How to Submit Salary Cost Transfer for Work Study Funds

UCPath uses the Salary Cost Transfer (SCT) process to correct salary and benefits payroll expenses assigned to a Full Accounting Unit (FAU). This involves transferring the funds from the original FAU to one or more new FAUs.

34 steps

**Work Study Funds are** \ \ 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.

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** option.

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.

**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’s Work Study Award Table includes an available balance for the current eligibility period. - If the student’s eligibility differs per pay period, limit the SCT transaction to one pay period at a time.

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

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

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 saved.

Find Payroll Accounting Data

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

The highlighted Process Salary Cost Transfer Tab, displayed once the Run button is clicked

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

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

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 hovering over the From Date field 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 (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 Select checkbox on the Process Salary Transfer Tab

Check the **Select/Unselect WS Eligible Paychecks** checkbox to automatically highlight or deselect all rows that are eligible for work study. **NOTE:** All eligible Work Study rows in the same paycheck will automatically be selected.

Cursor hovering over the Select/Unselect WS Eligible Paychecks checkbox on the Process Salary Transfer Tab

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

In the **Accounting line entries** section, choose the appropriate option from the **Work Study** drop-down menu. - **Apply Work-study:** Applies work study funds to eligible, but not previously charged, employee paychecks. - **Flexible Option:** Allows the selection of individual work study transaction options at the Earn Code paycheck row level vs selecting the transaction option for all the rows. - **Leave as is:** Allows the updating of the Department Cost Share values and amounts but does not allow additional splitting. - **Re-Apply WS:** Allows update based on new work study settings at the position pool or employee level. - **Remove WS:** Use when an ineligible check was charged and work study funding needs to be removed from it.

Cursor hovering over the Work Study dropdown field on the Review Salary Transfer Tab

In this example, only the department funding is being updated so the **Leave as is** option is selected from the **Work Study** drop-down menu.

Use the **FAU Redistribution** section to enter, change, or remove the current fund sources. **NOTE:** If making changes across multiple pay periods, click the **View All** hyperlink to edit all entries.

The highlighted FAU Redistribution section on the Review Salary Transfer Tab

Click the **Add (+)** or **Remove (-)** icon to insert or remove rows.

Cursor hovering over the Add and Remove icons 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.

Cursor hovering over the Location, Fund, Account/CC, and Project fields on the Review Salary Transfer Tab

Direct questions regarding project code go 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 on the Review Salary Transfer Tab

**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.

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).

Highlighted Adjusted Amount fields in the FAU Redistribution section on the Review Salary Transfer Tab

The **New Earnings** field automatically adjusts based on the values entered in the Adjusted Amount fields.

Submit Transaction

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 **Requester 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 Approver Document Upload field on the Review Salary Transfer Tab

Select the appropriate **Reason Code**.

Click the **Validate and Save** button. **NOTE:** You can click the **Save without Validation** button at any point during data entry if you need to return to the transaction later. Take note of the **Transaction ID** and enter it on the **Find an Existing Value** tab of the **Process Salary Cost Transfer** page to return to the transaction.

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.