Business & Financial Services

As part of the PCard Expense Report process, when categorizing or updating transactions, we are aware of an issue where a red flag warning may indicate that the charge is not in the correct statement period.

Sample Error Message: The purchasing card transaction statement dates of 09/30/24-10/06/24 do not match. Remove the transaction from this report and add it to a report that shares a common statement period.

Please ignore this error for now and continue preparing your monthly statement as usual up to the point of submission. We expect to resolve the issue before submission is required. 

There have been a few cases where the NCT Tool is pulling duplicate lines into the request, which causes a duplicate transfer. BFS is working with ITS to identify the scope and correct the issue.

The duplicate transactions were reversed in July 2024 and were included in the ledgers for Fiscal Year 2024.

It was reported and verified that the July payroll data in Looker Payroll Distribution contained many duplicate salary rows. This was resolved as of 08/21/2024. 

Impacted Data: July off-cycle and one BW payroll.

The Non-Salary Cost Transfer Tool was sometimes giving an error of "No Valid Budget" on valid COAs. This was most commonly caused by a user moving too quickly through the COA elements or not starting with the first COA element (Entity) and moving to the right.

In some cases, the error appeared even when the COA was entered correctly. This scenario was under investigation. Additionally, During COA selection, Activity codes were either not appearing in the drop down menu, or when selected, only part of the Activity code characters show, and it did not pass COA Validation.

Oracle Budget/Financials System Discrepancies Impacting FY23-24 Close-out

• Adjustments after 6/30/24 Missing in Oracle Financials: Oracle Budget sends budget amounts without adjustments made after the fiscal year ended.
• This affects the accuracy of budget entries on the June FTDR. Before relying on it, wait for further updates.
• As of 7/12, the correct data is now reaching Oracle Financials, allowing visibility on the Review Budgetary Control screen. The only remaining issue is with the FTDR.

For immediate concerns, contact budgetoffice@ucr.edu.

Inconsistent Rollover/Carryforward Actuals in Oracle Budget Reports

• Impact: Affects close-out budget entries for various funds (e.g., sales & service, auxiliary, student fees) during the current week.
• Cause: When running FY23-24 fund summary reports, rollover/carryforward actuals for U30000 are missing, leading to the perception of overstated budgets.
• Example:
  • Before 6/30/24: Reports show correct GL actuals for U30000.
  • After 7/1/24: Reports are missing GL actuals for U30000.

Temporary Measure: Temporary budget and GL actuals for U30000 should match; do not reduce expense budgets to offset missing amounts.

Resolution: The issue is being addressed, and updates will be provided. The closing deadline may be extended as needed.

Contact: For questions, email budgetoffice@ucr.edu.

PCard expenses were incorrectly reversing charges originally charged. The reversals were showing up with the same date as the original charge and "vendor charge tax" is included in the description. 

PCard Use Tax corrections were processed in May ledgers for PCards posted to the ledger after 1/30/2024 through 3/15/2024 (when the change was made to correct the process). Previously, corrections and reversals to PCard-related Use Tax were reflected in February ledgers for tax-related PCard entries through 1/30/2024. 

• Non-C&G corrections were posted with "Other" source type.  
• C&G corrections will appear in Looker and Financial Transaction Detail report with source code of "Projects."

Special characters caused failure in the interface between Kuali and PPM. The current failure has been resolved, but if special characters are used in the future they could cause the interface between PPM and Kuali to fail again. More information: link

High - Award updates and new awards not available within PPM since 12/12/2023

Issues accessing FINANCE ADMINISTRATION AND PRACTICES (Impact23 online and live training) in the UC Learning Center. An upgrade of the UC Learning Center took place overnight July 14-15. Afterwards, we were made aware of an issue that recently published activities were missing from the library and search results.

Punchout PO Transmission to CDW & Grainger. The issue regarding transmitting Purchase Orders (POs) to punchout Suppliers in Oracle Procurement has been successfully resolved. All orders generated since the go-live phase have been effectively communicated to the respective suppliers for fulfillment. As a result, no further action is required from the departments, with the exception of new orders for suppliers CDW and Grainger:

Grainger PunchOut: Please note the Grainger issue is resolved, and orders are in the process of being re-communicated to the supplier. 

CDW PunchOut: Due to communication issues,
CDW is not receiving UCR purchase orders. Please be aware that this issue is on the supplier side and unrelated to Oracle, and resolution is expected this week. To temporarily overcome this situation, we recommend the following workaround:

After creating the Purchase Order (PO), Department Transactors can download the PDF version of the PO and manually send a copy to the respective supplier via email. 

PO Communication Failed Notifications. Oracle was generating 'PO Communication Failed' notifications to buyers, despite the successful transmission of the purchase order to the supplier.

This problem was introduced with the latest Oracle release on August 25th. We want to inform you that a patch has resolved this issue.

Users can BCC themselves when using the Oracle Communication Method to send purchase orders. This will help ensure they receive confirmation and maintain visibility on the order.

A Small Number of Rows do not have accurate Salaries and Benefits.

Looker - Payroll Distribution

• Negative rows were not displayed as negative
• Some earn codes were not assessed benefits
• A small number of payroll lines were not consistently totaling hours and amounts by earn code

General Employment Liability Assessments (GAEL) posting to C&G with October payroll. GAEL is not an allowable charge on contracts and grants. This only happened in October and was mostly students. Originally this was thought to be a UCPath issue, but it is not. It is a View issue. Payroll data flows slightly differently than accounts payable data does. Payable data flows to Project Portfolio Management (PPM). If you look at the GAEL data - it isn't in the General Ledger (GL), only in PPM. The View that was created for PPM to see salary charges was not excluding some of the student positions from the GAEL allocation. It was handled correctly in the GL. October charges for GAEL were reversed in PPM.

Solution: The Prime PI Summary Report in RSpace is being rerun and will be reviewed. An announcement will be made that the October ledgers are closed and that the reports are available. Working on closing November, but this problem will most likely persist with November payroll. We will reverse the GAEL before November closes, and then the View should be corrected before any December payroll posts. 

Login issues with Concur. Users reported experiencing login issues with Concur when using the link provided in R'Space.

Workaround - Go to concur.ucr.edu, enter your netid@ucr.edu (e.g., joshho@ucr.edu), and then choose Sign in with UCR SSO. This temporary solution will allow you to access Concur while we work on resolving the login issues. Issue is resolved, please resume accessing Concur through the R'Space portal.

Cash Deposit 10/20/2023 CCRRS feed was missing from the ledger. 

More information: link

Financial Transaction Detail Report missing summary totals on some COA combinations.

More information: link

PI Impact - Low - Some Contract and Grant awards may not show summary total on Financial Transaction Detail Report.

Partial cost transfers and transfers over $999.99 have not been processing appropriately. 

More Information: link

Resolved: 1/25/2024

Approved cost transfers had value sign flip. An issue happened with the cost transfer application in which the cost transfer journals fed incorrectly. This caused the approved cost transfers value sign to flip. For example, debits registered as credits and credits registered as debits. ITS worked on a solution and corrected entries.

Resolved: 1/26/24

1/25/2024

Impact23 project team members became aware of a new issue where some active suppliers were not being returned for selection in either ePay or Guest Traveler (for Concur), or may have shown up incorrectly as an “inactivated vendor”. ​

PI Impact was Low - No direct impact noted

More information: link

Resolved: 02/13/2024

Issues resolved. Faculty with a primary appointment less than 50% and/or where UCR is not their primary location may not have an Employee Supplier record and/or cannot receive electronic payments. 

PI Impact was Medium - newly onboarded faculty with primary appt. at another campus may have some payment delays, and won't receive electronic payments.

More information: link​

Resolved: 04/24/2024

Approximately 2,000 employee supplier records are missing supplier names due to an incomplete file our campus received from UCPath on 2/24/24. 

PI Impact was Moderate - some employee reimbursement may be delayed.

More information: link

Resolved: 03/15/2024

Concur was indicating that users could begin submitting PCard Statements Expense Reports, even if multiple statements existed for a given statement. These reports could be processed as long as the transactions on in each statement are not duplicated. If duplicate transactions were found a ticket was required for review.

PI impact was High - This has been treated as high priority defect.

More Information: link

Resolved: 04/08/20024

General Ledger

PPM

On March 13, a system error caused a 6x duplicate journal entry in Oracle GL and PPM. Accounting promptly posted reversals to both modules. Though the duplicate data will be seen in Oracle and Looker, end balances should be correct due to the respective reversals. No further action is required.

No PI Impact - duplicate transactions were already reversed, and will not impact end balances

Resolved: 03/15/2024

General Ledger

Payroll

June recording of payroll-related costs to incorrect Chart of Accounts. All phases have been completed. Proposed corrections based on position funding will be distributed to Colleges/Schools/Organizational Units.

PI Impact was Moderate - certain payroll costs not reflected on Contracts and Grants. 

More information: link​

Resolved: 03/14/2024

An issue with our tax calculation engine for Oracle Procurement and Payables, ONESOURCE, was preventing users from submitting Requisitions, Purchase Orders, and/or PO Change Orders. Users were asked to not process requisitions, purchase orders or PO Change orders until resolved. 

PI Impact was High - PIs were not able to transact new or changed procurement-related transactions until resolved.

More Information: link

Resolved: 03/15/2024

Draft Watermark Appeared on the PO Attached to the Document in FYI Notification - This issue was been identified by Oracle as a bug and was resolved in a future Oracle Release (May/June).

PI Impact was Low - No direct impact noted. 

More information: link

Resolved: 04/20/2024

Oracle Financials - Procurement & Accounts Payable

Users reported significant delays when approving purchasing requisitions, due to Oracle requesting repeat approvals several times for the same requisition. 

PI Impact was High - this could have prevented payment of invoices and posting of costs on contracts and grants. Alternatively, pending PO payments could still be seen as commitments in PPM. 

More information: link

Resolved: 02/19/2024

Document Details Page Linked from Approval Notification Shows No Information - When you navigated to a purchase order from an approval notification, the document details page shows no information. Oracle has identified this as a bug that is expected to be resolved in a future patch/update.

Workaround - Review the purchase order PDF attached to the approval notification for purchase order details. To view it online, you can navigate to the purchasing document in the Purchasing application.

PI Impact was High - PIs may not have access to Purchasing in Oracle, so they rely heavily on the PO link in the notification to show PO details.

EACS roles for Oracle Financials that were provisioned early
during deployment (June - August 2023) had some
synchronization errors relating to access to certain
accountability structures. As a result, some users were not
added to respective departmental workflows for requisition,
PO, and/or invoice approvals. The root cause was identified
and fixed in 2023, and subsequent data cleanup has now
been performed to ensure EACS and Oracle Financials are
fully synced. Users should now have full access to respective
provisionings from EACS in Oracle Financials.

PI Impact was Medium- this may have delayed the purchasing and/or invoice approval process depending on the number of other approvers in the respective accountability structure

More Information - link

Resolved - 05/22/2024

Expense Types not Allowing Itemization - Several users have reported that Concur is not allowing itemizations when assigning expense types to PCard charges. We escalated this case to Concur, who confirmed our issue. They are reviewing it internally, and we are waiting for a root cause and timeline for resolution. 

We have not received any guidance to stop Expense Type assignments to PCard charges, so users are welcome to continue working. However, until this is resolved, they will not be able to itemize PCard charges. Note that this does *NOT* impact travel/non-travel expense reports.

Resolved: 5/31/2024

An issue with revenue COA splits (i.e., posting revenue to more than one COA by percentage or amount) was identified where all revenue was posting to one COA on multiple lines vs. posting to each respective COA designated. This has been fixed for all future Web Recharge feeds, but cleanup and approach from previous feeds is still pending (267 orders total). Guidance will be provided if user action is required. 

Resolved: 5/22/2024