With the implementation of the bi-weekly payroll cycle, a bug was introduced in the Transfer of Expense table causing the expense account to be overridden with account code ‘503988’, a special account used to identify the gross bi-weekly accrual amounts.  This bug manifests itself when single payroll expense transfers are initiated in PPS. Many PPS transactors have appropriately corrected the erroneous account code prior to finalizing the transaction.  Unfortunately, there were several payroll expense transfers that posted to the incorrect expense account: these transactions were only reflected on the Distribution of Payroll Expense (DOPE) and not the General Ledger.  Our UCOP programmers have identified the source of the error and resolved the issued beginning with the September earnings. 

All of the expense transfers involving account 503988 have been identified, and the Payroll Office has initiated corrections in PPS using the appropriate salary expense accounts.  The corrections will be reflected on the October ledgers.  The departments involved should have received PAN notices on the correcting transactions.  A listing of transactions will be provided to the respective Organizational CFAO.

When initiating future payroll cost transfers, please be aware that UCOP was unable to correct the historical Transfer of Expense tables.  The pay periods impacted are January 2013 through August 2013.  When initiating payroll cost transfers involving these pay periods, please be sure to review the expense account codes and correct as appropriate.

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Questions and concerns can be director to the Director of Payroll, Gabe Nwandu at gabe.nwandu@ucr.edu.  

I apologize for the inconvenience caused by this situation.