A fund type that is used to charge and share salary expenses between Financial Aid Programs and the Department. This fund type is used for student employees who are participating in Work Study. Take me to the activity.

UCLA Payroll Partner / Published: October 2023

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund

Watch the 7-minute video and follow along with the instructions for this activity.

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund The following activity demonstrates how to submit a Salary Cost Transfer for an unrestricted fund.

For detailed explanations of the various fields and options available on the SCT page, refer to the Salary Cost Transfer Reference Guide. Having this resource available may be helpful when completing the activity.

1. Navigate to the Process Salary Cost Transfer page in UCPath.

Navigation Homepage: General Ledger Administration Tile: General Ledger Tasks Menu: Direct Retro Page: Process Salary Cost Transfer

2. Click the Add a New Value button.

UCLA Payroll Partner / Published: October 2023

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 3. Click the Add button.

The Run Control ID displays a default value of NEW that is not editable. The system automatically assigns your request an ID number once the transaction is successfully submitted.

4. Enter the following into the search criteria: a. Verify “LACMP” is entered in the SETID field. b. Choose the Earns End Date search option. c. Enter “07/01/2022” in the From Date field. d. Enter “05/31/2023” in the Thru Date field. e. Enter the EMPL ID provided to you in your confirmation email.

5. Click the Search button to retrieve matching payroll accounting lines.

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund

6. Choose an eligible payroll accounting line. Verify the line shows SCT-Yes in the SCT Method column and SCT Eligible for New Tool in the SCT Description column.

There may be multiple pending transactions, as the EMPL IDs are shared among multiple trainees.

You may need to scroll down to find a selectable line. Please only complete one transaction to ensure that other trainees can complete the activity.

UCLA Payroll Partner / Published: October 2023

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 8. Click the Save button.

Upon successfully saving the transaction, no other changes to the employee's pay period data can be made until this transaction is complete (i.e., approved or cancelled) and updates are made to the distribution lines.

9. Click the Run button (top right) to generate the SCT form.

The system process may take at least 1 minute or longer to retrieve and generate the SCT form.

UCLA Payroll Partner / Published: October 2023

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 10.

In the FAU Redistribution section, click the (+) icon to add a new row.

11.

In the new row, click the Lookup icon in the Project Code field and select a code.

UCLA Payroll Partner / Published: October 2023

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 12.

In the original FAU row, enter “-500.00” in the Adjustment Amount field. In the new FAU row, enter “500.00” in the Adjustment Amount field.

13.

Review the Calculation box and verify the difference value is $0.00.

14.

Enter “Training exercise” in the Requester Comment field.

15.

Skip the Questionnaire.

UCLA Payroll Partner / Published: October 2023

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 16.

Click the Validate and Save button.

This action triggers the validation process, where the UCPath system reviews the transaction for errors.

You should receive an error message because you did not enter a Reason Code.

17.

Review the Errors/Warning tab.

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 18.

Click the Review Salary Cost Transfer tab.

19.

Scroll down to the Reason Code field. Select the Align Salary to Effort option.

20.

Click the Validate and Save button.

21.

Click the Submit button.

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Activity 1: Submit Salary Cost Transfer - Unrestricted Fund 22.

Take note of the Transaction ID, which will be used in the next activity.

END OF ACTIVITY

UCLA Payroll Partner / Published: October 2023

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Activity 2: Review Submitted Salary Cost Transfer

Watch the 2-minute video and follow along with the instructions for this activity.

UCLA Payroll Partner / Published: October 2023

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Activity 2: Review Submitted Salary Cost Transfer The following activity demonstrates how to review a submitted Salary Cost Transfer.

For detailed explanations of the various fields and options available on the SCT page, refer to the job aid, How to Review a Submitted Salary Cost Transfer. Having this resource available may be helpful when completing the activity.

1. Navigate to the Review Salary Cost Transfer page in UCPath.

Navigation Homepage: General Ledger Administration Tile: General Ledger Tasks Menu: Direct Retro Page: Review Salary Cost Transfer

2. Enter the Transaction ID from Activity 1 in the search field.

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Activity 2: Review Submitted Salary Cost Transfer 3. Confirm the status of the transaction is Submitted.

END OF ACTIVITY

UCLA Payroll Partner / Published: October 2023

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional

Watch the 7-minute video and follow along with the instructions for this activity.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional The following activity demonstrates how to submit a Salary Cost Transfer for a restricted fund. You should complete this activity if you transact for employees who are paid using sponsored or capped funds.

For detailed explanations of the various fields and options available on the SCT page, refer to the Salary Cost Transfer Reference Guide. Having this resource available may be helpful when completing the activity.

1. Navigate to the Process Salary Cost Transfer page in UCPath.

2.

Navigation Homepage: General Ledger Administration Tile: General Ledger Tasks Menu: Direct Retro Page: Process Salary Cost Transfer

Click the Add a New Value button.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 3. Click the Add button.

The Run Control ID displays a default value of NEW that is not editable. The system automatically assigns your request an ID number once the transaction is successfully submitted.

4. Enter the following into the search criteria: a. Verify “LACMP” is entered in the SETID field. b. Choose the Earns End Date search option. c. Enter “07/01/2022” in the From Date field. d. Enter “05/31/2023” in the Thru Date field. e. Enter the EMPL ID provided to you in your confirmation email. f. Enter the Empl Record provided to you in your confirmation email.

5. Click the Search button to retrieve matching payroll accounting lines.

UCLA Payroll Partner / Published: October 2023

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional

6. Click the GL Details tab.

7.

Either zoom out on your browser window or scroll to the right to see which line has an N-OTC indicator.

Zoom back out or scroll back to the left and select the checkbox for an SCT eligible N-OTC payroll accounting line.

There may be multiple pending transactions, as the EMPL IDs are shared among multiple trainees.

You may need to scroll down to find a selectable line. Please only select one N-OTC line and complete one transaction to ensure that other trainees can complete the activity.

UCLA Payroll Partner / Published: October 2023

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional Important for Restricted Funds: When selecting N-OTC payroll accounting lines, the corresponding Y-OTC lines are automatically selected. In this example, selecting the line that corresponds with the N-OTC007 line causes the system to automatically select the Y-OTC007 line.

8. Click the Save button.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional Upon successfully saving the transaction, no other changes to the employee's pay period data can be made until this transaction is complete (i.e., approved or cancelled) and updates are made to the distribution lines.

9. Click the Run button (top right) to generate the SCT form.

The system process may take at least 1 minute or longer to retrieve and generate the SCT form.

UCLA Payroll Partner / Published: October 2023

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 10.

In the FAU Redistribution section, click the (+) icon at the end of the N-OTC row.

This will become a new N-OTC line. Within the SCT transaction, all capped fund attribute columns (i.e., New Percent of Pay, Percent of Effort, and Cap Rate) will be displayed when a capped fund is part of the chartstring. a. Optional: Click on the Excel icon to download a copy of the original distribution for reference before making changes. This step can be helpful, especially for transactions with multiple lines and capped funds.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 11.

In the new row, verify the Cap Rate (Annual) matches the amount in the old FAU row. a. If the values do not match, click the Lookup icon in the new row’s Cap Rate field and select the amount that matches the original row’s cap rate.

12.

In the new row, click the Lookup icon in the Project Code field and select a code.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 13.

In the original FAU row, enter “-500.00” in the Adjustment Amount field. In the new FAU row, enter “500.00” in the Adjustment Amount field.

14.

The N-OTC line update is complete. Click the Calculate Cap Rules button.

The over-the-cap amounts recalculate, and the Y-OTC lines automatically adjust and become editable. A new Y-OTC line is added for the new N-OTC line.

15.

Click the Re-Distribute Eligible Earns button.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 16.

Review the Calculation box and verify the difference value is $0.00.

17.

Enter “Training exercise” in the Requester Comment field.

18.

Skip the Questionnaire, unless UCPath flags it as required. a. If UCPath deems that the questionnaire is required, enter “TEST” in the fields.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 19.

Scroll down to the Reason Code field. Select the Align Salary to Effort option.

20.

Click the Validate and Save button.

This action triggers the validation process, where the UCPath system reviews the transaction for errors.

You may receive the following message. Click Yes.

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Activity 3: Submit Salary Cost Transfer - Restricted Fund *Optional 21.

Review the Errors/Warning tab.

22.

Click the Review Salary Cost Transfer tab.

23.

Scroll down and click the Submit button.

24.

Click No to submit the transaction.

The system will not allow transactions with errors to be submitted; however, you can submit transactions with warnings.

END OF ACTIVITY UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional

Watch the 5-minute video and follow along with the instructions for this activity.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional The following activity demonstrates how to submit a Salary Cost Transfer for work study funds. You should complete this activity if you transact for student employees who participate in work study.

For detailed explanations of the various fields and options available on the SCT page, refer to the Salary Cost Transfer Reference Guide. Having this resource available may be helpful when completing the activity.

Before you get started, review these additional considerations for work study:

Work study funds are Federal funds and can only be applied for the year awarded during the student’s enrollment period.

Prior to completing an SCT involving work study funds, review and verify the following: The position includes the correct Position Pool ID prior to the pay period being assessed.

The employee has an available work study balance for the current eligibility period.

1. Navigate to the Process Salary Cost Transfer page in UCPath.

Navigation Homepage: General Ledger Administration Tile: General Ledger Tasks Menu: Direct Retro Page: Process Salary Cost Transfer

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 2.

Click the Add a New Value button.

3. Click the Add button.

The Run Control ID displays a default value of NEW that is not editable. The system automatically assigns your request an ID number once the transaction is successfully submitted.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 4. Enter the following into the search criteria: a. Verify “LACMP” is entered in the SETID field. b. Choose the Earns End Date search option. c. Enter “07/01/2022” in the From Date field. d. Enter “05/31/2023” in the Thru Date field. e. Enter the EMPL ID provided to you in your confirmation email.

5. Click the Search button to retrieve matching payroll accounting lines.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 6.

Verify the Select/Unselect Work Study entries checkbox is checked. For this activity, select at least two rows.

Checking the box will select all work study eligible lines. All eligible work study rows in the same paycheck will automatically be selected.

7.

Click the Save button.

Upon successfully saving the transaction, no other changes to the employee's pay period data can be made until this transaction is complete (i.e., approved or cancelled) and updates are made to the distribution lines.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 8. Click the Run button (top right) to generate the SCT form.

The system process may take at least 1 minute or longer to retrieve and generate the SCT form.

In this scenario, we are updating the department funding only.

For detailed explanations of the other drop-down options and how they apply to Work Study transactions, refer to the job aid, How to Submit Salary Cost Transfer for Work Study Funds.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 9.

In the Accounting line entries section, choose the Leave as Is option.

10.

In the FAU Redistribution section, click the (+) icon to add a new row.

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 11.

In the new row, click the Lookup icon in the Project Code field and select a code.

12.

In the original FAU row, enter “-50.00” in the Adjustment Amount field. In the new FAU row, enter “50.00” in the Adjustment Amount field.

13.

Review the Calculation box and verify the difference value is $0.00.

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional

14.

Enter “Training exercise” in the Requester Comment field.

15.

Skip the Questionnaire.

16.

Scroll down to the Reason Code field. Select the Align Salary to Effort option.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 17.

Click the Validate and Save button.

This action triggers the validation process, where the UCPath system reviews the transaction for errors.

You should receive the following message. Click OK.

UCLA Payroll Partner / Published: October 2023

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 18.

Review the Errors/Warning tab.

This error message generates because updates have not been made to all the selected earnings periods.

19.

Click the Review Salary Cost Transfer tab.

20.

Click the View All hyperlink to see all pay periods.

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Activity 4: Submit Salary Cost Transfer - Work Study *Optional 21.

Repeat steps 9 through 13 for each earnings period. a. If there are earnings that are less than $50.00, use a smaller adjustment amount.

22.

Click the Validate and Save button.

23.

Click the Submit button.

END OF ACTIVITY

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