How to Submit Salary Cost Transfer for Unrestricted Funds

UCPath uses the Salary Cost Transfer (SCT) process to correct salary and benefits payroll expenses assigned to a Full Accounting Unit (FAU). This guide provides step-by-step instructions for transferring unrestricted funds from the original FAU to one or more new FAUs.

32 steps
5 minutes

**Unrestricted Funds are those that:** - Have no restrictions on spending. - Can be redistributed from one FAU to another without special edits.

Add New SCT

Navigate to UCPath<https://ucpath.universityofcalifornia.edu/home>

On the PeopleSoft homepage, click **General Ledger Administration**.

Cursor hovering over the General Ledger Administration tab on the PeopleSoft Homepage

On the **General Ledger Administration** homepage, click the **General Ledger Tasks** tile.

Cursor hovering over the General Ledger Tasks tile General Ledger Administration Homepage

In the left navigation pane, expand the **Cost Transfer** folder.

Cursor hovering over the Cost Transfer folder on the General Ledger Tasks page

Select the **Process Salary Cost Transfer** page.

Cursor hovering over the Process Salary Cost Transfer tab on the General Ledger Tasks page

Before beginning SCT activities, ensure you have valid and correct FAUs for the redistribution.

Click the **Add** button to create a new SCT.

Cursor hovering over the Add button on the Process Salary Cost Transfer landing page

Find Payroll Accounting Data

The **Process Salary Cost Transfer** tab displays the sections and fields used to find and select the appropriate payroll lines.

Process Salary Cost Transfer Tab highlighted

Refer to the [**Salary Cost Transfer Quick Reference Guide**](https://centralresourceunit.ucla.edu/s/article/Quick-Reference-Guide-Salary-Cost-Transfer) for explanations of the fields and data on the *Salary Cost Transfer* page.

Enter the applicable data into the search fields.\ \ **NOTE:** The **SETID** field defaults to your assigned Business Unit (i.e., LACMP or LAMED). For most scenarios, use the **Earns End Date** search option.

The Earns End Date radio button is highlighted on the Process Salary Transfer Tab

Enter the applicable date range into the date search fields to locate the pay distributions that need to be updated.\ \ **NOTE:** The transaction can span multiple pay periods by expanding the date range.

Cursor highlighting the From Date and Thru Date fields in the Search By Dates section on the Process Salary Transfer Tab

Enter the employee's **EMPL ID** in the **Search Employee** section.

Cursor hovering over the Empl ID field in the Search Employee section on the Process Salary Transfer Tab

If the employee has multiple jobs, select the applicable **Empl Record**.

Cursor hovering over the Empl Record field in the Search Employee section on the Process Salary Transfer Tab

If necessary, you can also narrow down the search by entering an **Earnings Code** (e.g., REG, VAC) or specific field(s) within the chartstring in the **Search FAU** section (e.g., Fund, Project Code, Sub Override).

Cursor hovering over the Earnings Code field in the Search Employee section on the Process Salary Transfer Tab

Click the **Clear FAU** button at any time to clear out the values entered in the **Search FAU** table.

Cursor hovering over the Clear FAU button underneath the Search FAU section on the Process Salary Transfer Tab

Click **Search** to retrieve matching payroll accounting lines.

Cursor hovering over the Search button underneath the Search FAU section on the Process Salary Transfer Tab

Select Payroll Accounting Lines

The **Payroll Accounting Data** table displays payroll accounting lines matching the search criteria.\ \ The default tab is **Pay Check Details**. Select the **GL Details** or **Other Details** tabs to review additional information about the earnings line.

The Payroll Accounting Data table displays payroll accounting lines matching the search criteria on the Process Salary Transfer Tab

Choose the checkbox in the **Selected** column for each payroll accounting line that needs to be adjusted.

Cursor hovering over the checkbox in the Selected column for each payroll accounting line that needs to be adjusted

If the **SCT Method** column displays SCT- Yes, then the **SCT Description** column will display one of the following two options. - SCT Eligible for New Tool - SCT in Progress in New Tool If the **SCT Method** column displays SCT- No, then the **SCT Description** column will display **Old DR transactions are not eligible. Consult campus GL admin for a manual Journal Entry option.**

The SCT Method and SCT Description columns highlighted on the Process Salary Transfer Tab

After selecting the applicable payroll line(s), click the **Save** button.

Cursor hovering over the Save button on the Process Salary Transfer Tab

If there are no errors, the system displays a unique transaction ID at the top of the page.

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.

Click the **Run** button, now displayed at the top of the page, to generate the SCT form. - If necessary, click the **Cancel** button to cancel the request without submitting changes to make the pay period data available for editing.

Cursor hovering over the Run button that is displayed once you click the Save button on the Process Salary Transfer Tab

Edit Accounting Line Entries

The **Review Salary Cost Transfer** tab displays transaction and accounting information for each selected payroll accounting line. Use the **FAU Redistribution** section to enter, change, or remove the current fund sources.

Cursor hovering over the Review Salary Transfer Tab, displayed after the Run button is clicked

Click the **Add (+)** icon to add a row for the new funding distribution.

Cursor hovering over the Add and Remove icons on the Review Salary Transfer Tab

**Optional:** To review a copy of the initial distribution before making modifications, click the Excel icon found in the right corner of the section. The data displayed in the section table will be downloaded to Excel.

Cursor hovering over the optional Download a Copy option in the FAU Redistribution section on the Review Salary Transfer Tab

When adding a row, the new row copies the funding details from the previous row. Adjust the fund source details in the new row(s), as necessary.

A highlighted accounting line under the FAU Redistribution section on the Review Salary Transfer Tab

Direct questions regarding project code to the [UCPath Project Code Maintenance](https://fsw.ais.ucla.edu/ProjectCode) website.

Use the **Sub Override** field only to override the default values of 00 for Faculty/Academic and 01 for Staff.

Cursor hovering over the Sub Override field

Use the **Adjustment Amount** and **New Earnings** fields to transfer amounts from the original distribution line(s) to the new one(s). When adjusting amounts: - Enter a negative number in the **Adjustment Amount** field for the old FAU line. - Enter a positive number in the **Adjustment Amount** field for the new FAU line(s).

Cursor hovering over the Adjustment Amount field in the FAU Redistribution section of the Review Salary Transfer Tab

After entering an **Adjustment Amount**, tab out of the field to automatically update the **New Earnings** amount.

Submit Transaction

Once redistribution has been completed, review the **Calculation** box and verify the **Difference** value is $0.00.

Highlighted Calculation box on the Review Salary Transfer Tab

The transaction cannot be submitted if the difference value does not equal zero.

Enter details related to the update in the **Requestor Comments** field.

Cursor hovering over the Requester Comments field on the Review Salary Transfer Tab

If necessary, complete the **Questionnaire** field. **NOTE:** If the transaction is classified as a high-risk transaction or if it contains a restricted fund, the questionnaire data entry is required; if not, provide answers as appropriate.

Cursor hovering over the Questionnaire field on the Review Salary Transfer Tab

UCPath reviews the transaction conditions, and if the transaction meets the conditions for being a high-risk transaction, the questionnaire is required.\ \ A transaction is considered high-risk if there are increases on a Federal or Flow-through Fund and it is more than 120 days after the original transaction pay period end date or where the grant or funding end date is more than 90 days in the past.

If necessary, upload supporting or information documents using the **Requestor Document Upload** section.

Cursor hovering over the Requestor Document Upload field on the Review Salary Transfer Tab

Select the appropriate **Reason Code**.

Cursor hovering over the Reason Code dropdown field on the Review Salary Transfer Tab

Click the **Validate and Save** button.

Cursor hovering over the Validate and Save button on the Review Salary Transfer Tab

**Save without Validation** - Saves the transaction data without validation. Data will not be checked for accuracy or completeness. This allows for later completion. **Validate and Save** - Runs the validation process and displays errors in the Errors/Warnings tab. Errors must be corrected before the transaction can be submitted.

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

Address any error and warning messages displayed on the **Errors/Warnings** tab.

Cursor hovering over the Errors and Warnings tab, found atop the General Ledger Tasks page, adjacent to the Review Salary Transfer Tab

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

Click the **Submit** button.

Cursor hovering over the Submit button on the Review Salary Transfer Tab

The transaction has now been submitted for approval.\ \ **NOTE:** Only the specific lines that have been modified are included in the transaction. Unchanged paycheck lines are not included.

Salary Cost Transfer Approval workflow status bar, displayed once the Submit button is clicked and the transaction is successfully submitted

No additional transactions or modifications can be submitted on these lines until this transaction is either canceled or completed.